Drawing up of nomenclature cases on personnel record keeping, their registration and conducting.

The functional systems of documentation reflect the most important management functions: planning, organization, control, accounting, analysis … The peculiarity of functional systems is that they can apply to all institutions, organizations and enterprises, regardless of their industry affiliation.

Documentation flows in the field of management documentation in existing management systems have much in common, interacting with each other in mutually enriching. This requires the development of joint approaches to the creation and processing of such arrays of documents in order to ensure maximum efficiency in making and implementing management decisions. Therefore, one of the main ways to the documentation and documentation of management of modern institutions is the unification of management documents as a process of finding a unifying principle and bringing various indicators to comparability or uniformity according to certain principles.

Thus, the purpose of unification of management documents is:

reducing the number of documents used in management; typification of their forms, reducing the complexity of their processing, the basics of commonality or adjacency of management functions; use of technical means for preparation, processing and use of documents.

Unification as a method of improving documentation to ensure management processes in the most general form involves local and comprehensive unification of documents.

Local unification of documents can include the development, testing and use of separate unified forms of competitive documents within a single institution or its structural unit. The end product of such unification may be a collection of unified forms for internal use or certain unified forms of documents for a specific task or activity of the institution (for example, a unified form of archival certificate of work experience; unified forms of documents on employment: application, description, identity card personnel accounting …)

For comprehensive unification include:

state unification, in which unified forms of documents acquire the status of national, supplemented by the State classifier of administrative documentation (DK 010-98). The end product of such unification is the publication of a state standard that operates nationwide; sectoral unification, which provides for the consolidation of specific features of documentation in a particular industry. The end product of such unification is the approval by the ministry or department of a collection of unified forms of documents for their mandatory use by institutions, enterprises and organizations within the industry; international unification. International standards are a consolidation of international experience in the field of unification of documents on the basis of its generalization. The end product of such unification is an international standard (for example, ISO15489-2201 "Information and topics for narrative essay documentation. Document management").

The use of separate forms of documents is not enough to solve most management tasks: it is necessary to rely on systems of management documents that are interconnected.

Despite the differences between them, due to industry specifics, the effectiveness of this work is determined by finding common ground, which will ensure the effective use of various documents within a particular institution, industry or economy of the country as a whole. This principle is used to work on the formation of unified documentation systems, ie sets of interconnected unified forms of documents designed to document specific management functions.

To date, more than twenty unified documentation systems have been developed and are operational in Ukraine. In particular, such as "Unified system of documentation on labor, social issues and social protection of the population" or "Unified system of documentation of the Pension Fund" belong to the sectoral documentation systems.

The most common of the existing functional documentation systems is organizational and administrative documentation (ORD), which is used by all institutions, organizations, enterprises of different sectors of the economy at different levels of government, as it reflects organizational activities aimed at implementing basic management functions.

It is also used to convey to executors documented administrative instructions of the government, higher-level institutions and the leadership of a certain governing body. In essence, the main issues of management and executive and administrative activities of various management bodies, the system of organizational and administrative documentation is both a comprehensive and unique system of documenting the management of a wide range of institutions, enterprises and organizations.

Thus, sectoral and functional documentation systems cannot be considered as local or isolated from each other: they are characterized by mutual conditionality and complementarity.

Each document in its form and content indicates the external and internal relationship with other management documents.

Management documentation can be classified on various grounds. the system of documentation of a certain branch or separate function of management, in turn, is divided into subsystems on the basis of the purpose of the documentary form depending on its maintenance, definition of the documentary form according to management level, on the form of its representation …

Thus, the document in the field of management is a complex set of information, which is characterized by a large number of parameters and indicators, which determines the role of unification as one of the effective ways to improve the documentation of management.

The tangible economic effect is provided by timely unification, which is associated with a reduction in the time spent on the production of forms, drafting documents. Their appropriate design and certification.

When unifying documents within a certain system or management function, the main approaches are:

formal, based on the established uniform form of a particular type of document with its compliance and interconnection with other documents and systems; Semantic, which is to provide the required amount of information. whose perception is due to a certain spatio-temporal context.

List of references

Basic rules of staging the documentary part of office work and work of archives of institutions, organizations and enterprises of the USSR / GAU at the USSR CM. – M., 1966 .– 92 p. Unified state system of office work: Basic provisions. – M., 1974. – 128 p. Gomonov OM Basic provisions of the Unified state system of office work // AU. – 1974. – No. 2. – P. 66.

September 25, 2011

Personnel record keeping: requirements and structure. Abstract

Requirements for the organization of personnel records management. The structure of personnel documentation

One of the main frequencies of special office work is personnel office work. It is conducted according to the rules and principles established for general record keeping.

The term "personnel" translated from French means professionals who are engaged in a particular activity, work in a particular system, industry, in a particular enterprise.

Personnel record keeping is defined as an activity that covers the issues of documenting and organizing work with documents related to the personnel of the enterprise (or system) on the issues of hiring, transfer, dismissal, accounting of employees, etc. Proper organization of personnel records is of great importance.

It is in the personnel services that citizens enter into an employment contract, get acquainted with the rules of internal regulations, working conditions, life, recreation, prospects for professional growth. The personnel service is a mirror of the institution, and the way in which the management documentation is organized gives an impression of the institution as a whole.

Personnel records are kept in the following areas:

Accounting for the staff of the institution and its departments. Preparation of reports and necessary certificates on personnel transfer, development and production of necessary forms and forms for this purpose. Accounting for the state of training, retraining and enrollment in the reserve. Accounting and registration of documents related to personnel, control over their execution, first of all execution of orders and instructions on personnel. Organization of document circulation to ensure prompt and clear execution and passage of documents and instructions of management in all areas of work with personnel, compliance with general and specific for personnel work rules for drafting and executing documents. Drawing up of nomenclature cases on personnel record keeping, their registration and conducting. Preparation of personnel documents for transfer to the archive for storage. Mechanization, automation and computer processing of personnel data.

The increase in production, restructuring of economic management caused a significant increase in information in the field of personnel management. The number of official documents grows every year. The introduction of their machining in a number of services of large enterprises and associations does not reduce the number of staff. To solve this problem requires proper organization and mechanization: document processing, which depends on the effectiveness of the personnel management process. Documentary service takes much more time: preliminary examination, accounting, storage, control, etc.

The organization of work in personnel services involves solving a number of tasks, including:

clear organizational structure of activity activity and choice of the most rational form of organization of work with documents; correct distribution of functions between individual executors and divisions, application of the best experience and methods of record keeping. The solution to this issue is carried out through the development and implementation of regulations, job descriptions, standards. Particular attention should be paid to the proper development of job descriptions of the personnel inspector; determination of criteria for evaluating the work of employees, their workload; professional development and work culture of personnel service personnel; rational organization of workplaces, providing personal computers.

The workplace of each employee of the personnel service should be organized in such a way that the mental and physical efforts of the specialist are directed to the performance of his functional duties without any obstacles.