Officework organization and its technology

The stages of external document circulation are generally similar, but there are some differences:

• Documents come to the company from the outside. These can be the papers of higher and lower organizations, branches, normative acts from official bodies, judicial orders, letters of citizens.
• All business papers received in the organization must pass through the registration procedure without fail. It confirms that they are taken to control.
• The next stage is the work with the document, familiarization or execution of instructions.
• If necessary, an official response is made.
• The last stage is registration for long-term or archival storage, and possible destruction.

In addition, in relation to the leadership of the organization, the following types of workflow are distinguished:

ascending - from subordinates to supervisors (explanatory notes);
downward - from management to employees (orders);
horizontal - between peers (acts, protocols).

All stages of document movement are fixed in special magazines. They can be conducted in several variants:

logs for the movement of documents;
document cards;
electronic document management is most common in the vast majority of organizations.

Secretary functions

• Most employees of the enterprise very vaguely imagine what office work and document circulation are. For a secretary, this is professional activity.
• The enterprise secretariat performs the main function of document management support.

According to the form and peculiarities of work, the organization of the office-work service of an enterprise is divided into the following types:

Centralized - all secretaries are in the same department and report to the chief clerk or senior secretary.
Decentralized - the secretaries and employees performing their duties are dispersed in the organizational units and are subordinated to different supervisors.
Mixed - is most often found in large organizations.