Control of execution of documents: the stages and goals

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2018-03-24 01:52:25

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An Important aspect of the management processes of any modern company – organization of control over execution of documents. The control involves a complex structured sequence of actions that allows to control the fact of execution of documents established by laws, rules, regulations, orders of the head terms. Responsible for meeting deadlines assigned to a specific employee or Department. All their tasks should be correctly set in the job duties.

Why and how?

The Purpose of control of execution of documents – ensuring the quality, timeliness of documentation. Employees selected are responsible for it, responsible for the quality of information upon which to evaluate the extent to which effectively perform the tasks assigned to them various departments, divisions, enterprises, and individual officials. It helps to analyze the activities of the company, to formulate the extent to which effective manage their departments heads to identify the effectiveness of the contractor's work and to conduct overall analysis on the enterprise. Based on the obtained during this research information to develop the most effective course of improving the quality of the company.

managing execution control of documents

The monitoring System of execution of documents requires a comprehensive approach to the analysis of how different are employed in the firm face. With this estimate of numerous factors, indicators. Introducing the company of this system, it is possible to understand to what extent within the company employees adhere to the discipline and to elaborate measures for its improvement.

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What to do?

Monitoring the execution of documents and orders begins with the formation of such a system, through which you can monitor at what point the executed documentation within the company. You need to work out a system so that through her was shown as incoming documents, and send to external recipients, formed and intended for the internal communication. Of course, attention needs to be given to everyone, and especially important documents, for which the leaders have formulated their guidelines for further activities, operations. The staff responsible for the execution of such a system should summarize the data obtained in the analysis of all documentation and bring them to the leaders. Their goal – to provide information in a form that is easy to understand, to perceive, to analyze and draw correct conclusions. If necessary, the officials responsible for giving explanations on the collected statistics.

The Program execution control documents allows us to understand what the problems are within the company, what the shortcomings are, and then formulate assumptions about the improvement of the current system. Ideas that help to accelerate the flow of documents, process them, and thus reinforce the discipline of the performers can be implemented – this is left to the discretion of the managers of the company. In any case, it is the controlling system – the main source of useful, objective information. Without them to make appropriate decisions regarding the improvement of workflow is not possible.

What to watch?

Monitoring the execution of documents in the proceedings are implemented in respect of some categories of documentation – no need to track all securities without exception, coming to the firm, generated internally or to external recipients. Necessarily have to control the first guidance documents, recommendations sent to company higher authorities, agencies, bodies. Equally important are the regulatory instruments adopted within a particular company and the specific documentation that is embedded on the basis of the chosen approach to managing the enterprise. If the head of the deadlines, so they must be respected unconditionally. If with respect to some document type adopt orders regulating the time intervals, they also need to follow without the slightest deviation.

Not always the accounting and control of execution of documents – the responsibility of the service workflow. The user can make the decision on imposing of such duties on any employed within the company. Currently, this practice is spreading. Sometimes leaders take control, sometimes – appoint responsible, for example, heads of divisions, departments. You can lay the control over preparation of the document on an employee, which is as close as possible due to the nature of his office. The Department responsible for document management must integrate all the processes, tracking the performance of important papers. Only such an approach helps to make the paperwork within the company productive, effective, to avoid "puncture".

control of execution of documents is carried out by

Step by Step

The generally Accepted stages of the execution control documents suggestserial production of the official papers on the control, proving the fact that she brought to the contractor, prior track formed in the course of execution of documents, decisions. The head can adjust the course of execution of the order. On the results of the documentation is removed from the control, after which all the results are analyze, consider, summarize.

The first and most important step of registration and control of execution of documents – identifying that a particular official document shall be subject to such treatment within the company. Production control actually occurs at the moment when a certain document is generated within the enterprise or coming in from outside the addressee. Already in the text can contain a strictly specified date by which all assignments must be completed. In some cases, deadlines are set with a special checklist for model documentation – this refers to a situation where the official paper falls under one of the items on such a list. Production control deals with the service that implements workflow within the company. The sequence is simple – registration, followed by – putting on control. Individual deadlines may appoint the company's management, having considered the incoming document and formulating a resolution on it. This also becomes a reason for putting on the control.

The Technology of control of execution of documents requires special attention to the type of documents processed by the service, responsible persons. If it belongs to the Executive, then it is necessary to control each of the solutions presented in the text of the official paper. A classic example of the – order from a superior authority. For each item you need a clear, unequivocal control. If the document has assignments, tasks, their performance also have to keep track of.

When will it be ready?

Control over the timing of execution of documents requires that the responsible parties know how much time they have to prepare a response or the implementation of measures required by an official paper. If we are talking about periodic documentation, as well as one that is within our power is generated often enough, then you have to follow the model terms. This extends to the activities of some private companies, legal entities. To see the current model time is possible, if you carefully study laws, presidential and governmental decrees, regulations, orders, and other relevant regulations. For example, special rules regulated in terms of what you need to consider the complaints and queries of deputies, submit documentation in the possession or to enforce already signed the decision. The importance of complying with these rules due to the need to follow the letter of the law. Violation of the terms become against the law.

automated control of execution of documents

Regulations – another important source of information about what you need to prepare answers and solutions. Managing execution control of documents includes the value of specialized documentation governing the rules of reporting statistics, the work of the accounting Department. Special rules established, in what period of time you need to submit claims as and when they need to be addressed, how and when to send to the court of appeal, how much time there is instance to the answer to the query.

Everything is regulated!

To properly control the performance of official documents within a particular company can make specialized rules governing standard terms for certain types of official documents, not specified in the laws, other external regulations. When the corresponding regulation, order, instruction with respect to the company approves, all employees must follow the established rule. As a rule, the regulations for the control and timing enter into the instruction of the clerk or shaped card. To take them into account have to everyone.

control documents

Monitoring the execution of documents by either employees record keeping services, or the Director, or a person designated in a resolution on the official paper. If a particular document does not fall under the list model, the head has the right to put deadlines in its sole discretion. The exception – a situation when the author himself sets the text of the term. If the Manager wants to make the second solution was prepared in different time frames, this also noted in the resolution. Sometimes it may happen that, at the time of registration, consideration by the governing composition of some official paper it is not possible to understand in what terms it is necessary to fulfill the position. This leads to formulate a criminal framework with the time adjust, if the need arises.

Important points

Persons entrusted with the implementation of control over execution of documents, should remember that the documentation arrived in the organization occurs within one month of receipt, if the document or resolution of the head there are no special instructions, as well asthe official paper is not subject to the lists of typical documents. If in the text there are specific time frames in which, for example, information should be sent to the addressee, then received put on the control, given these time constraints. Sometimes such frames larger than the standard, sometimes – significantly shorter.

It is Important to ensure the proper control of execution of documents received from higher authorities, organizations, including some orders. Usually, this official paper contains the terms in which it has to be done. If the document comes from a collegial body, belongs to the Executive, as a rule, the text also has a timing for each of the items. If this is not spelled out clearly, it is necessary to focus on the model rules and decision management. It is possible that the incoming document contains a question, many times met in the working practice of the company. The best approach in this case – to formulate the General group of such documentation and must reflect the rules of work with it in the internal instructions. This will help to optimize the performance and reduce the time of analysis of documents.

the control over execution of documents

Technical aspects

The Most convenient option, available in almost any modern enterprise-is an automated execution control of documents involving the use of specialized equipment (electronic computers) and software. For a large company you can order custom development, taking into account all the peculiarities of the structure of the company, its areas of work. If the company is small, and the budget does not allow to buy a individual product, you can purchase a standard solution, the most suitable under needs and requirements, the realities of business processes. Very small organizations the management of digital files. Easy automated accounting system can be implemented even on site, using features of the program Excel from the Microsoft standard package.

The Analysis of the organization of control of execution of documents in the firm to implement accounting through automated tools, much easier. Much clearer you can get information – most of the programs are not only able to make their own tables, but also to build graphics. You can request statistics for a specific type of documents, the contractor or Department. These software remind yourself about the items on which “burn” terms. All this allows to make the work more efficient legal entity, which is especially important if the document is very voluminous.

Design Features

Control of execution of documents requires to properly execute all stages of work with the official paper. At the moment when the documentation is recorded and placed on the control, on top of an empty field responsible employee makes the appropriate mark (19th props). A similar mark should indicate in the registration form. If the job is complex, it is possible that the deadline will be assigned a long-months or even a year. This forces to divide the work in stages and for each of them to formulate individual deadlines, which have to track in the future. In either case, the moment arm control – reporting point, after which the responsible person must follow the document. Clerk (or other officer, whose duty it is included) sends the paper to the contractor, fixing this moment in the account book. Regulatory official or body responsible for the control, check the timeliness of receipt of documents directly to the contractor.

The document execution Control involves conducting inspections, in order to track all the steps of preliminary work on the preparation of the answer. The results of the intermediate stages need to be recorded in the registration card of the official paper or in the control system. Executor – a public official responsible for providing information timely, accurately, in accordance with the real situation. You can organize a written test, sometimes it's verbal. The control service can regularly send the responsible party a written notice that contains references to all of the documents on control at the moment. You can regularly send out reminders about the documentation at the same time is in operation in several units of the company immediately. This helps to more effectively coordinate the activities of the structures.

phases of execution control of documents

Significant aspects

Normally, the time within which under the execution control of documents carried out the preliminary audit, are recorded in the documentation governing the operation of the enterprise. If regulation is not, then an indication of such rules should be in the manual or the official duties of the clerk.

Have the Right to remove an official paper from the control head, in accordance with the decision of which control was introduced. On the basis of an order of the superior this can make record keeping service. The fact of removing of control is a corresponding mark in the registration system, automated accounting. The document referred to as executed, forextended storage is sent to the business. Notification getting completing 28-of props.

Change status

To an official paper to refer to the number executed, must in reality perform all the tasks spelled out in the text. The execution should have confirmation in documentary, official form. Appointed contractor on paper, the official shall report to guide the work. In addition, reports are required to provide parent organizations, institutions, persons, if any, interested in obtaining information. In some cases, the officer receives a project completion or faced with additional instructions. In this situation, to talk about the execution of the documentation before. If the document was transferred for execution from one officer to another, the importance of its control is not reduced, secretarial service, in any case, needs to track deadlines and to control the transfer thereof, if necessary. The service responsible for monitoring the work on the document, you might find it prepared by an official in form, essence, content does not meet issued by the user task. In this situation, the documentation sent to the contractor for processing without moving the time frame.

goal control of execution of documents

All of the information (as a process monitoring and documentation, and its outcome) must be strictly recorded in the accounting system. From time to time information put together, analyze, grant Manager for review. The most common practice – monthly reports on the work of the service record keeping. The head forward the document to the summary. Its structure is usually set in manual production, from month to month paper flows, designed on the same pattern. This makes it easier to compare results for different times. The results of the analysis help to understand which measures should be taken to improve the efficiency of workflow and speed up processing. The specific officials responsible for the formulation of proposals to optimize the work, and the leaders decide what should be translated and in what time frame you want to work.


Article in other languages:

AR: https://www.tostpost.com/ar/the-law/1159-control-of-execution-of-documents-the-stages-and-goals.html

BE: https://www.tostpost.com/be/zakon/1985-kantrol-vykanannya-dakumenta-etapy-mety.html

DE: https://www.tostpost.com/de/das-gesetz/1982-kontrolle-der-erfllung-der-dokumente-phasen-und-ziele.html

ES: https://www.tostpost.com/es/la-ley/1987-el-control-de-la-ejecuci-n-de-los-documentos-hitos-y-objetivos.html

HI: https://www.tostpost.com/hi/the-law/1159-control-of-execution-of-documents-the-stages-and-goals.html

JA: https://www.tostpost.com/ja/the-law/1158-control-of-execution-of-documents-the-stages-and-goals.html

KK: https://www.tostpost.com/kk/za/1985-zhattardy-oryndaluyn-ba-ylau-keze-der-men-ma-sattary.html

PL: https://www.tostpost.com/pl/prawo/1988-kontrola-wykonania-dokument-w-etapy-i-cele.html

PT: https://www.tostpost.com/pt/a-lei/1985-controle-de-execu-o-de-documentos-etapas-e-objetivos.html

TR: https://www.tostpost.com/tr/hukuk/1991-bir-kontrol-performans-belgeler-a-amalar-ve-hedefleri.html

UK: https://www.tostpost.com/uk/zakon/1987-kontrol-vikonannya-dokument-v-etapi-c-l.html

ZH: https://www.tostpost.com/zh/the-law/1237-control-of-execution-of-documents-the-stages-and-goals.html






Alin Trodden - author of the article, editor
"Hi, I'm Alin Trodden. I write texts, read books, and look for impressions. And I'm not bad at telling you about it. I am always happy to participate in interesting projects."

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