LARIN Mikhail Vasilievich

DOCUMENTATION MANAGEMENT IN ORGANIZATIONS: HISTORY AND METHODOLOGY ISSUES

Specialty: 05.25.02 - "Documentary, records management, archival science"

dissertation for the degree of Doctor of Historical Sciences

MOSCOW 2000

The work was carried out at the All-Russian Scientific Research Institute of Documentation and Archival Affairs

Relevance of the topic. The creation in our country of a legal state with effectively working institutions of representative, executive, judicial power, production, science and education is conditioned not only by a comprehensive and full-fledged legal basis for their activities, but also by the formation of rational, specific rules and procedures for their functioning, including in the field of work with documents. To strengthen the Russian statehood, the rational management of documents can serve as one of the important points of reference for strengthening the administrative apparatus and an essential element of its stability.

Documented information forms the basis of management, its effectiveness is largely based on the production and consumption of information. In modern society, information has become a full-fledged resource of production, an important element of the social and political life of society. The quality of information determines the quality of control, since information, like a circulatory system, permeates all controls, providing them with energy potential and setting them in purposeful movement.

Information is recorded in documents that give it an organizational form and move it through time and space. Documents and documentary information form the basis of management decisions and are their material embodiment, provide legal force and thereby contribute to their implementation.

The problems of documenting the activities of organizations and document management are as ancient as the documents themselves "and management. At present, this problem is actualized by the rapid development of new information technologies, the accelerated informatization of society.

The continuous growth in the volume of documentation all over the world, the increasing use of electronic computers in information processing, the use of non-paper media and other objective

factors lead specialists to the conclusion that it is necessary to search for new opportunities for mastering and managing documented information. Focusing our attention on the problem of document management in organizations, we have chosen a direction of scientific research that is relevant at the present stage, which has theoretical and practical significance.

For modern document management, it is important to study the possibilities of modern information technologies from the point of view of their use in document management. It is necessary to analyze the accumulated achievements in the field of theory and practice of records management, identify trends in their further development and obtain new scientific results on this basis.

The choice of the topic of this study is due to several factors:

firstly, the presence of a social order of society, associated with the need to streamline the documentary environment as a means of increasing the efficiency of management, primarily of the state;

secondly, the need for the archival service of Russia in a deep study of the interrelated problems of records management and archival science in new conditions for their transformation into applied scientific developments;

thirdly, the increasing pace of informatization of Russia and the urgent tasks of its entry into the global information space, including in the field of document management.

Solving the problem of document management in modern conditions, in our opinion, will make it possible to purposefully form information resources of organizations, ensure their effective functioning, as well as open access to information resources for consumers with the least expenditure of time, labor and funds.

The degree of elaboration and study of the topic. It should be noted that the issues of document management in Russian literature have not been raised as independent ones until now. Only in some cases

bots A.N. Sokova, one can see attempts to introduce document management as a subject of research in the staging plan as a reflection of foreign experience and a promising direction for the development of domestic document management and organization of office work1.

Meanwhile, in developed countries, which have long passed the stage of "initial accumulation" of computer technology and communications, in a society that is now characterized as "postindustrial" or "informational", the development of document management problems is receiving more and more attention.

A study of the works of Western experts shows that most scientists are inclined to recognize document management as a full-fledged function of organization management (F. Horton, C. Lennon, A. Mordell, A. Ricks, C. Har, D. MacLeod, J. Summerville, D. Stephens and etc.). It should be emphasized that many scientists and specialists have repeatedly noted the importance of interaction between document management and information management in organizations, evaluating documentation as an integral part of an organization's information resources. Based on such an assessment, a requirement is put forward for a deeper use of new information technologies in working with documentation and the inclusion of document management structures in the general infrastructure of organizations2. A distinctive feature of the studies of Western specialists is their focus on bridging the technological and organizational gap between office work and departmental storage of documents3.

It is obvious that Russia has its own historical

1 Sokova A.N. Business documentation in the field of management. - M .: Knowledge, 1985.

2 Menne-Haritz A. Dokumentenverwaltungsysteme und offentliche Verwaltung: Wo ist der Sand im Oetriebe? // Deutschcr Dokumentartag 1994. Proceedings, DGD, 1994, p. 11-38; Macdonald D. Document Management in a Modern Institution. - SIF OTSNTI VNIIDAD, No. 1220 "p"; Roberge M. In the information age - global systematic and systematic management of administrative information. - SIF OTsNTI VNIIDAD, No. 1144 "p", etc.

1 Hives Cr. Management of documentation, information and archives in firms. - SIF OTSNTI VNIIDAD, No. 889 "p"; Ricks A. Office work as an archival function. - SIF OTSNTI VNIIDAD, No. 946 "p", etc.

traditions in the field of working with documents, and direct borrowing of Western experience and Western approaches is impossible. It is this that has caused the need to study the problems of the evolution of domestic documentation and the development of office work, in order to analyze and assess the achieved level to address the issue of the possibility and ways of applying the basic principles and methods of document management in modern Russia.

By now, domestic document management has accumulated a significant amount of knowledge, reflected in the scientific works of MGIAI and VNIIDAD, collections of articles, teaching and methodological manuals, conference materials. Unfortunately, there are still no large monographic studies. Published works are mainly in the nature of textbooks and teaching aids (works of V.I. Andreeva, T.V. Kuznetsova, Ya.Z. Livshits, K.G. Mityaeva, VS Mingalev, A.V. the team of authors of the Department of Documentation and Documentation Support of the State University of Management).

The works of K.G. Mityaev, who was the first to propose the term "records management" and made a great theoretical and practical contribution to the development of records management as a scientific discipline1.

K.G. Mityaev for the first time systematically outlined the history of office work in pre-revolutionary Russia and the USSR, highlighting the main periods of its development, the specifics of various types of office work, showing the relationship of office work with the corresponding construction systems state apparatus, the interdependence of the development of office work and archiving. Subsequent textbooks of the Historical and Archival Institute basically only increased the amount of material presented on the history of office work, expanding the chronological framework of the period covered.

At the same time, in the 70s and 80s, teaching aids by T.V. Forge-

1 Mityaev K.G. History and organization of office work in the USSR: Textbook. manual / MGIAI. - M., 1959; He's the same. Theory and practice of archiving. Textbook. manual / MGIAI. - M., 1946; He's the same. Documentation, its tasks and development prospects // Vopr. archival studies. - 1964. - No. 2, etc.

tsovoy, Ya.Z. Livshits, M.P. Ilyushenko and other scientists who develop document management as a scientific discipline and reflect the issues of document terminology and documentation systems, document functions and their development, the role of documentation in management processes, raise the issues of document formation fundamental for document management, consider the problems of the influence of electronic computing technology on documentation support management.

It should be noted the work of the VNIIDAD scientists, who, since the establishment of the institute in 1966, have consistently solved the problems of document management, organization of office work and documentation support of management, automation of work with documents. A significant contribution to the study of the main categories of records management was made by A.S. Malitikov, V.D. Banaskzhevich, K.I. Rudelson and other scientists.

A significant contribution to the development of records management is the doctoral and master's theses defended at MGIAI and VNIIDAD, which are also important for this research. The doctoral dissertation of A.N. Sokova, where for the first time after K.G. Mityaeva, a successful attempt is made to formulate the theory of records management in the context of the introduction of new information technologies into practice1.

PhD dissertations, as a rule, consider certain aspects of the theory and practice of records management. Among the most developed are the issues of the history of document management and office work of the Soviet period (works of V.I. Andreeva, I.M. Baginsky, V.D. Banasyukevich, M.P. Bobyleva, M.I. Dodonova, M.N. ., Kremer B.I., Kuzmicheva A.D., Podolskaya I.A., Raikhtsauma A.L., Selskogo D.I., Tamm I.E. and others) 2.

"Sokova AN Development of Soviet records management in the conditions of the scientific and technological revolution (1960-1980): Author's abstract of thesis .... Doctor of Historical Sciences. 05.25.02 / MGIAI. - M, 1987." Andreeva IN AND. The main directions of the scientific organization of managerial work and office work of the state apparatus of the USSR (based on the materials of journal periodicals of the 1920s): Author's abstract. dis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M., 1985; Baginsky I.M. V.V. Kuibyshev on improving the apparatus and office work of the People's Commissariat of the Workers 'and Peasants' Inspection of the USSR: Author. dis.

The pre-revolutionary period has been less studied (Vyalova L.M., Lukashevich A.A.) 1.

Part of the thesis is devoted to the study of documentation systems and documentation of management functions (works by T.A. Bykova, I.V. Gerasimova, I.B. Efanova, A.S. Krasavin, L.V. Potapova, A.Yu. ) 2, other dissertations cover the issues of documentation support of individual objects, institutions of the same type (Arkhipova N.I., Mozhaeva N.G., Morozov E.A., Pshenko A.V., Sirotkin A.N., Stepanov E. A.) 3. The issues of unification and standardization of documents have been worked out quite deeply (Vasiliev M.A., Kokorev V.I., Sankina L.V., Sokova A.N., Yankovaya V.F.) 4. In some theses (Malitikov A.S., Predein E.V.,

Candidate of Historical Sciences. 05.25.02 / MGIAI. - M .. 1979; Raikhtsaum A.L. Improvement of the administrative apparatus and office work in the USSR by non-departmental rationalization bodies (1924-1931): Author's abstract. dis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M., 1978; Tamm I.E. Formation of the Soviet state office work. 1917-1923: Author's abstract. dis. ... Candidate of Historical Sciences. 05.00.02 / MGIAI. - M. 1975, etc. 1 Vyalova L.M. Organization of office work of central government bodies in the legislative acts of the Russian Empire in the first half of the 19th century: Avtoref. dis. ... Cand. ist. sciences. 05.25.02 / MGIAI. - M., 1987; Lukashevich A.A., Development of provincial office documentation in the 70-90s: Author's abstract. dis. ... Cand. ist. sciences. 05.25.02 / VNIIDAD. - M., 1995.

"Bykova T.A. Formation of the management documentation system social development labor collectives. 1965-1985 (on the example of the electrical industry): Avtoref. dis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M., 1988; Krasavin A.S. Documenting the labor activity of employees of bodies government controlled(history and current state): Author's abstract. dis. ... Cand. ist. sciences. 05.25.02 / MGIAI. - M., 1978; Chukovenkov A.Yu. Organization of storage and use of machine-readable documents in the field of management: Avtoref. dis. ... Cand. historical sciences. 05.25.02 / VNIIDAD. - M., 1987, etc.

Arkhipova N.I. Documentation support for the management of computer centers (history, current state and development prospects): Avtoref. dis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M., 1978; A. V. Pshenko Documenting the activities of the archival service at the present stage: Avtoref. dis. ... Candidate of Historical Sciences. 05.25.02 / VNIIDAD. - M., 1983; E.A. Stepanov Improvement of documentation processes in the management system of higher and secondary specialized education in the USSR (history and current state): Author's abstract. dis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M., 1979, etc.

4 Vasiliev M.A. The problem of text unification management documents used in the office work of Soviet institutions (history and current state): Avtoref. dis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M., 1975; Sankina L.V. Improvement of the forms of management documents on the basis of standardization and unification (1917-1980): Author's abstract. dis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M.,

Shchensnovich G.G.) considered general and special problems of the functioning of services for documentation support of management.

The study of dissertation research shows that the problems of document management are not deeply reflected in them, they require a modern comprehensive approach and consideration.

In the last decade, unfortunately, the balance between theoretical research and applied research has been upset in favor of the latter. This is evidenced by a large number of teaching aids and manuals for workers in practical office work, which mainly interpret the accumulated scientific and methodological potential of documentary science.

Now there is a tendency towards the gradual restoration of the disturbed balance and the strengthening of theoretical research in the field of documentation support for management. Many modern publications of specialized journals, collections of scientific conferences are aimed at solving urgent problems of working with documents in modern conditions, protecting documented information, terminology, history of office work, legal support documenting the activities of the managerial staff, the impact of new information technologies on the organization of workflow and documentation, problems of electronic documents. Despite the great value, these works cover only certain aspects of document management and can serve as sound research material for subsequent analytical and synthetic processing.

The problem of document management cannot be studied without analyzing the archival literature. Scientists-archivists have done a serious

1983; Yankovaya V.F. Optimization of the texts of management documents (theoretical aspect): Avtoref. dis .... Candidate of Historical Sciences. 05.25.02 / VNIIDAD. - M., 1987, etc. "Malitikov A.S. The main directions of documentary and archival research in the USSR (1956-1970): Author's abstract dis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M ., 1971; Shchensnovich G.G. Development of the basic principles of organizing a documentation system in the conditions of an automated control system: Abstract of a thesis .... Candidate of Historical Sciences. 05.25.02 / MGIAI. -M., 1975.

research work that is important for understanding the epistemology of a document, the formation and development of documentation systems, the terminology system of document management (A.V. Elpatievsky, V.P. Kozlov, A.D. Stepansky, E.V. Starostin, etc.). Specialists in the field of archival studies have done a lot to understand the information properties of a document, pointing out the relationship between document arrays and information resources. In separate works on archival studies (V.N. Avtokratov, K.B. Gelman-Vinogradov), the similarity of information processing processes both in operational management and at the stage of archival storage of documents has been proved. Of interest are works that show the relationship between office work and archival affairs, the process of gradual transition of office work to the jurisdiction of archival bodies1. Archival studies reveal a change in the value of certain types of documents in the course of historical development, reveal the evolution of documentation systems in connection with the development of the state and the ways of its organization.

Document management as a scientific category is closely related to information and the organization of information processes in management, therefore, an analysis of the literature on information theory, information systems, information and computerization of working with documents is an essential part of this study. First of all, these are studies that reflect the problems associated with understanding the essential characteristics of information as the initial substance for organizing documentary arrays. The works of A.D. Ursula, A.I. Zhukova, Yu.I. Chernyak, V.G. Afanasyev and others, written in different years, made it possible to form a theoretical foundation on which the main idea of ​​the inextricable connection of information and documentation was built and the possibilities of applying information methodology to document management were determined. In the works of G.G. Artamonov, G. Wolfram,

"Ermakova IN. Formation and development of Soviet state office work (1917-1959): Author's abstract of thesis. ... Candidate of Historical Sciences. 05.25.02 / MGIAI. - M., 1994; Pshenichny A.P. Central Archival Administration of the USSR and the RSFSR (1929-1938): Abstract of a thesis ... Candidate of Historical Sciences, 05.25.02 / MGIAI. - M, 1985, etc.

HELL. Ursula and other scientists deeply investigated the fundamentally important problems of the formation and operation of information resources both in the global sense and within the framework of individual organizations. The problem of information resources has not yet received a final solution; nevertheless, conceptual categories, basic methodological and conceptual provisions that are important for this study are formulated in these works.

In the works of computer scientists, document management problems appear as subordinate, and not basic, they do not have a study of the issues of documentation and documentation support in the context of the development of new information technologies. This problem is not delineated in any way in a number of concepts such as "information processing", "access to information", "information communications", "information storage", "information use", although all this "information" is practically documents on various, predominantly paper, media ".

Poorly developed in the literature and issues of electronic documents. There are serious terminological discrepancies, a lack of clear ideas about the nature and properties of electronic documents, their relationship with technotronic, machine-readable and traditional documents. Nevertheless, the analysis of this group of studies makes it possible to formulate a documentary understanding of the issue and use these works to solve the scientific problem of document management2.

Of fundamental importance for the study of the topic was the study of works on information management - a new scientific discipline that emerged in developed countries together with the information society. In the domestic literature, information management as a system

1 Klimenko S.V., Krokhin I.V., Kushch V.M., Lagutin YL. Electronic documents on corporate networks: Gutenberg's second coming. - M: Ankey - Ektrends, 1999, etc.

2 Tikhonov V.I., Yushin I.F. Electronic archives and electronic document management // Fatherland, archives. - 1999. - No. 2. - S. 19-20; Kurilo A.P. On the legal regime of an electronic document in the system of interbank electronic settlements // Problems of informatization. - 1999. - No. 3, etc.

the topic of methods is reflected very poorly. Only in the work of A.V. Kostrov, prepared in the form of a textbook, an attempt was made to systematically present the essence of information management, unfortunately, without reference to Russian conditions. ”In our work, for the first time, a study of information management from the standpoint of document management was started and conclusions were drawn that allow us to assess information management as a promising direction of development document management using new information technologies.2 In a number of other works, information management problems are considered indirectly, within the framework of solving other problems. conceptual provisions and practical experience in the creation and functioning of the information support system for the highest bodies of state power of the Russian Federation3.

Given the insufficient level of elaboration and coverage of the problem of information management in domestic literature, the author tried to fill this gap with foreign research, mainly in German. The works of R. Kulen, I. Herget, G. Verzig, V. Wolfram, T. Seeger, E. Vogel and other scientists reveal their understanding of the essence of information management as a scientific discipline and area of ​​practical management4. At the same time, it must be emphasized that

1 Kostrov A.V. Introduction to information management: Textbook. manual / Vladi-mirsk. state tech. un-t. - Vladimir, 1996; see also: Perel I.S., Slavin V.N. Information activity abroad and problems of information management / NPO Poisk. - M, 1992; M. N. Kostomarov Management of information systems abroad / RSTU. - M., 1996.

2 Larin MB. Document management and new information technologies. - M .: Scientific book, 1998.

3 Nikitov V.A., Orlov E.I., Starovoitov A.V., Savin G.I. Information support of public administration. - M .: Slavic dialogue, 2000.

4 Herget I. Konzeptjon des Informationsmanagements in Informationswissenschaftlichen Sludienangeboten // Informationsspezialisten fur Europa. Proceedings // Konstanz, 1990; Hofmeister H. W. Einsatz von Dokumentenmanagement in Industrieunternehmen // Deutscher Dokumentartag 1994. - Frankfurt am Main, 1994. - S. 183-187; Kuhlen R.

virtually none of these papers attempted to apply information management provisions to records management.

A complete solution to the problem of document management is impossible without legal support. It is obvious that the strengthening of the role of law in modern Russia is a necessary condition for the effectiveness of public administration. In recent years, the field of information and documentation has become an independent object of research by legal scholars, and even a new branch has been formed - information law. In the work of V.A. Kopylov, all existing legal acts related to the regulation of information, documentation, archival storage of documents are systematized1. The author draws attention to the category of "documented information", which, in his opinion, is not sufficiently reflected in the current legislation, and puts forward the task of legal solution of the problems of electronic documents.

I.L. Bachilo. Her works serve as a vivid example of an adequate response of a scientist to the challenges of the time and are of great value for this research2.

Informationsmarkt. - Konstanz, 1995; SeegerT. Aspekte der Professionaiisierung des Berufsfeldes Information und Dokumentation. - K.G. Saur, 1990; Vogel E. Informationsmanagement. - Grundlagen der praktischen Information und Dokumentation. Band 2, K.G. Saur, 1990, S. 897-927; WersigG. Organizations - Kommunikation: Die Kunst, ein Chaos zu organisieren. - FBO Verlag, Baden-Baden, 1989: Wolfram G Organisatorische Gestaltung des Informationsmanagements. - Verlag losef Eul, Gladbach-Koln, 1996, etc.

1 Kopylov V.A. Information law. - M .: Jurist, 1997; He's the same. Information as an object of legal regulation // NTI / VINITI. - M., - 1996. - No. 8; He's the same. On the issue of information property // NTI. Ser. 1. Organization and methodology of information work / VINITI. - M., - 1998. - No. 3.

~ Commentary to the Federal Law “On Information, Informatization and Information Protection” (ed. By I.L. Bachilo, A.V. Volokitin, etc.). Moscow: IGP RAS, 1996; Bachilo I.L. On the ownership of information resources // Information resources of Russia. - M., - 1997. - No. 4; She's the same. Information resources as an object of law and an object of relations regulated by the Civil Code of the Russian Federation // Ibid. -J999. -No. 1; She's the same.

Document management as a management function is carried out in organizations in the context of the decision-making process to achieve the selected goal. That is why document management is closely related to management problems, organizational structures, issues of designing information management systems, their implementation and operation, with the automation of management procedures and processes.

Modern research on the management of organizations shows the great importance of rational information processing for achieving strategic and operational goals. The globalization of world economic, social and information processes directly affects the quality of management. Methods for solving management problems in organizations against the background of modern geopolitical realities and taking into account the development of the information society are reflected in a number of major monographic studies and articles, modern textbooks of domestic and Western specialists. "

The evolution of the document, the systems of office work and documentation support of management occurs in specific historical conditions and is conditioned by them. The works of researchers of Russian history, especially historians of state institutions, highlight the close connection between office reforms and management reforms and their adequacy to the socio-economic and political conditions of a particular period of Russian history. The works of N.P. Eroshkina and T.P. Korzhikhina, as well as T.G. Arkhipova, A.S. Senina, T.M. Smirnova, S.P. Strekopytov, other scientists on the history of government institutions clearly demonstrate the construction of a management system in a specific historical era and topics

Legal issues of documentation in the context of informatization // Problems of legislation in the field of informatization: Abstracts. report seventh All-Russia. conf. - M .: GUP "VIMI", 1999 and others.

"Organization management: Textbook / Under the editorship of A.G. Porshnev, Z.P. Rumyantseva, N.A. Salomatin. - M .: Infra, 1998; Kulba V.V., Malyugin V.D., Shubin A.N. ., Bye MA Introduction to information management... - SPb., 1999; Mark D., McGown K. Methodology of structural analysis and design / Transl. from English - M .: MetaTechnology, 1993; The world of project management / Ed. X. Reschke, X. Schelle. - M .: Alane, 1994; Mescon MZ, Albert M “Hedouri F. Fundamentals of management. - M .: Delo, 1992, etc.

by the same they give the opportunity to explore the organization of office work in the management apparatus.

Source study as a scientific discipline is close enough to document science in terms of solving the problems of systematic study of the documentary array in historical development. In this regard, the works of Borodka-na L.I., Voronkova S.V., Golikov A.G., Kashtanov S.M., Kozlov V.P., Medushevskaya O.M., Muravyev V.A., Sokolov A K., Schmidt S.O. and others made it possible to use the experience gained by source research to analyze the evolution of documents and documentation systems.

The analysis shows that, despite a significant amount of research carried out in related areas of the problem posed, it is necessary to state a very weak development of the actual problem of document management. Thus, the issues of the relationship between the reforms of public administration and office work, the role of state regulation of the documentary environment have not been sufficiently developed; the terminological problems of the document, its evolution under the influence of social and technical factors, require a more in-depth systemic study. The post-Soviet period of development of office work and documentation support of management associated with changes in management structures and functions, solving the problems of Russia's entry into the world information space is of undoubted interest in historical terms. Until now, there is no comprehensive and comprehensive study of document management, taking into account the analysis of the applied new information technologies.

The object of research in the dissertation is documented information in control systems. The documented information in the management process fulfills crucial role providing filling of information resources of organizations. In connection with the complication of the structure and content of information resources, the explosive growth of their volume, the most important task of their rational management arises.

The current state of the documentary environment is due not only to socio-economic transformations, but also to the development of information technologies. Of great importance in modern management are computer technologies and tools that provide, on the basis of current legislation and other legal norms, the promptness of fixing, collecting, processing, searching and transmitting information, the reliability of its storage, remote access, providing information at the right time, on the right medium and in the desired shape, taking into account the psychological and ergonomic requirements. Opened access to world information resources, transition to electronic documentation, storage and transmission of documents, i.e. the transition to fundamentally new ways of organizing information and access to it, put fundamentally new scientific and applied problems before records management, archival science, documentary filmmaking and other scientific disciplines that have a document as an object of research. Their solution requires comprehension of the rich historical experience of the evolution of the document as a carrier of information, the development of office work, the change of carriers and technologies, and the formulation of the corresponding dependencies.

The subject of the research is document management in organizations. Document management as a subject of research is a new scientific category. However, it is based on the previous experience and the theoretical and methodological foundation of domestic document management, traditionally studying the document, documentation systems, documenting processes and organization of work with documents in management. We consider document management as an integrating and higher stage in the development of such concepts as office work and document management.

"Document management" as a universal term has international recognition and distribution. It denotes the management of the creation, use and retention of documents of an organization during their

life cycle based on the principles of economy and efficiency, using new information technologies that provide quality management in relation to documentation as a full-fledged management resource. If office work was assigned the role of a technical management function, and management documentation was an auxiliary one, then document management in an organization was assigned the role of the main management function.

We consider the management of records in the specific conditions of the functioning of organizations. In this case, an organization is understood as any structure that corresponds to the legal concept of an organization, regardless of its hierarchical level, functional orientation and form of ownership.

The purpose of the dissertation research is to solve the scientific problem of document management in the context of new information technologies in organizations of various types, to form the concept and methodology of document resource management for decision-making based on information management in historical development.

The main objectives of the study:

analysis of the role of information in management and the structure of modern information resources in organizations;

study of the history of domestic office work and the evolution of the document as the basis of modern document management;

research of the specifics of electronic documents;

development of principles for creating a nationwide document management system and issues of its legal support;

documentary analysis of modern information technologies and automated systems for document management;

research of information management as a methodological basis for building a document management system in an organization.

The chronological framework of the research is determined by the specifics of the chosen topic. In some areas, they cover the historical period from the emergence of the Russian centralized state to the present, but the bulk of the work covers the problems of document management of the last decade.

Delving deeper into the history of office work, we pursued the goal of tracing the interdependence of public administration reforms and office work reforms, identifying the continuity and features of office work systems in different historical epochs, showing the process of transforming office work into documentation support for management and creating the prerequisites for the transition to document management in modern conditions of informatization of society. The study of the document as the main object of document management is due to the process of the formation of document management as a scientific discipline, therefore we paid more attention to the period, starting from the 1960s, when document management as a scientific discipline was born and a significant amount of research appeared on issues related to the functioning of a document in all spheres of public life.

We considered the issues of office automation in inextricable connection with the informatization of society, the beginning of which was laid by the spread of electronic computing technology and the development of automated control systems at the turn of the 60-70s of the XX century. The problem of information management appeared in Western practice in the early 1970s, and it was these years that we took as a starting point for its consideration.

Thus, the interdisciplinary nature of the study required historical retrospections of varying depth, depending on how necessary it was for the purposes of this work.

As a working hypothesis, we put forward the position that the necessary prerequisites for a broad

implementation of document management in organizations based on information management methodology, corresponding to the achieved level of informatization of the country and socio-economic conditions.

The basis of the dissertation research methodology is a realistic and comprehensive approach to the analysis of the development of document management, its consideration in a comprehensive manner and in dynamics, taking into account the entire set of facts and the rejection of an ideologized view of the history of the problem. The methodology of the work is a creative combination of various methods: general scientific, methods of other sciences and, in fact, documentary studies. To solve the set tasks, traditional research methods were used: historical, systemic, comparison (comparative studies), structural-functional, classification and modeling, statistical, as well as other private methods.

The key role in this work is played by the systemic method as a direction of scientific knowledge, which is based on the consideration of objects as systems, i.e. disclosing the integrity of an object, identifying various types of connections in it and bringing them together into a single picture.

Source base of the thesis. Taking into account the insufficient development of the topic, while working on the dissertation, a wide range of sources was used, which can be divided into the following main groups: legislative and government acts on informatization, archiving, document management, office work and standardization; normative and methodological materials, state standards; terminological dictionaries, methodological literature; scientific reports, research materials stored in the reference and information fund of the OCSTI VNIIDAD; archival documents.

In addition, in the process of preparing the work, the author used his own experience in scientific research and organizational design on the issues of document management, documentation support for management (office work), the results of foreign internships.

Of interest is a group of legislative and regulatory legal acts, the study of which allows us to trace the evolution of state regulation of office work.

In pre-revolutionary Russia, a number of legal acts were consistently in force, enshrining the rules of order and collegiate office work. Among them, it is necessary to highlight the General Regulations of 1720, which for the first time in the history of Russia put office work on the firm ground of the law and determined its fundamental principles for almost two centuries1.

V Soviet time attention was also paid to the issues of documentation and their legislative design. The first decrees of the Soviet government on clerical issues were in the nature of scattered legal acts on topical issues of documenting managerial actions. They are reflected in the published collections of normative acts2.

The next group of legal acts used in the work is related to the activities of the NK RFKI of the USSR and its subordinate bodies to improve office work in the 1920s and early 30s3.

Special attention was demanded by the normative acts of the Soviet government, which consistently reveal the transition of office work to the jurisdiction of archival bodies, the change in their tasks and functions in the Soviet period of history, as well as documents related to the development of the Unified State System of Office Work4.

The main legal act that defines the modern state policy and the rights of Russian citizens in the field of information and documentary exchange is the Constitution of the Russian Federation, in which

1 General regulations of February 28, 1720 // PSZ of the Russian Empire. -T. Vi. - No. 3534; Institutions for the administration of the provinces of the All-Russian Empire // PSZ of the Russian Empire. Sobr. First. - T. XX. - No. 14392; General institution of ministries in 1811 // PSZ of the Russian Empire. - Collected. First. - T. XXXI. - No. 24686. "Collection of legalizations and orders of the Workers 'and Peasants' Government of the RSFSR (1918-1923).

Scientific organization of labor, production and management: Collection of documents and materials 1918-1930. - M., 1969.

The main decrees and decrees of the Soviet government on the archives of 1918-1982. - M .: Glavarchiv of the USSR, 1985.

written: "Everyone has the right to freely seek, receive, transmit, produce and distribute information in any legal way ..." (Part 4, Art. 29).

In the Russian Federation, in the development of constitutional norms at the legislative level, the foundations public policy in relation to information and documentation. The backbone act in this area is the Federal Law "On Information, Informatization and Information Protection" 1. It defines the legal regime for documenting information, ownership of individual documents and individual arrays of documents in information systems, categories of information by the level of access to it, the procedure for legal protection of information. The law also establishes the responsibility of public authorities, organizations and their officials for offenses when working with documented information.

An important place in a number of legislative acts regulating the work with documents is occupied by the legislation on the Archival Fund of the Russian Federation and archives2. It consists of the Fundamentals of the legislation of the Russian Federation "On the Archival Fund of the Russian Federation and Archives" and the corresponding laws of the republics within the Russian Federation, other legal acts of the Russian Federation and republics, as well as territories, regions, autonomous regions, autonomous districts, cities of Moscow and St. Petersburg. The fundamentals of legislation regulate the formation, organization of storage, accounting, use of archives and archival funds and their management in order to ensure the safety of archival documents and their comprehensive use in the interests of citizens, society and the state. However, these legislative acts do not contain legal regulation of office work issues.

In the process of work, foreign legislation was also used (Belarus, Kyrgyzstan, USA, Uzbekistan, Germany, Czech Republic, etc.).

"SZ RF. -1995. -No. 8. -Art. 609.

~ Slave ™ of the Congress of People's Deputies of the Russian Federation and the Supreme Soviet of the Russian Federation. - 1993. - No. 33.

Important sources of research are regulatory and methodological materials and state standards on documentation issues, classifiers and lists of documents. In this group of sources, it is necessary to note all editions of the Unified State System of Records Management, unified documentation systems, rules for the operation of state and departmental archives, lists of documents indicating storage periods, instructions for record keeping, prospectuses and descriptions of the developed automated document management systems, state standards of the USSR and the Russian Federation. Federations, international standards in the field of documentation.

In the process of preparing the dissertation research, numerous periodicals were used: "Otechestvennye archives", "Bulletin of the archivist", "Office work", "Secretarial affairs", "Personnel service", other journals of specialized and related topics, materials of scientific conferences, seminars and symposia. Also attracted were publications of foreign scientific journals, mainly "Records management guar-terly" (USA), "Nachrichten fur Dokumentation", "Der Archivar", "Cogito" (FRG ").

In the course of the work, archival documents on the research topic were used. Of particular importance are archival documents on the history of the folding and development of Soviet office work. Among them, we should highlight the documents of the NK RFL and the Institute of Management Technology, which specifically dealt with the issues of improving office work in the 1920s1.

The main provisions and conclusions of the dissertation are directly related to the research work of this profile of the All-Russian Scientific Research Institute of Documentation and Archival Affairs of the Federal Archival Service of Russia, and have found practical application in the development of a number of research topics carried out under the guidance of the author, and in a complex normative -methodical development-

1 GARF. F. R-374. People's Commissariat of the Workers 'and Peasants' Inspection of the USSR; F. P-4084. State Institute of Management Engineering.

current of the institute.

The scientific novelty and theoretical significance of the work are associated with the lack of fundamental theoretical and applied scientific research in the field of document management in organizations in domestic document management.

This work is the first systemic study characterized by an interdisciplinary approach, using the methodology of history and information management, as well as techniques and methods of records management, archival science and informatics. A distinctive feature of the study is the legal justification of the proposed solutions. In the dissertation, the idea is consistently carried out that document management in the context of modern management and the development of new information technologies should become a new stage in the development of documentary support for management, the main feature of which is the recognition of an information resource as one of the most important resources of any organization. In the dissertation, for the first time in domestic document science, the problems of electronic documents are investigated and their place in the document management system is shown, measures are proposed aimed at expanding the legal framework for regulating the life cycle of documents in operational management through the development of a law on documentation, the concept and main content of which are given in the dissertation work ... Proposals have been developed on the content and practical mechanism for the implementation of state policy, aimed at eliminating crisis phenomena in the field of documenting and organizing work with documents in management.

The dissertation substantiates the application of information management methodology as a new scientific direction in relation to document management.

Approbation of work. The main provisions of the dissertation are set out in publications on the research topic, tested by the author in the doc-

frets and messages at a number of scientific conferences. Among them are the annual International Scientific and Practical Conference “Document in the Information Society” (1993-1999), the All-Russian Conference “NTI-95”, the All-Russian Conference “Archival Science and Source Study of Russian History: Problems of Interaction at the Present Stage (1996, 1999). ), scientific and practical conference “Document. Archive. History. Modernity ”of the Ural State University (2000), conferences of the Historical and Archival Institute of the Russian State University for the Humanities, the methodological seminar of VNIIDAD, the annual scientific conference of the International Institute of Archival Science (1994-2000, Slovenia), scientific conferences of the German Society of Recorders (1994 and 1997) , International Colloquium on Information and Documentation (FRG, 1994), International Forum on Electronic Documents (Brussels, 1997), All-Russian Conference "Legal Problems of the Information Society" (1999).

The practical significance of the work. The large analytical material used in the dissertation, the research results obtained can be used in the creation of generalizing works and textbooks on modern document management, when choosing a methodology for the development and design of automated document management systems in organizations or real information management systems.

The dissertation materials can also be used in the preparation of general and special courses, in determining the topics and methods of student coursework and diploma theses in document science specialties.

The provisions of the dissertation were used when creating a draft of a new edition of the State System of Documentation Support for Management, a draft of the Model Instruction on the Office Work of Federal Executive Bodies, in the development of guidelines, terminological dictionaries, a number of scientific research works

according to the research plan of the Federal Archival Service and the subprogram "Development of archival affairs in the Russian Federation within the framework of the Federal target program" Development and preservation of culture and art ", during the implementation of the project" Creation and development of an information system for regulatory, methodological and legal information for records management and archiving "Federal target scientific and technical program" Research and development in priority areas of development of science and technology for civilian purposes "for 1996-20001.

The purpose and objectives of the research determined the choice of the structure of the thesis. The dissertation work consists of an introduction, five chapters and a conclusion, a list of sources and literature and annexes to the dissertation.

The first chapter of the thesis "Documented information as a management resource" examines the role of information in management, the formation of information infrastructure of organizations, issues of creating information resources.

Representatives of different branches of knowledge have different approaches to the definition of information. Regardless of adherence to one point of view or another, more and more scientists are inclined to recognize information as a fundamental category of science in general, a general scientific category2. The Federal Law "On Information, Informatization and Information Protection" defines information as information about persons, objects, facts, events, phenomena and processes, regardless of the form of their presentation. The concept of "information" has become firmly established in the documentation and archival literature. This concept was studied most fundamentally in the works of V.N. Avtokratova, G.G. Vorobieva, T.V. Kuznetsova, K.I. Rudelson, A.N. Sokova and other scientists.

The concept of "information process" is closely related to the concept of "information". The information process is a complex combination of an object, a subject

1 State contract No. 205-19100 - P, project manager MB. Larin.

2 Ursul A.D. The path to the noosphere. - M: Luch, 1993 .-- S. 81.

and information 1. Information processes include three main stages: production (socialization of knowledge), circulation (processing, transformation, storage, search, distribution, transmission, communication to the consumer) and consumption (receipt, perception, use) of information.

Information systems in modern literature are characterized as integrated aggregates, artificial unity of methods and means of dissemination, analytical processing, accumulation, storage, search and provision of the required information to interested consumers in a given form and volume2. These systems are designed to purposefully support the solution of management problems.

Information is the foundation of management. With its help, links are realized between the managing and controlled subsystems, between individual links of organizations. Information used for management purposes is classified according to many criteria, each of which is essential for the formation of information resources.

Information has some properties common to all of its types3. The main property of information should be considered its inseparable connection with a certain self-organizing system. Other important properties of information are structuredness, meaning and value. The value of information is expressed in terms such as content, timeliness, completeness, reliability, and efficiency.

Information at the global level performs many tasks in the life of society, providing communication between elements of the social system, preserving and transmitting knowledge, forming the memory of humanity. It is necessary to highlight the exceptional role that information plays in organizations, since with its help there is an effective interaction between the levels of the management hierarchy, its subjects and objects.

1 Kovayachenko I.D. Historical research methods. - M., 1987 .-- S. 109.

2 Raikov A.N. Unity of legal and information space / STI. - Ser. 1. Org. and information work methodology. - 1997. - No. 7. - P. 4.

Kulikovsky L.F., Motov V.V. Theoretical foundations of information processes. - M .: Higher. school, 1987.-S. 12.

The modern organization is interpreted as a complex, complex education. Most organizations are open systems, holistic, consisting of numerous interconnected parts closely intertwined with the outside world. Each organization has an internal and external environment.

External and internal sources of information that influence the organization form its information environment. On its basis, in the course of the organization's activities, an information infrastructure arises as a special life support system that offers users relevant information. Documented information plays a central role in this infrastructure. Its other elements are information technology and information personnel.

The information infrastructure of an organization is a complex system that combines structured and unstructured information, information processes that interact with the external environment of the organization and cover information flows, designed to unite all levels of management, including workplaces, into a mechanism for achieving goals that effectively operates on the basis of the created information resources organizations.

The attitude to information as a resource means that, by analogy with other resources (finance, equipment, materials, technologies, personnel), a mechanism for managing information resources should be created, appropriate structures should be formed, and new technologies developed. One of the important characteristics of an information resource is its quality, the degree of completeness to meet the overall information needs of the organization.

According to the Federal Law "On Information, Informatization and Protection of Information", information resources are understood as individual documents and separate arrays of documents, documents and arrays of documents in information systems (libraries, archives, funds.

data banks, other information systems) 1. A prerequisite the inclusion of information in information resources is the documentation of information. Thus, the document is the primary basis of information resources. At the same time, in our opinion, the information resource should include information on media that does not have the status of an official document.

Documented information fills the main part of document-streams and information resources of organizations. As the German scientist T. Seeger notes in this regard, “documents form the“ raw material ”for extracting documentary data, which, as a result of information activities, come to users” 2.

Documented information is the fundamental foundation of any organization's information resource. It is this information that is mainly used in management. Documenting information allows you to fix it on a specific medium, give it the necessary organizational form, authenticate and validate, provide the necessary details for its identification in order to search and use, as well as provide full information support for management processes and accumulate an information resource for the development of the organization and preservation of individual memory about it in time and space. Based on this, the study of a document as a form of organization and presentation of information in management processes is of great independent scientific and practical importance.

The second chapter "Some problems of the evolution of a management document" examines the development of the term "document", features of management documentation and a new subject for records management - an electronic document.

1 Federal Law of February 20, 1995 No. 24-FZ "On Information, Informatization and Information Protection" // SZ RF. - 1995. - No. 8. - Art. 609. "Grondlagen der praktischen Information und Dokumentation. Op. Cit. - T. 1. - S. 4.

The history of a document and documentation as a set of documents interconnected by formal and logical links is one of the most interesting topics in document management and has not been sufficiently studied to date. History allows us to trace the evolution of the document and its relationship with socio-political and economic changes in society. Among the main characteristics of the document evolution process, one can name the emergence, change, preservation and transformation of document forms, a change in the proportion in social and managerial processes of different types of documents, the influence of new technologies on a document, as well as the sustainability of the document's main functions: memorizing (fixing) information and subsequent transmission of it in time and space. It can be concluded that documents and documentation arise in connection with the social needs of a person and state tasks. Any document has a corresponding function or their combination, due to the purpose of creating a document.

Unfortunately, until now, there is no unity among specialists in the field of records management, archival science, library science in the understanding of the term “document”, despite the existence of a number of legislative and hosted definitions. At the same time, such a definition is necessary for the development of the theory of records management and archival science, for improving the method of working with documents.

The term “document” is used in many fields of knowledge and is related to the subject of their research. Documentation considers a document as a management tool or archival storage and, in this regard, studies its functions and role in historical development; archival studies, source studies, sociology consider a document as a carrier of information about the past or the present.

Documentation identifies three main components when disclosing the term "document":

1) document - a material object;

2) document - information carrier;

3) document - documented information.

The most common is the designation of a document as a material object, with information recorded on it in the form of text, sound recording or an image intended for transmission in time and space for storage and public use. "

Recently, there has been a transfer of semantic load in the definition of a document from the material component to the informational one. Introduction into practice by legislative means of limiting "documented information (document)", according to V.A. Kopylov, is based on the dual unity of information (information) and material medium (in the form of symbols, signs, letters, waves, etc.). As a result of documentation, there is a kind of materialization and reification of information2.

The dissertation concludes that the basis of the concept of "document" is made up of three main components: information, material carrier of information and fixation of information with the possibility of its identification through the requisites. The ability to identify recorded information fundamentally distinguishes a document from other media. It is especially important to introduce the concept of document identification into the definition of the term from the point of view of its application in management and archival affairs.

Thus, as a result of evolution, the concept of a document comes to its modern, enshrined in GOST R 51141-98, the official interpretation: “documented information (document) - information recorded on a material carrier with details that allow it to be identified” 3.

1 Federal Law of December 29, 1994 No. 77-FZ "On the obligatory copy of documents" // SZ RF. - 1995. - No. 1. - Art. 1.

1 Kopylov V.A. Information as an object of legal regulation // NTI. - Ser. 1. Organization and methodology of information work / VINITI. - М, 1996. - № 8. - С. 2. 3 GOST R 51141-98 Office work and archival business. Terms and Definitions. --M .: Publishing house of standards, 1998.

Documents are used in various sociocultural environments, one of which is management or management activities. Such documents are called management documents. In the language of document management, management documentation is a documentation system that provides management processes in society. Management needs are formed by the corresponding sets of documents.

Management documents are distinguished by the stability of formal features and the interconnectedness of various types of documents, which is determined by factors: the nature of management (hierarchy and subordination of institutions and officials, separation of competencies and responsibilities), the cyclical nature of the management process (continuity, frequency, repetition of management actions). "

The practical purpose of a management act requires the formation of a document of a strictly defined type and appropriate content, which is confirmed by the unification and standardization of documents2.

To understand the evolution of a document, it is important to study the question of its functions. Understanding the function of a document as its intended purpose, the main ones are usually distinguished: informational, social, communicative, cultural and special: managerial, legal, accounting, historical source3. The management document undoubtedly has the functions of fixing, storing and transmitting information that implement the management processes. In the field of management, a document acts as a tool, means or method for implementing management processes4. This is the main function of a management document, and all its other characteristics are properties or factors that allow management

1 Banasyukevich V.D. Management documentation as a historical source (based on materials from the Ministry of the Coal Industry of the USSR for 1971-1975): Avgoref. dis .... Candidate of Science: 05.25.02 / MGIAI. - M., 1977 .-- S. 21.

2 Theory and practice of archiving in the USSR / MGIAI. - M., 1980 .-- S. 68.

3 Organization of work with documents: Textbook. - M .: Infra, 1998 .-- P. 66.

4 Banasyukevich V.D. Functions of management documents // Terminological problems in the field of records management and archival science: Abstracts of messages for a theoretical seminar / VNIIDAD. - M., 1973 .-- S. 69.

document to fulfill its main function.

No less important for management documentation is the problem of the information carrier, which undergoes changes in the course of historical development. Scientific and technological progress has led to the emergence of the so-called electronic documentation. Its specificity lies in the fact that a person cannot perceive an electronic document in the physical form in which it is fixed on the carrier.

In addition, electronic documents are directly dependent on information technologies, which have an irreversible tendency to change and become obsolete as scientific and technological progress in the field of technology and software. In this regard, there is a great danger of losing access to such documents after a certain period of time.

Despite the widespread use of the term "electronic document" in literature and practice, its definition has not yet been established. It follows from the practice of European archivists that they do not distinguish a special concept of “electronic document” in archival science. So, for example, K. Hannigan directly points out that when compiling the corresponding survey, almost all the EU countries surveyed to the question about electronic documents answered that their laws on archives are valid for all types of archival documents, regardless of media. " on corporate information systems, it is also noted that an electronic document is "a document, the carrier of which is an electronic medium - a magnetic disk, magnetic tape, CD, etc." 2.

In our opinion, three well-known components can be distinguished in the concept of an electronic document: recorded information, carrier,

1 See: K. Hannigan Zusammenfassende Betrachtung der Verwaltung eiektronischen Archiv-

guts in den Mitgliegstaaten der EU: Beziehungen zwischen offentlichen Verwaltungen und

Archivdiensten - Vortrage und Ergebnisse des DLM - Forums. - Brussels, 1996 .-- S. 227-

"Klimenko S.V., Krokhin I.V., Kushch V.M., Lagutin Yu.L. Electronic documents in

corporate networks. - M., 1999 .-- S. 266.

identification details that are within the scope of the existing document definition1. :

It seems that today “electronic” documents should be treated in the same way as other technotronic documents, taking into account the specifics of the information carrier in the current rules and instructions. This approach facilitates the subsequent questions of archival processing of "electronic documents": about the formats and standards of recording, about software and hardware, information migration, etc.

However, the main problem of electronic documents is giving them legal force. Prior to the adoption of the Federal Law "On Information, Informatization and Protection of Information", the issues of the legal force of documents on a machine carrier and a machine chart were regulated by GOST 6.10.4-84, which established the requirements for the composition and content of the details giving legal force to these documents, as well as the procedure for making changes to these documents2. Currently, many provisions of GOST from the point of view of modern archiving require revision. "

In accordance with the Federal Law "On Information, Informatization and Protection of Information" when storing, processing and transmitting documents using information and telecommunication systems, the reliability of information can be confirmed by an electronic digital signature, as well as encryption, by creating a reliable system of protection against unauthorized access to documents by building a system for differentiating access rights to information at various levels of the hierarchy of the management apparatus4.

"See: Bachilo I.L.

: GOST 6.10.4-84 “USD. Giving legal force to documents on a machine medium and a machine-graded machine, created by means of computer technology. Basic provisions "- M .: Publishing house of standards, 1984.

3 See: Documentation and archival problems of electronic documents. Analytical review / VNIIDAD. - M., 1999. - SIF OTSNTI VNIIDAD, No. 10438.

4 Klimenko SV., Krokhin I.V., Kushch V.M., Lagutin Yu.L. Decree. op. - S. 46.

In our opinion, when solving the problem of an electronic document, first of all, one should rely on the basic generic concept of "document". The type of information carrier, equipment and technology for identifying the authenticity of information is changing. An electronic document can have an appropriate legal status, like a paper document, if guarantees of the authenticity and invariability of the content of the recorded information are achieved, if the content of the document is drawn up in accordance with applicable laws, standards and rules, including all the necessary details of the document.

At the same time, the appearance of an electronic document poses a number of problems for document managers and archivists that require a whole range of scientific research, training, supplementing methodological recommendations, rules and instructions, raises the question of the transition to the maintenance in organizations of a part of documents of little value for archival storage of documents in electronic form. ...

The third chapter "From office work to document management" examines the development of office work systems, their legal and organizational support in a historical context.

This aspect of the problem has been the most studied by domestic document management. Some provisions are highlighted for the implementation of the objectives of the dissertation.

Domestic office work, having arisen during the formation of the Russian centralized state, has passed a long historical path. It developed together with the state, the needs of which it served for almost six centuries and changed along with the transformation of Russian statehood. Political, social and economic state reforms brought about corresponding changes in the system of office work. In accordance with them, there are three main stages in the development of office work: pre-revolutionary, Soviet and modern.

At the first stage, office work arises as a technical management function and is mainly governed by the traditions and experience of office management.

production personnel 1. With the adoption of the General Regulations, office work becomes on a legislative basis, acquires uniform forms and work technologies. With the development of the management system, office work covers more and more segments of management activities and turns into an independent professional sphere of activity of the state apparatus. The high efficiency of the General Regulations made it possible to use its main provisions for almost two centuries, during which subsequent reforms of public administration introduced only partial changes to the office work system2.

Thus, at the first stage of its development, office work has gone from the simplest forms of documenting management actions to a system of uniform state office work, from customs and traditions to regulation based on legislation. Having originated as an auxiliary technical activity, office work gradually took a significant place in the work of the administrative apparatus and began to determine the level and quality of management.

At the initial stage of the development of Soviet office work, the previous the legislative framework, which led to the elimination of uniform requirements for office work on the part of the state. The regulation of office work moved to the departmental level, and its improvement became the task of the NK RFK of the USSR and the network of its subordinate bodies, including the Institute of Management Technology3. In the period of the 1920s, a rationalization principle, supported by the RFL authorities, manifested itself, which led to a whole range of office-work reforms, mainly based on foreign experience.

1 Ilyushenko MP. History of office work in pre-revolutionary Russia / RGTU. - M., 1993. -S.22-23.

2 Medushevsky A.N. Approval of absolutism in Russia. - M .: Text, 1994, - p. 54.

3 Kuznetsova T.V. The activities of the Central Control Commission-NK RKI to improve the work of the administrative apparatus // Russian statehood: traditions, continuity, prospects / RSUH. - M .. 1999. - S. 147-151.

The lack of preparation of these reforms caused the liquidation of the scientific organizations involved in them in the early 1930s. As a result, the richest theoretical and practical experience in reforming office work remained unclaimed for almost forty years.

In the 1930s, office work became the sphere of activity of archival management bodies, which, proceeding from the tasks of preserving documents for archives, carried out methodological guidance "setting up the documentary part of office work." The archival bodies, having become the successors of the RCT bodies in the improvement of office work, changed the main direction of rationalization. If the NK RKI considered the improvement of office work as a means of increasing the efficiency of management, then the archival authorities regarded office work as a means of ensuring the acquisition of archives with full-fledged documentary complexes.

This methodological contradiction was mainly overcome in the 1970s with the development of the Unified State System of Office Work (EGSD), the opening of the Faculty of State Office Work at MGIAI, and the creation of VNIIDAD. From this point on, archival and management tasks are assessed as equal and resultant. The EGSD took into account the achievements of scientific and technological progress and found widespread practical application. "In the conditions of active penetration into the sphere of management of electronic computers and modern management methods in the 1970s, the role of office work is changing, it is gradually moving to a higher stage of its development - documentary support of management.

Thus, by the end of the Soviet period of its development, office work had risen to a higher level - documentation support for management, the Unified State Statistics Service and its modifications, state standards were regulated and organizational and methodological

1 Unified state system of office work (Basic provisions). - M: Glavarchiv of the USSR, 1974.

by the Chief Archives Directorate under the USSR Union of Ministers and subordinate bodies, endowed with the appropriate powers.

The current stage in the development of office work is closely connected with the formation of a new Russian statehood, focused on the creation of a democratic state based on the rule of law. Post-Soviet Russia did not abolish the previous normative documents in the field of office work, thereby ensuring historical continuity and preserving the basis for further rule-making. In a state governed by the rule of law, the law regulates all relations that are of great importance for subjects and objects of law. In the development of constitutional norms, Russian legislation consolidated the foundations of state policy in relation to information and documentation on the basis of the Federal Law "On Information, Informatization and Protection of Information" and Fundamentals of Legislation " On the Archival Fund of the Russian Federation and Archives ”as an important component of the country's information resource. However, issues related to the functioning of documents in the process of fulfilling the tasks of documentary support of management processes in organizations remained practically unresolved, in other words, the current legislation does not apply to the sphere of office work. "

In this regard, the chapter substantiates the need to develop a law "On Documentation" (its concept is proposed) and a set of by-laws. The law should become a fundamental regulatory framework that will not only resolve many controversial issues of exchange of information and documentation between organizations, but also, to a certain extent, determine the directions and prospects for the development of automation of document management,

The regulation of the sphere of work with documents by legislation and the promotion of information among the main resources of management and production

"Bachilo I.L. Modern legal problems of information documentation // Documentation in the information society: electronic office work and electronic archive / VNIIDAD. - M, 2000. - P. 8.

management, as well as the change in management methods in recent years creates the preconditions for the transition on a national scale from understanding work with documentation as a supporting function to document management as the main management function of any organization. Such a transition is due not only to the presence in Russia of the necessary prerequisites, but also to world experience, which in the context of globalization of information processes will have a positive significance for Russia.

The fourth chapter "Problems of automation of document management" discusses the issues of office automation and documentation management.

The first attempt at such a study was undertaken by us in 1982, when the accumulated experience of automation of document management support was generalized. "Since then, this issue has not been comprehensively considered in the document science literature. solve conceptual problems of promising research and development in this area.

The initial stage of office automation is closely related to the development of automated control systems in the 1970s. At first, automation affected individual tasks of documentation support for management (registration of documents, control of execution, etc.), and then, with the accumulation of practical experience, deepening of scientific study and scientific and technological progress, it began to apply to documentation support as a whole.

The development of automated systems was a factor for the domestic documentary science, stimulating the expansion of documentary research and integration with related fields of knowledge: informatics and documentary science. The emergence of new media, methods of recording, reading, storing and retrieving information served as an impetus for

1 See: M.V. Larin, B.C. Mingalev. Modern systems management documentation / MGIAI. - M., 1982.

development of new directions of scientific work. The results of scientific research and the accumulated practical experience formed the basis for the idea of ​​developing a standard automated system for document management. As a result, by the end of the 1980s, a draft system was created that was recommended for implementation. This project covered all the organizational and technological aspects of working with documents based on the complex application of organizational and computer technology. "

For the first two decades of automation of preschool educational institutions, domestic documentary science has shown a high level of theoretical and methodological preparedness for solving complex interdisciplinary problems, which made it possible in a short time to overcome the path from manual methods of working with documents to building projects of large documentary systems. However, their introduction into practice was restrained by the lack of computer technology and new information technologies corresponding to the world level.

In modern conditions, the trend of automation of work with documents continues to strengthen. If in the previous period the automation methodology was the centralized development of standard solutions in this area, then in the 90s the market for automated document management systems was created, diverse both in ideology and in the set of information technologies used2.

Standard and well-proven individual technologies in these conditions serve as the main links of automated document management systems. Modern technologies for document management make it possible to apply in practice a system of methods and methods for collecting, transferring, accumulating, processing, storing, presenting and using

1 Banasyukevich V.D., Zonov V.M. A typical system of documentation support for the central apparatus of ministries and departments // Soviet Archives. - 1986. - No. 4; Archive of VNIIDAD, - 1990.-Case No. 06-09. 13-19.

"Chereshkin DS, Smolyan GS On the strategy of Russia's transition to the information society // Problems of informatization. - 1999. - No. 3. - p. 4; Borzo J. Russian IT market in 1999 // Computenvorld. - 1999. - No. 7.- S. 1.7.

information contained in documents on the basis of a variety of technical means, constantly improving in the course of scientific and technological progress. "When using individual technologies and technical devices in document management, attention should be paid to the specific consequences of their application.

The combination of individual information technologies into the system makes it possible to build automated document management systems (ACS) in organizations. In general, from the point of view of the completeness of coverage, information processing technologies can be autonomous, applied and complex. The type of ASUD is determined by the essence of the ideology used (client-server, intranet, workflow, groupware, etc.), as well as by the orientation towards the existing traditions of office work or the use of fundamentally new solutions.

Despite the abundance of ASUDs in the information market, the issues of their choice, assessment and classification have not been resolved. The chapter provides the rationale for dividing the ASUD into three classes, depending on their functionality, and formulates general requirements for them.

First of all, the ASUD must perform all the tasks of documentation support of management in full: preparation of documents, registration, control over execution, search for documents, their storage and reference work on an array of documents. The system should be built on uniform methodological principles, software, hardware and technological solutions and within the framework of the existing organizational and legal conditions in the form of domestic legislation, state standards, instructions and requirements. ASUD should ensure the full use (integration) of the accumulated information resource and implement the principle of one-time input of information and its repeated use. The system should also help administrators choose the routes of movement of documents within the organization, ensuring the necessary

1 Organization of work with documents. - M .: Infra, 1998 .-- S. 335-336.

the level of protection of information from unauthorized access. ASUD in modern conditions should be capable of expanding according to certain components (the number of technical devices and technologies, the number of documents, the amount of information, the number of users) and be able to adapt within reasonable limits to the changing requirements of users.

To select the type of automated document management system, it is necessary to develop an appropriate methodology. The paper proposes methods for identifying a group of ASUD parameters and their quantitative and qualitative assessment. The application of this methodology should be supplemented by a system of state certification of automated document management systems.

The fifth chapter "Methodology of information management in document management" notes that the emergence of information management as a scientific discipline is a regularity caused by at least two major global reasons:

the formation of the information society has led to the need for practical management to take into account its impact on the activities and development of any organization;

recognition of information as the most important resource of management required the creation of an adequate scientific theory of its operation.

Information management, having emerged as a part of management theory, quickly acquired a completely independent meaning and took shape as a promising scientific direction in the era of the information society.

An analysis of the literature indicates that an integral and comprehensive theory of the issue has not yet been developed1. The information management concept combines the following approaches:

"Perel IS, Slavin VN Information activity abroad and problems of information management. - M, 1992. - P. 42-43; Yanovskiy AM Information management in business // NTI. Ser. 1. Org. And method of information work. - 1997. - No. 2. - P. 7; Kostomarov M.N.

economic, considering the issues of attracting new documented information based on considerations of utility and financial costs;

analytical, based on the analysis of user needs in information and communication;

organizational, considering information technology in their impact on organizational aspects;

systemic, considering information processing on the basis of a holistic, system-oriented, all-encompassing information processing process in an organization and pays special attention to optimizing communication channels, information, material resources and other costs, working methods.

In the literature on the theory and practice of information management, there are three subject areas of its application. The first concerns information management from the point of view of the conscious and purposeful integration of "information" into the modern labor process; in this case, information is understood as the decisive resource of the enterprise, as a factor of competitiveness and the basis for rationalizing the mode of action.

The second subject area extends to the development of special technologies for processing, processing and accumulating information and knowledge (information technique) 1.

The third subject area covers the use of information and communication technologies and their potential, taking into account the above subject areas.

What new does the concept of information management bring to document management? With its appearance in the transition period from the industrial to the information society, new opportunities arise for a radical restructuring of management in an organization at the macro level.

1 See: Seeger Th .: Grundbegriffe der Information und Dokumentation. - Buder M., Rehfeld W., Seeger Th., Strauch D .: Grundlagen der praktischen Information und Dokumentation. Decree, Op. - T. 1. - S. 1-8.

Changes at the macro level entail changes at the micro level, which can be traced in the process of transition from a classical type of organization to an information-oriented organization. P. Drucker wrote about this several years ago: “An enterprise in the not too distant future will no longer be what I call an information-based organization. Enterprises, and especially large ones, hardly have any other chance than to become information-oriented ”1.

The relationship between information management and document management is as follows. One of the main information sources in the organization are cases and documents related to the activities of the organization. The documentary support system for managing an organization is under tremendous pressure from new information technologies. The pressure is expressed in the need to revise the syntactic, semantic and pragmatic essence of the document and to carry out structural and functional transformations of the very system of documentation support for the management of organizations. The complexity is aggravated by the need for an evolutionary transformation of the traditional method of working with documents into a system focused on new information technologies.

Information management in an organization performs strategic, operational and administrative tasks. Strategic objectives include: building the organization's information infrastructure and managing information technology. Operational and administrative tasks are narrower and more subordinate2.

The main task of information management is information support of the main activities of the organization. The task of information management from this point of view should be seen in the fact that

"Drucker P. P. Das Zeitalter der Dirigenten. - Manager Magazin, 1988. H. 7. - S. 102." cm. Grudowskj S. Begriffsverstandnis "Informationsmanagement" als Sichtwort Information und Dokumentation. Nachrichten fiir Dokumentation. - 1996. - No. 6. - S. 351-360: Yanovsky A.M. Decree. op. - S. 8.

to integrate the individual information structures of the system (documents, files, technologies) created by employees on the basis of a unifying search program and on the basis of offers via the Internet and the corresponding marketing of the information resources used.

For information management, the problem lies in the processing of a variety of “mass products” offered on the information market into information relevant to actions. Therefore, external resources alone are not enough. More important is the transition from external knowledge to knowledge relevant to internal decisions. Thus, information systems should be developed, with the help of which it will be possible to qualitatively prepare the received information, preserve and create conditions for its full implementation.

Based general concept management, it can be noted that information management solves the problems of planning, leadership, control and organization of documentary support for the management of an organization according to certain target criteria. Information management has, therefore, a task and a target - to support the coordinated organizational and informational actions of the members of the organization. "

The next task of information management is the choice of rational forms of communication, technology and information technology, as well as the characteristics of information resources necessary to achieve the goals of the organization.

An example of the implementation of this approach is the automated information and communication system (ICS) of the Federation Council of the Federal Assembly of the Russian Federation. The introduction of ICS allows to ensure the effective activity of deputies, automation of document flow and communication with the outside world through modems and e-mail2.

1 Zahn E., Ruttler M. Ganzheitliches Informatiorismanagement - Informationsmanagement. - Stuttgart, 1990. -S. nine.

2 Nikitov V., Orlov E. Decree. op. - S. 10.

The fundamental difference between information management from document management, management documentation and from an automated office work system in the broadest sense of the word is that an organization's specialist, employee, manager are not just consumers to whom information is supplied, but direct participants in the information process, the most important part of information management structures.

The practical implementation of communication processes in the management apparatus is carried out by the institutions (service) of information management in the form of the organization of workflow, paperless communications, circulation of document flows within the framework of the internal information management system, the functioning of information systems and networks1.

Traditional office work, more advanced documentation support systems, automated document management systems and other automated information processing systems, technical information processing facilities are combined into a single system on a common methodological base under a single guidance. In other words, the document management experience is integrated with the capabilities of engineering and technology. In this case, a separate component of information management is supported by an appropriate organizational structure.

Analysis of modern Western literature shows that the organizational structure of information management in organizations takes on a specific form in each individual case. At the same time, according to the prevailing theoretical concepts, there are three main types of information management structure: function-oriented, product-oriented and market-oriented2.

Organizational structures of information management are designed to bring together senior management, specialists, managers, suppliers

1 Kostomarov M.N. Communications as an environment for the implementation of information management functions // Secretarial business. - 1998. - No. 4. - P. 58. "See: G. Wolfram. Op. Cit. - P. 262.

information management and the information management unit itself and thereby create the prerequisites for document management on the scale of the organization on the basis of modern methodological approaches, organizational and technological solutions.

In the conclusion, the main results of the study are summarized.

The main conclusion that follows from the content of the work is as follows: the existing forms and methods of working with documentation in organizations within the framework of traditional office work and documentation support for management do not meet modern conditions and lead to a narrowing of resources for replenishing the Archive Fund of the Russian Federation. The global informatization of society, the widespread dissemination of new information and communication technologies, the gradual introduction of market mechanisms and modern management have led to an increase in the role of information in socio-economic processes and its awareness as the most important strategic resource. Due to the fact that the main part of the information resource is documentation, we believe that at the present stage the necessary prerequisites are ripe for the transition to a conceptually new way of working with documents in organizations - document management based on information management methodology. The concept of document management in this work was formed on the basis of the following conclusions.

1. The study of information as a scientific category, knowledge of the laws and patterns of information processes methodologically brings them closer to understanding the issues of document management. In the process of management, information is transformed from separate information and data into knowledge, on the basis of which most management decisions are made. This transformation is carried out as a result of complex information processes that include the production, circulation and consumption of information.

Information processes occur in information systems - a set of interrelated elements that make up a single whole

(organization). Information, information processes and information systems are integrated into the information infrastructure of the organization, which ensures the achievement of management goals on the basis of the created information resources. According to Russian legislation, information resources include documented information and information technologies, i.e. subject and means of information activity.

With the help of documentation, information acquires the necessary properties and, in the form of documents, performs its main role in management processes, transferring managerial influences from the object to the subject of management and signaling a reverse reaction. As a result of documentation, the information is fixed (fixed) on the carrier, acquires legal force, the possibility of identification, proof of its authenticity. Thus, the main form of organizing information in management is a document.

2, The document in a broad sense is the subject of research in many scientific disciplines. However, the term itself has not yet received a generally recognized interdisciplinary definition. Obviously, the document has general fundamental properties and may have specific signs and characteristics depending on its purpose and scope.

There are three main essential approaches to formulating the concept of a document: as a material object; as a carrier of information; as documented information. For a long time, the dominance of the term belonged to the bearer. The modern understanding of the document brings to the fore the informational component of the document and its legal support, which allows the identification of the document in the process of its functioning. The inclusion of the legal component in the understanding of the document makes it possible to implement the concept of document management at all stages of its life cycle.

The dissertation determines that the main function of a management document is to ensure the purposeful activities of organizations. Along with this, the management document also retains general functions that are important from the point of view of its existence in society: information, communication, social, cultural, legal and the function of a historical source. At different stages of the life cycle of a document, one or another of its functions is updated. In the processes of operational management (the active stage of the life of a document), information, communication and legal functions are of the greatest importance.

So, the functioning of a document in an organization imposes special requirements on it: fixing information on a tangible medium and the presence of identification signs of information. Thus, from a document management point of view, a management document differs from the concepts of a document in related disciplines, which do not impose such strict requirements on it.

3. For a management document, the information carrier is essential. Documentary media change in the course of technical progress. With the development of new information technologies, so-called electronic documents appear, the information carriers of which are fundamentally different from the "paper" ones. A person is able to perceive an electronic document only with the help of special technological procedures and software. Electronic documents have a physical and logical structure that does not coincide with the previous ideas about a document as a rigid, unchangeable structure of information and its carrier.

As a relatively new phenomenon, the electronic document has not yet received a stable and accepted definition by all. Attempts by individual specialists to present electronic documents as something completely new and not falling under the understanding of the document that has been formed in document science do not seem convincing. Conducted in the dissertation of an-

Lease proves that an electronic document methodologically does not go beyond the documentary understanding of the document. It has all the features and essential characteristics of a document, has the appropriate functions, and therefore can be included in management processes on the same grounds as other technotronic documents.

At the same time, there is certainly a specificity of electronic documents, especially in terms of legal force, authenticity, storage methods, use of open formats and recording standards for the exchange of electronic documents. At the same time, the legal justification for the authentication of electronic documents with the help of an electronic digital signature or with the help of a system of agreements between participants in the electronic exchange of information acquires great importance. A comprehensive scientific solution to these problems, in our opinion, is one of the most urgent tasks of records management and archival science.

4. Management documents perform their tasks and functions in accordance with certain rules established by office work. Office work, having arisen together with the state and reflecting the main trends and paradigms of its transformations, goes through a number of historical stages. In document management, there are three main stages in the development of office work: pre-revolutionary, Soviet and modern. At each of these stages, office work was distinguished by certain specificity and special characteristics.

In the pre-revolutionary period of its development, office work has come a long way from the birth of the simplest forms of documenting management in the Russian centralized state to the office work that was regulated in detail by the laws of the Russian Empire as an integral part of public administration.

Soviet office work, serving the administrative-command system, was influenced by two main organizational factors. Methodical management of office work from outside

Bodies of the Workers 'and Peasants' Inspection in the 1920s determined the place of office work as a sphere of activity on which the improvement of the work of the administrative apparatus depended. The subsequent transfer of office work to the jurisdiction of archival bodies changed its main task: it was the streamlining of the documentary part of the office work in order to form the country's archival fund of high quality. Only at the turn of the 60s and 70s does an understanding of the generality of these approaches come, as a result of which it becomes possible to create a Unified State System of Office Work, which was aimed at solving the problems of unified management of documented information and preserving the documentary fund of the state.

Further studies of the history of office work clearly prove that by the 1980s, in the conditions of the beginning of the scientific and technological revolution, office work in its traditional form was not able to provide modern management of the necessary information concentrated in documents. It became obvious that the field of office work should cover not individual systems, but all the management documentation of organizations, that it should include the issues of documentation and document formation, that it is necessary to build information retrieval systems according to the documents of organizations, with their further use in archives, that management functions and the documentation serving them is interdependent. As a practical result of this understanding, office work is almost everywhere replaced by a new concept - "management documentation".

5. At the present stage of development of the Russian state, the problems of documentary support of management occupy an important place in the processes of the formation of a new system of social relations on the basis of general legal norms and in the context of a change in the paradigm of management activity. The departure from the administrative-command system and the approval of socio-economic management methods present new requirements for

the sphere of documentation support of this activity. The preservation of the validity of the previous normative documents governing office work ensured the continuity of the forms and methods of work of the management apparatus with documents during the transition period. However, at present, it is required to create fundamentally new methodological foundations for documenting the activities of organizations, first of all, full-fledged legal support. As the conducted research and existing practice show, the field of documentation in modern conditions suffers from many shortcomings, which are expressed in the low quality of work with documents, imperfection of the current document management system, lagging of documentary developments of a regulatory and methodological nature from the pace of development of information technologies, lack of uniform requirements for document flow. along the "vertical" and "horizontal" of public administration.

At the same time, there is a systemic complication of the documentation support of management due to the accelerated development and active penetration of new information technologies into it, saturation with modern technology, the emergence of new information carriers and their rapid updating, automated document management systems are being improved.

For more than thirty years of history, the automation of office work and documentation support of management has gone from local projects to system solutions covering the processes of managing documents and their complexes in individual organizations, corporations and branches of government. The market of information technologies and information services has been formed, which allows you to choose the best option for an automated document management system using the methodology developed in the dissertation.

In these conditions, the preconditions are ripe for a departure from the traditional primacy of office work, from the classical division of documentation "according to the

stems ”and the transition to the creation of highly efficient, using modern scientific and technical achievements, management systems for a full range of information and documentation resources at all stages of the life cycle of documents while achieving strategic and operational management goals in any organization, especially in public administration. Such a system is called document management, which is based on the principles of economy, efficiency and the widespread use of new information technologies that provide high-quality management in relation to documentation as a management resource and take into account the integration trends that dominate the social process.

6. Document management needs strengthening of legal support. In view of the fact that there has been a sharp increase in the legal component of office work and the document as a whole, it is necessary to develop a Federal Law "On Documentation", which should normatively fix the boundaries of the rights and responsibilities of the state in relation to document management in the social and national economic spheres, outline the contours of state policy in relation to documentation, to resolve legal issues of organizing document flow between management bodies along the vertical of the executive branch and in horizontal relations, to introduce norms that allow unifying the requirements for software, technological and technical means used in public administration, to regulate the documentation of relations between citizens and the state, to determine responsibility organizations for documenting their activities in accordance with the procedure established by the state.

The state policy in the field of document management, in our opinion, should be aimed at reducing the volume of document circulation, unifying documentation systems, formulating requirements for management documents, documenting rules. Documentation Act

should be supported by a set of instructive and methodological by-laws.

It is advisable to delegate the issues of document management in the country to the federal archival management body. The archival authorities, as the world and domestic experience shows, are most prepared to perform such a functional task and are interested in it. The current tasks, functions and powers of Rosarkhiv should be significantly expanded.

Since document management is an interdepartmental problem, it seems expedient to create an Interdepartmental Commission under Rosarkhiv as an expert and advisory body to consider the problems of document management, coordinate scientific and methodological activities, develop recommendations and proposals for improving document management in the Russian Federation.

7. The tasks of streamlining and regulating the maintenance of documentation on non-traditional media, which are still being solved at the empirical level in individual institutions and organizations, and are practically not regulated by national standards, have recently become increasingly important. First of all, we are talking about the so-called "electronic document management", the lack of regulation of which by the relevant legal acts and technical and technological regulations causes among practitioners, including archivists, great concern and dissatisfaction with the low level of theoretical and methodological elaboration. In particular, the issues of legal attribution of electronic documents have not been resolved.

8. Practical work on the construction of modern document management systems in organizations, it is proposed to carry out using the information management methodology. Information management in the scientific sense includes the achievements of several related disciplines that are in different aspects related to information management.

in modern organizations. The use of information management allows in practice to go to the information-oriented type of organization, typical for the information society. Information management as a new methodology for building a document management system as a backbone link new paradigm is of fundamental importance to organizations and has significant integrative potential as a method-concept.

The use of the information management methodology will allow solving many issues of the theory and practice of document management in modern organizations, which are divided by barriers not only between professional areas, but also used techniques and technologies, due to traditions and poor-quality management. A unified methodology will allow integrating documentation and information into a common information resource and building an efficiently operating information infrastructure of an organization on the basis of arrays of documents and information (information resources), information technologies, communication tools and qualified personnel in order to achieve efficient documentation of management processes at the lowest cost. Objective conditions for the transition to the application of information management methodology in modern Russian organizations have already been created. Its practical implementation will make it possible to more effectively carry out the initiated reform of public administration in the Russian Federation, improve the use of information resources of management documentation, apply modern scientific achievements to improve the quality of document management in organizations.

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58. Legislative regulation of documentary support of management in the Russian Federation // Russian statehood: traditions, continuity, prospects: Materials of the II Readings in memory of prof. T.P. Korzhikhina May 26-27, 1999 / RSUH. - M., 1999 .-- S. 307-312.

59. Information management in the organization // Personnel service. - 1999.

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61. The level is set by ASUD // Personnel service. - 1999. - No. 11. - C, 51-58.

62. All-Russian scientific and scientific institute of document knowledge and apxieHoi poisoning between 1 pillar // Studn z apxieHoi help and document knowledge / UGNIIADD. - Kshv, 1999 .-- T. 4. - S. 172-174. -Ukr. lang.

63. Einige theoretische und praktische Probleme der Archivierung von elektroni-schen Aufzeichnungen in Russland. - Nachrichten fur Dokumentation, 1999.

- No. 6. - S. 493 ^ 96. - Him. lang.

64. Richtlinien fur die Proektierung und Einsetzung von archivischen Software Systemen in Russland - ATLANTI, vol. 10, No. 1, Maribor, Slovenija, 2000. - C. 47-53. - Him. lang.

65. Problems of automation of document management in modern organizations // Document. Archive. History. Modernity: Materials nauch.-prakt. conf. Apr 20-22 2000, Yekaterinburg. - Yekaterinburg, 2000. - Part 1.- S. 15-19.

66. Development of the concept of "document" // Office work. - 2000. - No. 1, - S. 5-9.

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Development of the concept of "Document"

M.V. Larin,director of VNIIDAD

Source: magazine "Office work". 2000. No. 1.

The problem of improving document management and the evolution of a management document requires an understanding of the very concept of a "document", the historical and methodological characteristics of its evolution. It is known that documents accompany a person since the inception of writing - a descriptive way of fixing information. Documents are used in various fields of human activity, branches of knowledge, spheres of life.

The history of a document and documentation as a set of documents interconnected by formal and logical links is one of the most interesting topics in document management and has not been sufficiently studied to date. At the same time, the history of the document can reveal the origins of most of today's problems of document management in organizations. History allows us to trace the evolution of the document and its relationship with socio-political and economic changes in society. Among the main characteristics of the document transformation process, one can name the reasons for the emergence, change and preservation of document forms, a change in the proportion in social and management processes of different types of documents, the influence of new technologies on a document, the appearance and disappearance of individual document details, etc.

IN AND. Istrin connects the development of the document directly with the emergence of writing, since the written, textual, content part is the basis of any document. It should be agreed that the factors that determine the appearance of writing in a historical perspective (the formation of social needs, the influence of the peculiarities of the language, the previous writing systems) were also reflected in the formation of the document * 1.

* 1 Istrin V.I. The emergence and development of writing. M., 1965.S. 28.

Analysis of the literature shows that the main functions of a document are associated with the process of memorizing (fixing) information with its subsequent transfer in time and space. At the initial stage of the formation of a written document, these include: accounting, counting, combating deception, transferring commands, recording information in order to preserve and disseminate it for scientific, religious, educational and other purposes * 1. The implementation of these functions has led in practice to the appearance of graphic documentation (maps and drawings), medical, accounting and other types of documentation. It can be concluded that documents and documentation arise in connection with the social needs of a person and state tasks. Any document has a corresponding function or their combination, due to the purpose of creating a document.

* 1 See: V.D. Banasyukevich, M.V. Larin, A.N. Sokova. State and the evolution of documentation systems. Research report. CIF VNIIDAD.

Let us ask ourselves the question of what a document is from the point of view of records management. It is obvious that the development of the optimal definition of the term "document" depends on the completeness of the study of the problem of the evolution of management documents as a whole. Unfortunately, up to now, no clear, unambiguous and generally accepted term "document" has been developed in document science and archival science. At the same time, such a definition is necessary for the development of the theory of records management.

The concept of "document" is used in many fields of knowledge and is the subject of research in a number of scientific disciplines. Almost each of these sciences puts forward its own approach to the definition of a document, based on what criteria are taken as a basis: the purpose of the document, the form, the method of recording and reproducing information, etc. In our opinion, the solution to the problem of finding the necessary semantic meaning of the term "document" in document science is possible only on the basis of a comparative analysis of different approaches to the definition of a document.

As a general scientific concept, the document has certain differences in interpretation by different disciplines * 1, reflecting their subject and tasks.

* 1 Stepansky A.D. On the theoretical foundations of the selection of documentary materials for state storage // Proceedings of the Scientific Conference on Archival Affairs in the USSR. - M. 1965; Elpatievsky A.V. Some issues of approach to research in the field of document information organization from the point of view of document systems // Abstracts of messages to the theoretical seminar "Questions of a systematic approach to research in the field of documentary information". - M. 1972; Medushevskaya O.M., Stepansky A.D., Lyushin S.P. On the materials of the scientific conference on the problems of acquisition of documentary sources of the state archives of the USSR. - M. 1976. Part 1; Sokova A.N. Documentation and its role in public administration and for historical science. - M. 1985. SIF OTSNTI VNIIDAD. N 039-86; V.I. Autocrats Some aspects of the study of the object and subject of archival science // Proceedings of VNIIDAD. - M. 1976.T.6. 4.1; Ilizarov B.S. Actual theoretical and methodological problems of Soviet archival science. - M. 1984, etc.

The close relationship between scientific disciplines that study documentation from different positions is manifested in their conceptual apparatus. If records management sets as its main task the improvement of the quality of a document as a management tool and, in this regard, studies its functions and role in historical development, then archival science, source studies, sociology consider a document as a carrier of information about the past or present. It is important to emphasize that the assessment of a document as a historical and sociological source directly follows from what place the document occupied and what value it had in fulfilling its original functions * 1.

* 1 Banasyukevich V.D. Questions of terminology of management documentation // Soviet Archives, 1974, N 4.P. 17.

The broadest understanding of a document is given in documentary science - as any material medium with fixed information in any language and in any way * 1. In document management, a document is a means of securing information in various ways on a special material about facts, events of objective reality and human mental activity * 2. In source studies, a document is an object specially designed for the transmission of information * 3.

* 1 See G. G. Vorobiev. Document: Information Analysis. - M. 1973.S. 7.

* 2 GOST 16487-70. Office work and archiving. Terms and Definitions.

*3 O.M. Medushevskaya Source study at the present stage // Soviet Archives. 1979. N 2.S. 5.

In archival science, the term "archival document" is used - a document stored in the archive * 1.

* 1 Dictionary of modern archival terminology of the socialist countries. - M. 1982. Art. 22. Previously, the term archival materials was used, then documentary materials, then (since 1971) documents.

In legal science, documents are studied as a means of documenting and proving legal relations. Historical science defines a document as the most important historical source, documentary science considers any fixed information to be a document * 1.

* 1 Ilyushenko M.P., Kuznetsova T.V., Livshits Ya. 3. Document management. Document and documentation systems. Tutorial. - M., MGIAI, 1977.S. 7.

Specialists in the field of management consider the document as a means of fixing and transmitting management decisions * 1.

* 1 Kuznetsova T.V., Losev V.I. Management documentation. - M .: Economics, 1985.S. 10.

Ilizarov B.S. proposed the definition of a document as an object of study in all disciplines: a document is the result of purposeful imprinting (documenting) information for its transmission in time and space * 1.

* 1 Ilizarov B.S. Actual theoretical and methodological problems of Soviet archival science. - M., 1984.S. 32.

The most accurate, generalizing definition of the concept of "document", in our opinion, is given by the scientific discipline - records management, which studies the patterns of formation of documents, folding and development of documentation and documentation systems in various branches of human activity.

The concepts "document", "documentation" in their development have undergone significant changes... Originally Latin doceo meant "teach", "inform". The later derivative form documentum, in the narrow sense of the word meaning "proof", "evidence", has long been established in many areas of scientific and practical activity.

In Russian, the concept of "document" appeared in the 18th century. Peter I translated it as "written evidence" * 1, thereby emphasizing, first of all, the legal significance of the document. In the XIX century. a new aspect is highlighted: the value of the document in management. A document is considered to be information recorded in the form and intended for the implementation of the management process * 2. The concept of a document as a legally binding written source survived into the 20th century. "A document is 1) any paper drawn up in a legal manner and capable of serving as proof of rights to something or the performance of any obligations, 2) any written evidence in general" * 3.

* 1 Documentary - 60. Materials of the First All-Union Symposium on Documentary, Part 1. - Vilnius, 1970. P. 45.

* 2 Ilyushenko M.P., Kuznetsova T.V., Livshits Ya.Z. Document management. Document and documentation systems. Tutorial. - M., MGIAI, 1977.S. 11.

* 3 See: Pavlenkov F. Encyclopedic Dictionary. - SPb., 1913.S. 687.

However, in the normative acts of pre-revolutionary Russia of the XIX - XX centuries. on the organization of management and office work, the term "document" was almost never used. In the practical activities of institutions, the concept of a document was also identified with the concepts of "business paper", "act", "case". This tendency to identify "business paper" and "document" persists until the 1920s. XX century. Gradually, the term "business paper" is replaced by "official document". So, in the Decree of the CEC and the Council of People's Commissars dated July 7, 1932, it is said about the rules for storing "official documents" * 1. In the "Explanatory Dictionary of the Russian Language" in 1934, a document is called "a written official certificate attesting to the identity of the bearer" * 2.

* 1 SZ USSR, 1932, N 53, art. 319.

* 2 Explanatory dictionary of the Russian language. Ed. D.N. Ushakova, t. 1. - M., 1934. S. 751.

In the above definitions, two components of the document can be distinguished: informational (document is recorded information transmitted in time and at a distance) and legal (the document serves as proof of the reliability of information and represents one of the forms of expression of law).

With the accumulation of knowledge about the patterns of formation of documents and documentation in various branches of human activity, as well as with the emergence of new types of material carriers of information, the concept of "document" received a new understanding, filled with new content.

K.G. Mityaev noted in his works that in the broad sense of the term "document", "documentary materials" denote everything that is documentary, i.e. based on the reflection of objective reality by capturing, fixing, registering facts, events, phenomena by means of writing, images, sound recording * 1.

* 1 Mityaev K.G. History and organization of office work in the USSR. Decree. cit., p. eight.

A later definition by C.G. Mityaev, the concept of a document as a result of deliberate recording (documenting) information about the phenomena of objective reality in various ways in order to reliably transmit this information in time and at a distance, with the obligatory identification of what is captured in the language of words, was developed in the "Brief Dictionary of Archival Terminology". In it, the definition of "document" contains the concept of information as an object of description: "A document is the result of displaying facts, events, objects, phenomena of objective reality and human mental activity through writing, graphics, drawing, photography, sound recording or in another way on special material ( papyrus, parchment, paper, photographic film, etc.) "* 1. Although the terms "information" and "medium" are absent, they are disclosed in the definition through their characteristics.

* 1 Concise Dictionary of Archival Terminology. - M. - L., 1968.S. 19-20.

Later GOST 16487-70 "Office work and archival business. Terms and definitions" (M., 1971) makes changes to the term "document": human activities "* 1. In this definition, a detailed concept of information is given, however, the word "result" (consolidation of information) has been replaced by the not justified either semantically or logically by the word "means".

* 1 Office work and archiving. Terms and Definitions. GOST 16487-70. - M., 1971. N 1.S. 2.

In the above definition, attention should be paid to the following: 1) The document is the result of primarily conscious human activity. The consolidation of information is carried out with the direct participation of a person, when he creates a document, or with indirect participation, when information is fixed by technical means created by a person.

2) Consciously fixed information cannot be expressed without words or any signs or symbols (machine codes), since it is a mental reflection of reality.

Thus, the main semantic meaning of the document is summarized in its definition as a means of securing information * 1. At the same time, in the concept itself, new features of a document are highlighted, such as methods and material for securing information, mandatory identification of a document.

* 1 Ilyushenko M.P., Kuznetsova T.V., Livshits Ya.Z. Document management. Document and documentation systems. Tutorial. - M., MGIAI, 1977.S. 13.

Further development of archival terminology, reflected in the Dictionary of Contemporary Archival Terminology of Socialist Countries * 1, has made adjustments to the previous definition of the term “document”. The concept of "information" as bearing the main load remained in the logical-semantic connection as part of the phrase "result of information consolidation". The additionally introduced concept of "medium", on which the relevant information is fixed, gave the definition a complete look: "A document is the result of consolidating information about objects of objective reality and about the mental activity of a person through writing, graphics, photography, sound recording or in any other way on any medium" * 2 ...

* 1 M., 1982. Issue. 1; 1988. Issue. 2.

* 2 Dictionary of modern archival terminology of the socialist countries. - M., 1982. Issue. 1, p. 59.

The introduced concepts of various media and various ways of securing information - terminologically separated the concepts of "document" and "documentary information".

In GOST 16487-83 "Office work and archiving. Terms and definitions" (Moscow, 1983) amendments have been made to the definition of the term "document", which complement the concept of the object of description, separating the material medium of the "document" from the information on it. The vocabulary construction "material object with information" supplements and clarifies the semantic meaning of the term; the same purpose is served by the elimination of the notions "means" or "result" from the definition and refusal to enumerate the methods of fixing information on various material carriers: "A document is a material object with information fixed by a man-made method for transmitting it in time and space" * 1 ...

* 1 Office work and archiving. Terms and Definitions. GOST 16487-83. - M., 1983.S. 5.

A.V. Elpatievsky introduced the concept of "documentary information" into archival science. Its definition, given in the early 70s, was considered the most accurate reflection of all types of documentary information, including archival information: "Document information should be understood as social (that is, at the level of human thinking, created) information or processed at this level ( can be processed) types and forms of biological information, information of inanimate and artificial nature, recorded on material carriers for the purpose of processing and storage "* 1.

* 1 Elpatievsky A.V. On the question of defining the concept of "documentary information" in the light of Lenin's theory of reflection // Abstracts of messages to the theoretical seminar "Terminological problems in the field of records management and archival science (January 1974)". - M .: VNIIDAD, 1973.S. 27.

Thus, the analysis of the sequential development of document definitions allows us to distinguish three main approaches to the formulation of the term "document":

1) document - a material object;

2) document - information carrier;

3) document - documented information.

From the standpoint of records management, the most common is the designation of a document as a material object, with information recorded on it in the form of text, sound recording or an image intended for transmission in time and space for storage and public use * 1.

* 1 Federal Law of 23.11.1994 "On the obligatory copy of documents" // SZ RF. 1995. N 1. Art. 1.

The original source of this approach to the document can be the work of Paul Otlet "Treatise on Documentation" * 1. In the USSR, the supporters of this term were computer scientists, who in the 60s gave a number of definitions of the document * 2. In this case, we are talking about information processes, about the transfer of information from one subject to another.

* 1 Otle P. Treatise on documentation. Brussels, 1934.

* 2 For example, "Terminological Dictionary on Theory and Practice of Scientific Information" (Moscow, 1964) gives the following definition: "A document is a material object containing information in a fixed form"; Mikhailov A.I., Chernyi A.I., Gilyarovsky R.S. in the book "Fundamentals of Informatics" (Moscow: Nauka, 1968, p. 46), the following definition is introduced: "A document is a material object containing fixed information, specially designed for its transmission in space and time and used in public practice"; GOST 16487-83 "Office work and archival business. Terms and definitions" (Moscow, 1983, p. 5) also established that "a document is a material object with information fixed in a man-made way to transmit it in time and space." This definition focuses on human participation in the creation of the document.

A variation of this interpretation of the concept of "document" is the replacement in the term of the phrase "material object" by "material carrier", "carrier", "special material". For the first time, such an approach was indicated in a short dictionary of archival terminology * 1 and developed in GOST 16487-70 * 2. Among scientists and specialists, this point of view was consistently adhered to by GG Vorobiev, KI Rudelson, Yu.I. Kiba. and Tsibizov N.I., Felzer A.B. and Misserman M.A., Ilyushenko M.P., Petrakov A.V. etc. * 3.

* 1 See: A Brief Dictionary of Archival Terminology. - M. - L, 1968.S. 19-20.

* 2 GOST 16487-70. Office work and archiving. Terms and Definitions. - M .: Publishing house of standards, 1971, p. 2.

* 3 See: G.G. Vorobiev. Document: Information Analysis. - M .: Nauka, 1973. S. 7 (Document - any material medium with fixed information in any language and in any way); Rudelson K.I. Modern documentary classifications. - M .: Science, 1973. S. 19 (The document is a carrier of information, confirms knowledge, facts, events and phenomena of objective reality and serves to transfer information about them in time and space); see also: Kiba Yu.I., Tsibizov N.I. Organizational and methodological principles of unification and standardization of documentation used in automated control systems // Unification and standardization of documents in automated control systems. - Podolsk, 1974.S. 3; Felzer A.B., Misserman M.A. Office work. Reference manual. - Kiev, Vishcha school, 1977, p. 6; Ilyushenko M.P. Organization of document flow. - M., MGIAI, 1981.S. 38; Petrakov A.V. Introduction to email. - M .: FiS, 1993.S. 23 and others.

Recently, there has been a transfer of semantic load in the definition of a document from the material component to the informational one. Legislative introduction of the concept of "documented information (document)" into practice, according to the legal scholar V.A. Kopylov, is based on the dual unity of information (information) and material medium (in the form of symbols, signs, letters, waves, etc.). As a result of documentation, there is a kind of materialization and reification of information. Information is "fixed" on a material medium or even "tied" to it and thereby separates itself from the creator of information ... Documented information ... is a material object, and this gives grounds, under certain conditions, to classify it as a category of things and extend the institution to it property rights * 1. M.N. Kostomarov, who rightly points out that in this unity for a long time the supremacy belonged to the bearer, who became, as it were, a common noun generalized name for documents (for example, "paper") * 2.

* 1 Kopylov V.A. Information as an object of legal regulation is scientific and technical information. Series 1. Organization and methodology of information work. - M., VINITI, 1996, N 8.S. 2. Thought V.A. Kopylov on the recognition of documented information as a material object, in our opinion, should be taken into account in the ongoing discussion in the archival world about the price and material assessment of archival documents.

* 2 Kostomarov M.N. "Many-Faced Janus" is a document in the information management system. -# M12293 0 941800395 2980148181 3213866710 3577110956 4294967294 2249773749 4188262768 1249387220 4294967272 Office Production, 1998, N 1.S. 22-23 # S .

Continuing the analysis of the concept of "document", we can conclude that it is based on three main components: information, material carrier of information and fixing information with the possibility of its identification through details. The ability to identify recorded information fundamentally distinguishes a document from other media. In this we are in solidarity with the Ukrainian scientist S.G. Kuleshov, who in his monograph notes that a document is a special material structure created by a person to store and transmit information in space and time, adapted for the physiological possibilities of reading the text (as a logical sequence of speech and non-speech signs) * 1.

* 1 See: S. Kuleshov Documentary dzherela naukovoi informatsii understanding, typology, history, typological schemes. - Kuiv, 1995.S. 26.

It is especially important to introduce the concept of document identification into the term from the point of view of its application in management and archival affairs. Thus, as a result of evolution, the concept of a document comes to its modern official interpretation: "Documented information (document), information recorded on a material medium with details that allow it to be identified" * 1. In our opinion, this definition may well be used for document management.

* 1 Federal Law "On Information, Informatization and Information Protection". GOST R 51141-98 "Office work and archival business. Terms and definitions".

Management decisions are made based on the collection, processing and analysis of information. The reliability, relevance and completeness of information is the most important condition for the effectiveness of management, a guarantee of the quality of management decisions. The document is one of the main ways of presenting information. We can say that the document is a tool for making managerial decisions, and for the effective use of this tool, it is necessary to ensure maximum automation of the document life cycle while meeting information security requirements.

Documents are carriers of management, scientific, technical, statistical and other socially significant information. This is reflected in the definition of the document given in the law of 20.02.1995, No. 24-FZ "On Information, Informatization and Protection of Information": "a document is information recorded on a material carrier with details that allow it to be identified."

The object of management in office work is official documents. The literature offers a large number of classifications of documents. So, in the management documentation system, there are the following classes of documents:

Managerial;

Scientific;

Technical;

Technological;

Industrial, etc.

Management documents constitute the core of the office documentation. They provide manageability of objects within the organization and are the main subject of office work.

The management documentation includes the following types documents:

Organizational and administrative;

Information and reference;

By personnel;

Planned;

Reporting.

As you know, management documentation (office work) is a branch of activity that provides documentation and organization of work with official documents. The term management documentation support (DOU) arose in connection with the introduction of computer technology in the field of working with documents.

Since in the office work system, the object of management is a document, all sorts of stages of its processing simultaneously describe the tasks of office work. At the same time, if we consider a document in general, outside of any classification, then the corresponding tasks form its life cycle: drawing up a draft document, agreeing a draft document, registering a document, reviewing a document by the head, monitoring the execution of a document, forming a case list, current storage and use, transfer to archival storage.

Any paperwork task is ultimately performed to ensure:

High-quality presentation of information in the document;

Timely execution of the document.

On the basis of this division, two subsystems are distinguished in the office work system - documentation and organization of work with documents.

The perception of the information contained in the document depends on the quality of its presentation, which is achieved by fulfilling the rules of the documentation subsystem, which includes requirements for the style of presentation, preparation of the draft document, its design, and approval.

One of the tasks of the documentation subsystem is to optimize the composition and form of documents, for example, to standardize the solution technology and the form of information presentation in repetitive management tasks. The unification of the composition and forms of documents reduces the cost of their processing.

The subsystem for organizing work with documents should ensure the timeliness of the execution of documents, when the document requiring execution is immediately transferred to the employee, and the employee is interested in its execution on time.

The problem of increasing the number of documents, especially electronic ones, is extremely urgent.

Among the objective reasons for the growth in the number of documents related to the natural development and change in the state of organizations, the following should be noted:

Creation of new institutions, expansion of industrial and commercial ties, etc .;

Introduction of computer technology to facilitate replication;

The property of documentation to increase during use, and not decrease, as is typical for material and technical resources. The more society develops and needs information, the more it produces it.

There are also subjective factors that also affect the growth of document circulation. The main one is the untimely or poor-quality execution of orders, contractual obligations, which leads to the appearance of additional documents: reminders, claims, etc.

According to the rules of office work, the movement of most management documents begins only after their registration, which allows searching, recording and monitoring the execution of documents. The next purpose of registration is to give legal force to a document, to confirm the fact of its creation or receipt.

When registering for a document, a registration and control card (RCC) is entered, the details of which are entered data: author, type, date, document index, title or summary of the document, resolution, deadline, etc. Registration is decentralized, but on the basis of a single system and the general availability of registration data while respecting information confidentiality provisions.

The RKK records information about any actions performed on the document, for example, the sequence of transfer of the document between the performers. This reduces the likelihood of losing it. The registration and control card or its duplicate (control form) serves as a technical means of control of execution, which in the domestic system of office work is an incentive for the timely execution of the document. It is carried out by the preschool educational institution or any employee appointed by the management. Often, they do not take part in the execution of the document they control and do not understand the area of ​​activity that the document affects. That is, the regulatory authorities exercise formal control over the deadlines. Control forms are grouped into special filing cabinets. At the same time, regardless of whether the document is internal, incoming or outgoing, documents in such filing cabinets are classified according to their due dates.

Regardless of the place of the control service in the structure of the organization, information on the results of control over the execution of specific documents is sent to the managers who have established the need for control. Thus, the work of the controller comes down to periodically reviewing control forms, reminding the performers of the proximity of the deadlines, and reporting to the management about the violation of the deadlines.

It can be concluded that, in principle, the office work system is made up of three subjects:

1. Leader. The function of a leader is to make managerial decisions and organize the work of employees to achieve the main goals of the enterprise. The manager uses documents as a source of information for making managerial decisions and a means for organizing the functioning of the enterprise. The typical role of a manager in relation to working with documents is the initiator of the workflow.

2. Employee (performer). The main thing for him is the solution of specific tasks included in the range of his main responsibilities. In terms of work with documents, he is engaged in the preparation, execution, approval of documents generated by the implementation of these tasks or related to it. That is, the main work with documents carried out by the performer is related to documentation. In addition, the contractor is a participant in the workflow.

3. Service of the preschool educational institution. The main thing for the service is work with documents, which determines its functions and tasks. It ensures the functioning of the office work system, in particular the workflow subsystem, that is, it organizes the movement and storage of information - it creates the information system of the enterprise. It is interesting that, often, it is this department, authorized to control the execution of documents, that provides for the executor - communication with his head, for the head - one of his management functions. That is, in the domestic system of office work, the executor, when solving his professional task, must also interact with the preschool educational institution. This is a feature of Russian office work and determines the differences in the organization of work with documents in Russia and in the West.

In Russia, it is planned to centralize the processing of documents in order to carry out uniform control of their passage and execution. The documents are first reported to the head, who forms the corresponding decision, reflected in the resolution. This decision is gradually descending through the chain of command, becoming more and more legalized to specific executors. Execution of a document is associated with the transfer of the original document or a copy of it by one official to another. Any action on a document is recorded by the relevant services and employees by making entries in its registration card or registration log. From the moment of registration, the registration card of the document enters the card index and remains there until the document is written off to the archive. When there is a need to obtain a certificate of the state of affairs, one should turn to the card index, find the corresponding cards of documents and, on the basis of the information entered into them, draw conclusions about the degree of execution of documents (control of execution of documents is carried out).

The Western approach to document management is characterized by a fundamentally greater degree of decentralization of rights and responsibilities. This is expressed in the fact that the officials responsible for solving certain issues in the organization have all the necessary powers to work with the relevant documents. For example, an incoming document without registration and entry into the card index will be sent directly to the contractor, and his further fate will depend only on the conscientiousness of the employee. With such an organization, it is even more difficult to centrally track the processing of documents, but this need does not arise, since the execution of the registration and execution control functions is entrusted to an employee who independently takes care of the storage, organization of an effective information retrieval system to ensure the availability of documents sent to him, as well as their protection.

A Western employee deals with questions and problems. He solves a specific problem, in accordance with which a set of documents can be set. The range of tasks is determined by the authority of the employee and is clearly known. Responsibility for the work of an employee with his documents lies solely with him. Automation of work with documents also has its own specifics. It is carried out in relation to a specific employee and consists in the automation of his workplace. A unified document management system is thus built from the "bricks" of automated workstations created on the basis of a document management software system that provides all users with a single ideology for working with documents and the same interface.

In Russia, office work is a whole system that regulates the work with documents, therefore, more importance is attached to the document. The distinctive features of the Russian model, as already noted, are the mandatory registration of documents and distributed control of execution. The first feature determines the occurrence of two information flows during document execution. The first stream is associated with the movement of information recorded in the document, which passes through the stages of its life cycle: it is registered with the preschool educational institution, sent to the head for a resolution, enters the executors, is written off to the case, etc.

The second stream includes information about what happens to the document during its life cycle and is associated with the registration card, in which the following are entered: the values ​​of the details, the record of the resolution being passed, data on the execution of the document, the record of writing off the document to the case, etc. Recording information in the RKK allows you to reduce the likelihood of losing a document.

Theoretically, both streams should flow in parallel, that is, when performing any action on a document (first stream), information about this should be synchronously entered into its RKK (second stream). In practice, such simultaneity is difficult to achieve and the registration card, as a rule, reflects the history of the document, and not what is happening to it at the moment.

In connection with the complication of the document processing procedure, a number of problems arise. One of them is the contradiction between the control of execution and the process of execution of documents. Execution control is carried out on formal grounds and is carried out centrally. Document execution is essentially a decentralized process, since it often contains an element of creativity, that is, the execution process cannot be formalized. At the same time, in the intervals between the deadlines, only the performer knows what is happening with the document. The situation becomes more complicated if the document "travels" through the divisions of the enterprise or is transferred between employees of the same division. The problem of fixing information in the RKK document and registration logs of divisions is added. As a result, it is almost impossible to centrally track the movement of documents in an organization in real time, because this requires huge labor costs for the prompt consolidation of relevant information.

Disadvantages of office work may be associated with neglect of the requirements and recommendations of state bodies engaged in research in the field of organizing work with documents. On the other hand, "the sphere of documentation in modern conditions suffers from many shortcomings, which are expressed in the low quality of work with documents, the imperfection of the current document management system, the lag of documentary developments of a regulatory and methodological nature from the pace of development of information technologies, the absence of uniform requirements for document flow along the" vertical "and" horizontals "of public administration.

Some of the limitations of the efficiency of traditional office work are inherent in the very nature of the information carrier - the paper document. The following problems with the use of paper documents are noted:

1. Exponential growth in the number of paper documents. The reasons for this growth were given above.

2. Difficulties in finding the necessary documents. According to experts, up to 30% of the working time of the institution's employees is spent on searching, while there is no guarantee of finding the desired document, up to 10% of documents are lost irretrievably and are created anew. Search difficulties give rise to the problem of duplication of documents where it is not necessary.

3. An inflexible scheme for the formation and editing of document texts.

4. Long time between the preparation of the document and its publication.

5. Difficulty in duplicating documents (this is especially true for documents that are difficult to print).

6. Lack of possibility of sound and video inserts.

The means of solving problems of office work is the use of computer technologies, in particular, the introduction of document management systems. It is computer systems that are able to manage the growing volume of information; they create a fundamentally new technological environment for effective document management. E.V. Pakhomov

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CURRENT PROBLEMS OF DOCUMENT MANAGEMENT
AT THE PRESENT STAGE

The beginning transition of Russia to the information society, as well as deep socio-political and economic transformations taking place in our country in the last fifteen years, are accompanied by a revision of many traditional ideas in the field of social sciences, humanities, the actualization of a number of problems that were previously on the periphery of the national scientific thought... All this fully applies to such a relatively young scientific discipline as records management. The close connection of records management with the practice of working with documents provides an additional incentive for research in this area. In addition, it should be taken into account that the profession of a document clerk turned out to be one of the most demanded in post-Soviet Russia. It is no coincidence that since the second half of the 1990s, about fifty Russian universities have begun training students in the specialty "Document Science and Documentation Management". One of the basic disciplines of this specialty is the course of records management. Meanwhile, the approximate program of this course approved by the Ministry of Education of the Russian Federation is far from perfect. Until now, there is not a single Russian textbook on document management, except for a few motley and small textbooks.

What is the reason for this? First of all, with a serious lag in the development of theoretical issues of records management, due to at least two main reasons. First, in our country there is a rather narrow circle of researchers dealing with this problem. Secondly, and this is perhaps the most important thing - the study of the theory of document and documentary activity in Russia is constrained by the narrow framework of managerial, administrative records management, the supporters of which limit their research mainly to management records, office work.

Such a limitation of the object and subject of records management is primarily due to the historical features of its formation and development in our country, which took place in many ways in isolation, behind the "iron curtain". Records management in the Soviet Union received its recognition as a scientific discipline only in the second half of the 20th century. This was preceded by a long period of the so-called practical records management, when the process of accumulating empirical material was going on, approaches to its comprehension were formed. In Russia, it dragged on, including because of the social cataclysms of the first half of the last century. For many decades, scientists who studied documentary problems were forced to fulfill the social order of the Bolshevik government. The State Historical and Archival Institute (MGIAI), created in Moscow in 1930, in the depths of which documentary research was conducted, for a long time was together with the entire system of state archives as part of the People's Commissariat of Internal Affairs of the USSR, which did not at all contribute to the development of scientific thought.

Initially, the new direction was presented at MGIAI as a section of general office work in the course of archival studies, and then it emerged as an independent course "History and organization of office work in the USSR." The term "records management", which appeared in 1943 to designate a new discipline, actually assigned it mainly clerical problems. Such a narrow understanding of the subject of records management became dominant and remained throughout all subsequent decades. Having emerged, as from a Gogol's overcoat, from archival science and office work and being originally intended to solve primarily urgent operational issues of documentary servicing of the Soviet administrative-command system, document management still bears this generic imprint, is still focused on management documentation, office work.

Meanwhile, at the turn of the 19th and 20th centuries, the Belgian scientist Paul Otlet, who is rightfully considered the father of documentary science, formulated a broader scientific understanding of the document and the science of the document. P. Otlet included in the concept of a document printed and handwritten books, newspapers, magazines, letters, drawings, maps, photographs, drawings, etc., as well as natural and technical items that were in museums. He considered managerial documentation only as "one of the branches of" general documentation "created as a result of the convergence and then the merger of bibliography, library science, archival science, and even museology." According to P. Otlet and his associates, documentary science is designed to study all documentary sources of information, documentary activity in all spheres of public life.

Such a broad interpretation of the document, even in the pre-revolutionary period, met with understanding among Russian specialists, as evidenced, in particular, by the definition of the concept of a document, formulated in the 16th volume of the "New Encyclopedic Dictionary", published by F.A. Brockhaus and I.A. Ephron. The corresponding article (by A. Goichbarg) contained the definition of the concept of a document not only in the traditionally narrow legal sense for that time, but also in a broad, quite consonant with what P. Otlet suggested: “A document is in a broad sense any inanimate an object containing traces of human thought and activity ”.

In the 1920s, this approach was shared by the well-known Russian bibliologist M.N. Kufaev, who, however, instead of the term “document” used the term “book”, considering the latter as “the receptacle of a person’s thoughts and words, taken in their unity and expressed by visible signs”. Therefore, he also considered books to be "hieroglyphs on the sphinxes or on the stones of a temple, and a papyrus scroll," as well as leaflets, and newspapers, and phonographic rollers, and gramophone records.
However, only a few decades later, when the rapid development of the information science began, domestic scientists again turned to a broad interpretation of the document. This was due to the fact that in the second half of the 20th century, a systematic approach began to be actively used in the study of the document, serious attention was paid to the informational nature of the document, which led not only to further expansion, but also, most importantly, to deepening its concept. The tone was set here by specialists in the field of informatics, cybernetics, documentaries.

All this could not but have a certain impact on the development of records management. In particular, in the "Concise Dictionary of Archival Terminology" published in 1968, the document was already defined as "the result of displaying facts, events, objects, phenomena of objective reality and human mental activity through writing, graphics, drawing, photography, sound recording or in another way on a special material (papyrus, parchment, paper, photographic film, etc.). At the same time, Soviet clerks, in many respects sharing the broad interpretation of the concept of "document", nevertheless continued to limit the scope of scientific interests of records management almost exclusively to management documentation.

True, in the 1980s, some Soviet document experts (B.I. Ilizarov, A.N.Sokova), in the development of P. Otley's ideas, nevertheless raised the question of the need to go beyond the traditional concepts of the subject and object of document management. They wrote about the prospect of creating an "integrated scientific discipline", about the emergence of a "field of knowledge, where a general theory of the document is formed, arising in the process of interdisciplinary integration of disciplines for which the document is the main object of research, namely: archival science, archeography, records management, computer science, bibliology. , source study ".

However, it was only at the turn of the XX – XXI centuries that the transition from the formulation of the problem to its implementation began, and the first steps were taken in this direction, in particular, in the university training courses of N.B. Zinovieva, Yu.N. Stolyarov, Ukrainian professor N.N. Kushnarenko. Attention is drawn to the fact that all of these authors work in universities of culture. In other words, the most active and consistent supporters of a broad understanding of the object and subject of records management are specialists in the field of bibliology, library science, and bibliography. Not least of all, this is due to the fact that in the second half of the XX century, with the development of new information technologies, there was a significant convergence of the traditional book with electronic publications on new material carriers - magnetic tapes, magnetic, optical, magneto-optical disks, etc. Digital libraries have become a reality. For a number of reasons, libraries at the present time, faster, more intensively than other social institutions engaged in documentary activity, are turning into complex information centers working with a wide variety of documentation, on a variety of material carriers. New information technologies are used more actively and efficiently in libraries, librarians feel the need for a broad understanding and comprehensive scientific research of a document that functions in the emerging global information space. And now the voices about the gradual transformation of bibliography into documentography, and bibliological disciplines - in fact, into subdisciplines of records management, are being heard louder and louder.

At the same time, one gets the impression that new approaches to the document, the comprehension of documentary activity are being mastered more slowly in archival science, and especially among specialists in the field of “traditional” administrative records management, although many of them feel the need to develop a general theory of document and documentary activity. This need is evidenced, in particular, by the attempts of archivists to enter related fields, proposals for the creation of interdisciplinary research areas - archology (T.I.Khorkhordin, E.V. Starostin), the phenomenology of the document (V.A. ... The anxiety of leading Russian archivists was expressed several years ago in an article by T.T. Khorkhordina, who noted: “Domestic archival thought lagged behind the modern level of scientific and theoretical thinking in the humanitarian sphere both in Russia and abroad”; "In Russian archival science, the taste for theoretical discussions has been lost."

Thus, at present, along with documentation in the narrow sense, i.e. "Traditional", studying mainly management, administrative documents, makes its way to theoretical, general documentation, based on a broader understanding of the document. The object of this scientific discipline (Yu.N. Stolyarov proposes to call it "documentology") is all documented information, i.e. information recorded on a material medium in a man-made way for the purpose of its transmission in social space and time.

The understanding of the need for a deep development of the general theory of the document, which is gradually forming among domestic document specialists, has not yet led to the creation of such a theory. However, it is encouraging that the necessary prerequisites for this are being formed, among which one could name the emerging approach to a document as a multi-level information system, which is a dual unity of information and a material medium; serious functional analysis of the document; studies of the properties of documented information, etc.

At the same time, in the process of the formation and development of theoretical records management, it is necessary to overcome considerable difficulties, including an incompletely developed methodological toolkit, and an unsettled conceptual apparatus, and the controversial nature of many problems. It has already been noted above that there is no consensus among document specialists even regarding such a basic concept as a document. The concepts of "electronic document", "technotronic document", "value of the document" and some others are debatable.

Domestic document specialists traditionally equate the concepts of “documenting system” and “documenting system”. Meanwhile, if we proceed from the generally accepted definition that documentation is the recording of information on a material medium according to certain rules, then it should be recognized that in this case the documentation system cannot be a documentation system in any way. The documentation system includes not documents, but methods and means of their creation, due to the physical characteristics and form of the material carrier of information, as well as the features of the signs used. In other words, the concept of a documenting system is associated primarily and mainly with the technology of fixing information on a material medium. In this case, the main documentation systems include: graphic recording systems, mechanical recording systems, photographic, electromagnetic, optical, magneto-optical, electrostatic.

The unresolved issue of the subject and object of document management, the poor study of many of its theoretical issues have become the reason for a number of discussions that have flared up recently among specialists in the field of archival science, diplomacy, source studies, archeography.

Discussion, in particular, is the problem of transforming a document into a historical source. So, the head of the Federal Archival Service of Russia, Corresponding Member of the Russian Academy of Sciences V.P. Kozlov believes that any document, before becoming a historical source, goes through three stages of existence - creation, existence as a regulator of processes and phenomena of reality, storage in the archive. And only after the description of the archival document, the removal of restrictions on access to it, i.e. after turning it into a public document, the document moves to the fourth stage of its existence - as a historical source. Opponents of V.P. Kozlova, like many foreign researchers, believe that "a document becomes a historical source not after its description, when the historian bends over it, but from the moment of its birth."

The views of the supporters of the first point of view are based on the stage, i.e. in fact, a technological approach to working with documents, while in the second case it is a systemic, information-functional approach, according to which any document initially, from the moment of its creation, has the function of transmitting and storing information in time and space. For the time being, the function of the historical source of the document is latent, remains in potency. Thus, the activation and actualization of a document, as a carrier of social memory, can be carried out not only at the stage of archival storage, but also during the period of operational functioning of the document. In other words, any document, regardless of the stage of its existence, can act as a historical source.

The theory of the examination of the value of documents is closely related to the problem of transforming a document into a historical source. Some experts rightly point out that at present the “human” factor is outside this theory, and “the prevailing industrial (like an industrial conveyor) approach to the selection of documents for permanent storage, which did not take into account the individuality of the researcher and archivist ". The sad consequences of this approach are well known to researchers studying the history of the Soviet period. Historians cannot be satisfied with the content of lists and other regulatory and methodological documents that are guided by employees of preschool educational institutions and archivists when selecting documents for storage. As a result, it is almost impossible to find "live" information about people in some archives and archival funds (for example, ATC). The shortcomings of the methodology and methodology for examining the value of documents, again, in our opinion, are due to the fact that it has developed and continues to be developed in the depths of administrative records management and archival science, outside the framework of the general theory of the document, where the humanitarian component takes the most important place.

The general classification of documents is one of the insufficiently studied theoretical problems of records management. The classification schemes created to date cover mainly separate large systems, sets of documents. The most developed, in particular, are library classifications (Dewey Library Classification, Unified Decimal Classification, Library and Bibliographic Classification), as well as classifications of management documentation (All-Russian Classifier of Management Documentation), classifications of historical sources.

As for the general classification schemes, all of them are still far from perfect. In particular, the authors of the so-called "facet-block classification" scheme, which takes into account the information and material components of the document, as well as the circumstances of its existence in the external environment, unjustifiably refer to the information component of the document as the facet block "Document type by documenting method." In this case, we are talking about a method of recording information on a tangible medium, and not about the information itself, which gives rise to its isolation as an independent block of features. A number of inaccuracies and omissions are also contained within the framework of individual classification blocks. Thus, the classification according to the physical (material) component of the document does not take into account the characteristics of the working layer of the material carrier at all. "The type of document by the degree of its prevalence" refers not to the information component, but to the circumstances of its existence in the external environment. But, perhaps, the main drawback of this classification scheme is that it is divorced from the deep social essence of the document, does not take into account the nature and varieties of social information contained in the document - mass, special, personal.
The classification of document systems is even less developed. The available classification schemes cover mainly certain areas of work with documents. In particular, in traditional, administrative document management, documentation systems are divided into functional (over 40) and corporate (departmental, industry). Recently, attempts have been made on the basis of a functional-informational approach, taking into account the origin of social information, "to highlight the documentation systems of business, socio-political, scientific and technical, economic and financial information." However, the proposed classification, although it is a step forward, actually covers only special documentation, leaving aside massive documented information (aesthetic, religious, everyday, etc.), as well as personal documents (letters, diaries, etc.) ... Thus, we have to state that there are currently no sufficiently substantiated classifications that would cover the entire variety of documents, all their types, forms, genres, conditions of existence in the operational and retrospective environment.

Another problem that requires close attention in theoretical records management is document communication, which until recently was studied mainly within the framework of certain areas and stages of working with documents. Meanwhile, the globalization of information processes requires more attention to the study of document flows, document channels, communication barriers, to clarify the place and role of document communication in the general system of social communication.

A document, as you know, is a dual unity of information and material carrier. However, the existence of each of these two components of the document in the external environment has its own characteristics. Thus, the movement of a document as a material medium occurs in three-dimensional space and astronomical time, while the movement of documented information is carried out in social time and social space, with a different speed, with different coefficients of information content and volumes of the thesaurus for different recipients. Meanwhile, traditional administrative records management practically does not deal with this problem, reducing the movement of documents in the external environment to the problems of document circulation and purely technological operations, even if using the most modern computer technologies.

Theoretical records management cannot get around the problem of document communication also because its consideration in related sciences is sometimes vulnerable to criticism. In particular, in the informative book by A.V. Sokolov's "General Theory of Social Communication", published in 2002, in the sections devoted to documentary communication, in fact, administrative, production and technical, personal documentation is excluded from the object of research. In addition, trying to separate documentary and electronic communications, the author not only fails to provide clear criteria for this division, but does not even mention such a term and concept as an electronic document. As a result, it turns out that the information contained on the Internet or appearing on television screens, as it were, does not have a material medium. Meanwhile, the problem of electronic documents, their essence, classification, authenticity, examination of value, protection from unauthorized access, etc. in the past two decades has become one of the most important areas in the records management.

The narrowness of traditional document management approaches, the unresolvedness of a number of theoretical problems negatively affects the overall optimization of information and documentation processes. There is no deep understanding of the fact that all documented information created and functioning in society is a complex multi-level system, which is a single whole and requires a single approach to the process of its management.

Of course, the list of unresolved or debatable topics and plots in document science is far from being exhausted by the indicated problems. At the same time, the tendency is quite clearly traced, the essence of which is that the humanitarian component is very limited in administrative, traditional document management. To a large extent, the same can be said in general about the State educational standard for the specialty "Documentation and documentation support of management."

Meanwhile, in the context of the transition to the information society, the document specialist should not, in our understanding, get hung up on administrative document management. He needs more fundamental, including humanitarian, training that allows him to work in all the main areas of information and documentation activities. Such training can be provided, first of all, by classical universities, and in such a way that document specialists, leaving their walls, would not only be in demand on the labor market, but also purposefully and creatively influence a variety of areas of information and documentation activities, forming a civilized information space of the XXI century.

Notes:

1. Director of the All-Russian Scientific Research Institute of Records Management and Archival Affairs M.V. Larin notes with concern that “at the moment in Russia ... there is an outflow of personnel (especially young ones) from the field of scientific research in the field of including due to the lack of appropriate funding "(Larin MV Document management in organizations. M .: Scientific book, 2002. S. 6).
2. This is evidenced by the current State educational standard of the course "Documentation" (See: Documentation and documentation support of management. Specialty 350800: State educational standard of higher vocational education and sample programs of disciplines of the federal component (cycles of general professional disciplines and disciplines of the specialty). M .: RGGU, 2001). See also: T.V. Kuznetsova New educational standard in the specialty // Office work. 2000. No. 1. P. 19; She's the same. Problems of the relationship between document management and source study // Proceedings of the Historical and Archival Institute. T. 35. Archivistics at the turn of the XX-XXI centuries. M., 2000; Larin M.V. Development of the concept of "document" // Office work. 2000. No. 1. P. 9; Fionova L.R., Artemova S.G. Variant of building an electronic manual on the basics of document management // Office work. 2001. No. 2. P. 63–66 and others.
3. Otle Paul. Administration Guide. 2nd ed. M.-L .: Publishing house "Technics of management", 1931. S. 19.
4. New encyclopedic dictionary. SPb .: B.g. T. 16.P. 532–533.
5. Kufaev M.N. Favorites. M .: "Kniga", 1981. P. 21, 37, 42–43, 48. It is no coincidence that Soviet bibliologists subsequently evaluated the views of M.N. Kufaeva as not completely Marxist (See: Ibid. P. 7).
6. See: G.G. Vorobyov. Document: Information Analysis. M., 1973.S. 7, etc.
7. Brief Dictionary of Archival Terminology. M.–L., 1968. S. 19–20.
8. See: A. N. Sokova. The development of Soviet records management in the context of the scientific and technological revolution (1960–1980). Abstract of thesis. diss. for a job. scientist. degree doct. ist. sciences. M., 1986; Ilyushenko M.P. To the concept of "document" (the evolution of the term and the subject of records management) // Soviet Archives. 1986. No. 1.P. 31.
9. Matyash I.B., Kuleshov S.G. Archival science and records management of Ukraine at the present stage // Domestic archives. 2002. No. 6. P. 55.
10. Khorkhordin T.I. Archives at the turn of the century // Proceedings of the Historical and Archival Institute. M., 2000.T. 35.
11. “Until now,” says the director of VNIIDAD M.V. Larin, - in document science and archival science, a clear, unambiguous and generally accepted term "document" has not been developed. At the same time, such a definition is necessary for the development of the theory of records management ”(Larin MV Development of the concept of“ document ”// Office work. 2000. № 1. P. 5).
12. See: E.A. Pleshkevich. Knowledge about the document: to the history of the issue // Domestic archives. 2003. No. 4. P. 27–29.
13. Kozlov V.P. Theoretical foundations of archeography from the standpoint of modernity // Theoretical foundations of archeography from the standpoint of modernity: Materials of the discussion. M., 2003.S. 7.
14. Starostin E.V. Terminological intervention // Theoretical foundations of archeography ... P. 51; Savin V.A. The phenomenon of the document: to the formulation of the problem // Proceedings of the Historical and Archival Institute. M., 2000.Vol. 35.
15. Savin V.A. Phenomenology of the document: formulation of the problem // Bulletin of the archivist. 2001. No. 1. P.171.
16. See: N.N. Kushnarenko. Document management. Kiev: Znannya, 2000.S. 93–117.
17. Stepanov E. What is a document? Types and systems of documents // Personnel Service. 2001. No. 11. P. 82–83.
18. Pleshkevich E.A. Decree. op. P. 28.

Document in a Changing World: Materials of the First All-Russian Scientific and Practical Conference (November 27 - 28, 2003) / Under. ed. Professor N.S. Larkova. Tomsk: Publishing house of Vol. University, 2004 .-- S. 3-13.

abstract

Coursework 44s., 22 sources, 3 applications.

DOCUMENTATION, DOCUMENT, MANAGEMENT DOCUMENT, DETAILS, CLASSIFICATION, UNIFICATION, STANDARDIZATION.

Research object: types of documents

Purpose of the work: to study the emergence and stages of development of management documentation.

The basics of organizing work with documents and the classification of documents are considered, the normative regulation of documentary support of management is studied, samples of organizational and administrative documents are considered.

Research methods: study of documents, classification, systemic method, formular analysis, unification of documents.

Scientific novelty term paper lies in the fact that the normative regulation of documentary support of management has been studied.

The practical significance of the work is associated with the possibility of using the materials of course work in the process of teaching lectures and practical classes in educational institutions of the courses "Documentation", "Organization and technology of documentary management".

FSBEI HPE "Kuban State Technological University"

Department of Sociology, Law and Human Resources

Social and Humanitarian Faculty

APPROVED

head Department of Sociology,

faculty: social and humanitarian

directions: 034700.62 - "Documentation and archival science"

R&D: "The emergence and development of a management document"

Relevance of the topic: this topic is relevant in application today, since the activities of any enterprise cannot be carried out without documentation. Correct compilation, use, transfer and storage of information in accordance with applicable regulatory legal acts contributes to the efficient operation of the enterprise and the achievement of the tasks and goals. Management (organizational and administrative) documents coordinate the activities of any organization and ensure the implementation of the assigned tasks. Many forms of managerial activity are expressed through the appropriate documents: administrative activity - the publication of various administrative documents; planning - through the preparation of various plans; accounting - in the form of compilation and processing of statistical, accounting, operational and technical documentation; control - by collecting information in writing. As carriers of information, documents act as an indispensable element of the internal organization of any institution, enterprise, any firm, ensuring the interaction of their structural parts and individual employees. They are the basis for making management decisions, serve as evidence of their implementation and a source for generalization and analysis, as well as material for reference and search work. In management activities, the document acts both as a subject of labor and as a result of labor.

The degree of scientific elaboration: the issue of the emergence and development of management documentation is devoted to the works of the following representatives of Russian science: K.G. Mityaeva, T.V. Kuznetsova, Ya.Z.

Livshits, M.P. Ilyushenko, A.S. Malitikova, V.D. Banaskzhevich, K.I. Rudelson. It can be noted that the works of these scientists have made a significant contribution to the study of the main categories of records management, they highlight certain aspects of records management.

Object of study: types of documents

Subject of study: evolution of the management document

Purpose of the study: to study the emergence and stages of development of management documentation.

Research objectives:

Define the concept of "document", "management document".

Consider the classification of documents.

Trace the change in management documents in different periods of the history of Russia.

Study samples of modern organizational and administrative documents.

Research hypothesis: the emergence of a management document is directly related to the emergence of the first authorities, with the change of which, over time, the form and types of management documents changed.

The theoretical basis of the research compiled the works of such authors as: T.V. Kuznetsova "Office work (organization and management documentation support technologies)" textbook for universities; NN Kushnarenko "Documentation" textbook; NSLarkov "Documentation" study guide; Kirsanova M.V., Aksenov Yu.M. "Course of office work: Documentation management."

Methodological basis of the research: the work used the principles of objectivity and scientific character, a systematic approach, formulary analysis, classification.

Research methods: study of documents, classification, system method, formular analysis, unification of documents.

Scientific novelty term paper consists in the fact that the study of the regulatory framework of documentation support of management.

The practical significance of the work is connected with the possibility of using coursework materials in the process of teaching lectures and practical classes in educational institutions of the courses "Documentation", "Organization and technology of documentation support of management."

Work structure: the work consists of an introduction, two sections, a conclusion and annexes.

1 Fundamentals of the emergence and development of a management document

1.1 Document concept

This section will focus on the emergence of the concept of "document", "management document", about the meanings of this term defined by different sources.

With the emergence of the state, the administrative apparatus and the authorities, it became necessary to document and consolidate legal relations between legal entities and individuals. This is how the official business written language was formed in all linguistic cultures. A business letter is designed to solve a number of universal tasks: to serve as a tool for business communication, linguistic means fixing (documenting) management, business, service information.

Documenting is a regulated process of recording information on paper or other media, ensuring its legal force. V business communication documentation is of particular importance. Indeed, a reference to any verbal agreement or order can be refuted or questioned, but if this agreement or order is in the form of a document, then the reference to it is legally justified. Documentation rules are established by legal acts of each state or developed by tradition.

The result of documentation is the creation of a document.

The concept of "document" is central, fundamental in the conceptual system of documentation. It reflects the signs really

existing objects serving as an object of practical activity for the creation, collection, analytical and synthetic processing, storage, search, dissemination and use of documentary information in society. This concept is widely used in all spheres of public activity. Almost every branch of knowledge has one or several versions of its understanding in accordance with the specifics of those objects that are given the status of documents.

In the Federal Law of July 27, 2006 N 149-FZ "On Information, Information Technologies and Information Protection" the following definition of the concept of "document" is fixed:

A document is information recorded on a material carrier with details that allow it to be identified.

There are also many concepts from other sources, for example, the Great Soviet Encyclopedia defines the concept of a document as a material object containing information in a fixed form and specially designed for its transmission in time and space.

Document (from Lat. Documentum - proof).

1. Business paper that serves as proof of something, confirming the right to something. Travel document. Voucher document. Monetary document.

2. Written official identification of the bearer. Identity card, passport. Correct your document.

3. Act, written evidence about something. Historical documents.

Each document consists of a number of its constituent elements, which are called details (name, author, addressee, text, date, signature, etc.).

GOST fixes the following definition:

The requisite of the document is an obligatory element of formalizing an official document.

Different documents consist of a different set of details. The number of details is determined by the goals of creating a document, its purpose, requirements for the content and form of this document. For many documents, the number of details is strictly limited. For a number of documents, the number and composition of the requisites are established by legislative and regulatory acts. But in any case, as follows from the definition, the information recorded on the material carrier must be formalized by putting down the necessary details. Only then does it become a document.

In document science, a document is considered as the result of fixing (displaying) facts, events, phenomena of objective reality and human mental activity in any convenient way on special material.

Documents, having fixed (displaying) information, thereby ensure its preservation and accumulation, the possibility of transferring to another person, repeated use, repeated and repeated return to it in time. They touch upon various spheres of human activity and are divided into text and graphic, traditional (handwritten, typewritten) and machine media, scientific, technical, personal and official, etc.

Official documents are documents created by legal entities or individuals, drawn up and certified in the prescribed manner.

Among them, a special category is made up of service (management) documents, which are determined by the state standard as official documents used in the current activities of the organization.

Management (organizational and administrative) document - a type of written document, which fixes the solution of administrative and organizational issues, as well as issues of management, interaction, support and regulation of the activities of authorities, institutions, enterprises, organizations, their structural divisions and officials.

As carriers of information, documents act as an indispensable element of the internal organization of any institution, enterprise, any firm, ensuring the interaction of their structural parts and individual employees. They are the basis for making management decisions, serve as evidence of their implementation and a source for generalization and analysis, as well as material for reference and search work. In management activities, the document acts both as a subject of labor and as a result of labor.

Many forms of managerial activity are expressed through the appropriate documents: administrative activity - the publication of various administrative documents; planning - through the preparation of various plans; accounting - in the form of compilation and processing of statistical, accounting, operational and technical documentation; control - by collecting information in writing, etc. Therefore, documents can be classified according to their purpose as means:

Regulation of activities (charters, regulations, regulations, rules,

instructions, etc.);

Administrative activities (orders, instructions, regulations, decisions, orders, etc.); accumulation and generalization of information (reports, acts, reports, etc.);

Information transmission (letters, telegrams, telegrams, etc.).

1.2 Document classification

In the process of management, the information recorded in the document is not only the basis for making a decision, but also evidence of its implementation, a source for analysis and generalization, material for reference and search work. Thus, in managerial activity, the document acts as an object and result of labor.

The basis for creating documents in an institution is the need to certify the presence and content of management actions, the transfer of information, storage and use for a certain time.

In order to develop certain principles for the preparation, execution of documents, forms and methods of working with them, they are classified according to a number of signs.

Classification (Latin classic - category, group) of a document is a system of their subordination, used as a means of establishing links between classes of documents, as well as for orientation in their diversity.

Classification is one of the methods of cognition. Without her

it is impossible to study diversity existing species documents, systematize them, establish the differences between the types of documents allocated on various grounds. A correctly drawn up complex classification reflects the patterns of development of documents, reveals the connections between them, helps to navigate in any of their set, serves as the basis for their ordering in document systems.

All documents on the activities reflected in them are divided into two large groups. The first is documents on general and administrative issues, i.e. on the general management of the enterprise (organization) and its production activities. These documents can be drawn up by employees of all divisions of enterprises. The second group - documents on management functions. Such documents are drawn up by employees of financial authorities, accounting, planning, supply and sales departments, and other functional divisions.

Documents are classified by name: service letters, orders, protocols, acts, memoranda, contracts, etc. The design of all these documents is unified, but in content they can be completely different.

Classification by information component of the document:

By the level of generalization of information: primary - containing information that is a statement (description) of the results of study, research, development, etc. and is original in nature; secondary - resulting from analytical and synthetic processing of one or more primary

documents.

By the nature of the symbolic means of fixing information: text and non-text

In terms of the dimension of recording information - the place occupied by the document (its material basis) in space. Distinguish between one-, two- and three-dimensional (volumetric) documents

By designation for the perception of information: human-readable and machine-readable.

By the channel of information perception: visual, tactile, auditory, audiovisual documents.

By the method of documenting (or fixing information on a medium): handwritten, printed, mechanical, magnetic, photographic, optical, laser and electronic documents.

Classification by the physical (material) component of the document:

According to the material of the information carrier: artificial and natural material basis.

By material structure or form of information carrier: sheet document, code document, card, tape, disk, combined.

Classification by a document according to the circumstances of their existence in

external environment:

Regularity of publication: periodic and non-periodic.

By the time of appearance in the external environment: original and copy.

By place of origin: local, regional, national (nationwide), foreign (foreign)

Typological classification of documents

The typology of a document is its assignment to a certain type according to a set of characteristics.

The most essential type-forming features for classifying documents are the intended purpose of the document, reader's address, the nature of the information or the style of presentation (genre) of the work, etc.

The purpose of the document is its conditionality by the needs of a particular sphere of social activity: science, production, education, management, etc.

Purpose is closely related to the specific functions performed by an individual document or set of documents.

The classification can be based on the typology of documents according to the following functional and target settings:

Ensuring the governance of society (white paper)

Security scientific information society (scientific document)

Ensuring the popularity of the achievements of science, technology, production, 15

their stories (popular science document)

Ensuring the process of teaching and upbringing (educational document)

Production Assurance (Production Document)

Providing the community with reference data (reference document)

Providing secondary information to society about the content of primary information sources (information document)

Ensuring familiarization of society with the content of works of art (literary and artistic document)

Purpose is the most important characteristic of a document, which largely determines its form, composition, presentation style, etc.

Thus, on the basis of a complex of attributes, types of documents are formed according to which a general, abstracted from industry specifics, basic classification of documents is built. There is a close relationship between the types and types of documents, so there are difficulties in clearly distinguishing them.

2 Features of the emergence and development of a management document.

2.1 Management document in various historical periods of Russia.

In the second section, we will study management documents in various historical periods of Russia, their types, design features and information assigned to each type of document, as well as the state of modern organizational and administrative documents.

The history of the emergence and development of management documentation is directly related to the development of office work in Russia, the evolution of which, in turn, is associated with the history of Russia. The earliest stage is management documents in the Old Russian state.

At the early stages of the development of the Old Russian state and during the period of feudal fragmentation, state institutions did not yet exist. But already in the V century. BC the ancient Roman plebs demanded the introduction of clear "written" laws. The creation of laws and regulations fixed on paper was also the main requirement of medieval uprisings. The documents at that time were of the legal nature of relations. When the laws appeared, the clerk was required to have absolute accuracy of wording and impeccable knowledge of the form of presentation, otherwise the document would lose its force. With the development of writing, documents have become a way of communicating and transmitting information.

In the X century. in the Old Russian state there was a culture of writing documents, stable models of references began to be developed and

completions in documents, forms, i.e. typical stable forms of separate, most common documents, from which were made up a kind of manuals for office work - "formulary". The most ancient form of a management document in Russia was a letter of command - a business document (mainly, the so-called acts) and letters (official and private). The term was borrowed from Byzantium, where grammata denoted messages, decrees, and any other written documents .. With the increase in the volume of office work, the writing schedule changed: initially, the documents were drawn up in a statutory manner of writing, characteristic of book business with writing out letters with straight outlines. Documents were written in solid text, without division into separate words. From punctuation marks to the XIV century. the period at the end of the sentence was used.

The period of the formation and development of state office work is usually called the order period - after the name of the first state institutions - orders. This period covers the time from the 15th to the 17th centuries. The specific composition of the documents of the clerical office work was rather monotonous. All administrative documents that existed during this period are grouped into the following main types: letters (royal decrees or letters of command), sentences, orders, reports, memorials, formal replies. However, within each species, there were many varieties. Unsubscribe - documents received in orders from localities, from governors; letters are royal decrees sent from orders to places - boyars, governors, clerks. Orders submitted to the tsar unsubscriptions or reports; the tsar gave orders to the governors and other local chiefs; orders were carried among themselves by memories. The most important feature an official document is its form - a set

stable information elements (requisites, language formulas) of the document, located in a certain sequence, specific for each type of document. The form is the result of the recurrence of managerial situations and managerial actions. In the documents of the clerical office work, most of the details have not yet been separated from the text, i.e. appeal, addressee, date of the document, designation of the author, etc. and the actual content of the document constituted one continuous text. Typically, a document began with a title, date, or designation of the author and addressee of the document. We can say that in the form of documents of the order period, there are stable forms, samples, according to which the office work was carried out. The procedure for preparing documents in the clerical office work included the following main stages: the receipt of a document for consideration; preparation of the case for the "report"; consideration and decision of the case; execution of the document containing the decision.
In general, during the ordering period, a system of office work for central and local institutions, cadres of clerical employees are formed, stable forms of management documents and methods for their preparation are created. Questions were developed on the correct keeping of the registration of documents, which ensured the safety of documents, prompt maintenance of reference work, control over the movement of documents and their execution. Also, the issues of documenting and the movement of cases (workflow) were worked out in detail.

The next stage in the development of management documentation is associated with the establishment of collegiums by Peter I. Initially, each collegium was guided by its own rules, then the "General Regulations", approved by Peter I on February 28, became the legislative basis for the reform.

1720 The General Regulations introduced a system of office work, which was called "collegiate" after the name of a new type of institution - collegia. We can say that with the publication of the General Regulations, office work is on the firm ground of the law. It also elaborates in detail the issues of documenting and the movement of cases (workflow). A serious innovation was the introduction of the signature of the head of the public office on the document and the members of the collegium who took part in resolving the issue. For the first time, Peter I began to personally sign the decrees issued by him. All office work of the board was carried out under the supervision of a secretary. The important papers were drawn up by him, the rest were prepared under his supervision. Clerical work was distributed among the employees, and the responsibilities of each were strictly defined by the regulations. Thus, the notary kept minutes ("everyday notes") on all cases that were decided in the collegium. Every day, on a special sheet, he wrote down all the cases that were reported to the presence and drew up a resolution on them - a decision made by an official or an advisory body. At the end of the month, these sheets were rewritten and intertwined. The notary kept a register of outstanding cases, and the secretary against each noted who had it in the proceedings. This register was constantly on the table of presence in front of the presidium seat, so that the members of the collegium could see how many unresolved cases they had. The actuary kept a general journal of all incoming papers, kept the papers, was responsible for their safety and was in charge of the preparation of office supplies. If in the orders on the received documents the clerk put down the date of receipt, then in the collegiums, along with the date, a registration number appears, corresponding to the number of the entry in the registration book. The General Regulations established the procedure for considering and resolving an issue, which included: entry of the case, preparation of the case for hearing (consideration and decision), hearing of the case and

decision-making, execution of the decision and bringing it to the executor, control over the execution of the decision, archival storage of cases.
All packages addressed to the college were handed over to the officer on duty, who signed for receipt and passed it to the presence without printing it. Decrees sent from the Senate were printed in the presence of the president of the college himself, and the rest of the papers - by the senior member of the presence. Further, all the papers received were marked by the secretary with the designation of the time of their receipt and were handed over to the actuary for recording in the registration books. At the same time, the registration number was put on the incoming document itself, and in the registry it was marked to which table the paper was transferred for execution. Each document was handed over to the office clerk against a receipt entered in the receipt book. When the case was returned, such receipts were destroyed, and the time of the return of the case was noted in the book. The preliminary preparation of the case for consideration in the presence of the collegium was carried out by the assistant secretaries and clerks under the direction of the secretary. The preparation of the case for the report included the collection of all the necessary information on the case (for this, clerical inquiries could be sent to other institutions) and an extract of all existing legalizations in this case. The result of this work was a report and a brief note on the case (or an extract) with summary the essence of the issue, all the circumstances of the case and the existing laws in accordance with which the case should be decided. The course of the discussion of the issue and the decision taken were recorded by the notary in the minutes ("daily note" or journal). If a member of the collegium had a dissenting opinion, he had the right to demand that it be recorded in the protocol, and his demand was fulfilled. The protocols were signed by all members of the board on the same day. Thus, the General Rules provided for the systematic recording of the entire course of the discussion of cases.

During this period, the system of office work became much more complicated. A large number of new documents arose in the collegiate office work, and the documents of the office work received new names, which was the result of the massive penetration of borrowed words into the Russian language, reflecting the Westernizing nature of all Peter's transformations. There were also new names of documents: promissory notes, bonds, reports, memorials, reports, magazines, protocols, correspondence, instructions, etc. Sentences, letters of command, orders were replaced by decrees, regulations, instructions, resolutions; correspondence - memory and unsubscribe - replaced by relationships, reports, reports, reports, statements, news. In the 18th century, private individuals continued to apply to government institutions in the form of petitions, then a new name was fixed - a petition. The correspondence between the military is characterized by such documents as rescripts, reports, reports, dispatches, orders, instructions. Personnel records were recorded in states, timesheets, lists, statements. The course of hostilities was reflected in deployments, dispositions. Treaty relations with foreign states were enshrined in treatises, treaties, conventions, instruments, protocols. The court documentation consisted of interrogations, oath promises, testimonies; the result of the trial was reflected in sentences, rulings, and extracts from magazines. For accounting, they kept a balance sheet, tables showing the state of economic activity. The form of documents also underwent significant changes in the time of Peter the Great. For many of them, "master forms" are being developed - templates, according to which documents should be drawn up. In collegiate office work, the date of the document is separated from the text and becomes an independent element of the form: in many documents it is written under the text on the left side of the sheet. An independent element of the form becomes and

Title of the document; in some cases, it is adjoined by the designation of the summary of the document. In addition to the details that stand out from the text, a number of details appear that reflect the various stages of the documenting process or the stage of document processing: signatures, approval marks, registration indices, control mark, referral mark, etc. In general, collegiums' office work was characterized by a significant increase writing and formalities, which contemporaries complained about.

Ministry system and management document

The beginning of the 19th century was marked by a new reform of public administration and office work, which mainly affected the upper level of government - higher and central institutions, and together with the reforms of Catherine II in the last quarter of the XVIII century. completed the formation of a system of central and local institutions. It should be noted that the very concept of office work (this term appeared in the second half of the 18th century) denoted the activities that were engaged not only and not so much by the office, but by the entire apparatus of the institution as a whole. The term "office work" comes from a combination of the words "case proceedings", and under "case" at that time was understood not a folder with documents, as in the modern clerical meaning of the word, but a considered and resolved issue: the proceedings of a case are nothing more than solution of the case. Since any decision presupposed its written recording at all stages, then, naturally, office work was understood as "the rules by which the office is guided in the preparation of memoranda, journals, definitions and acts in general, and executive papers." categories: current affairs (cases received on a general basis in accordance with

established order) - reports, statements, submissions, correspondence, etc.; emergency cases - their solution required the adoption of new resolutions, or cases on detected abuses; cases that are "time impatient" or urgent. Emergency and urgent matters were considered first. Documents created in the process of "case proceedings" can be divided into two groups: documents that made up the internal office work of the institution (notes, certificates, extracts, meeting journals, registration journals, desktop registers, etc.), and documents received by the institution from other institutions and sent to other institutions, including - "executive papers". Since in the last quarter of the XVIII century. As a "hierarchy of powers and places" was formed, which determined the system of "relations" between institutions of various types, then ministerial office work had no choice but to "fit" into this system, which did happen. The ministries received from the higher institutions: from the emperor - decrees, orders; from the Council of State - the highest approved opinions; from the Senate - Senate decrees; from the Committee of Ministers - extracts from the journals of meetings. Ministers to higher authorities sent the highest reports (to the emperor), opinions, proposals, representations. Ministries exchanged with equal institutions through relations, messages, official letters. The orders of the ministers were sent to the subordinate places and persons, from them they received reports, reports, representations. Thus, the system of ministerial office work supplemented the existing one at the end of the 18th century. a system for documenting local institutions. Serious changes in the management system, the corresponding restructuring of the system for documenting the activities of new institutions led to changes in the form of the document. In the office work of hysteria, forms of institutions appear with an angular arrangement of requisites. Forms were printed by typographic method or

were written by hand. The structure of the requisites of the form includes the name of the institution, the names of structural divisions, reflecting the place of the division - the author in the structure of the institution (department, department, table). The date of the document is also included in the details of the form, as well as the registration index of the document. The heading to the text of the document takes its own place, located directly under the details of the form (almost the same as in modern documents). A link to the received document also appears (a prototype of the modern props "Link to the date and number of the incoming document"), which does not yet have a unified form and may look different: "Answer to? ..." or: "From such and such" etc.

The "Addressee" property, which appeared in the 18th century, acquires a stable appearance. in collegiate office work, it is an indication of the position of a person in the dative case or the name of a place of presence. Receives a certain form of certification of the document: signatures and clips on the document include the title of the position of the person who signed or fastened the document and his personal signature. Despite the significant changes that the system of ministerial office work has undergone, especially in the initial period of its formation, by the end of the 19th century. life demanded more flexible forms of office work and its acceleration. For rapidly changing social relations, the system of ministerial office work continued to remain cumbersome and unwieldy, despite the fact that in the last third of the 19th century. first in the office work of the military department, and then in civilian ministries and institutions, typewriters began to be used. Their appearance was a truly revolutionary step in documenting the activities of institutions. It accelerated all the written work of the office, made it possible to simultaneously produce several copies of documents, significantly reducing the volume

handwritten works. Moreover, the typewritten text has become more compact, due to which the volume of documents has been reduced.

The advent of the telegraph gave rise to a new type of correspondence - telegrams, which very quickly became mass documents; the invention of the telephone led to the appearance of telephone messages - a written record of a message transmitted over the telephone.

Throughout the 19th and early 20th centuries. legislative regulation of office work of higher, central and local institutions is carried out. Thanks to the system of codification of legislation adopted at that time in the Laws of the Russian Empire, it is quite easy to obtain detailed information on the legislative regulation of the office work of institutions of any level.

For the execution of administrative documents, a resolution of the Council of People's Commissars of March 2, 1918 "On the Form of Forms of State Institutions" was adopted, which listed the mandatory details of the form of documents. During the formation of the Soviet state apparatus, much attention was paid to the simplification and rationalization of office work. Since the complexity of the workflow in the country has been taking place for a long time, in the twentieth century, actions are being taken to simplify the paperwork for more convenient transfer, storage, use of information, since with the change in state institutions, the volume of documentation increased and office work needed to be rationalized.

A new project of office work was proposed. In the draft of the "new office management system" of the ITU, the following general principles for optimizing the activities of the surveyed objects were set out: 1) organization

office work should be uniform for the entire institution; 2) registration of documents should be one-time and made in the most simplified form; refusal, where possible, from registration; 3) the number of instances through which each document passes is reduced to a minimum; 4) reference work is provided with the least expenditure of energy and time; 5) control over the execution of documents should be a substantive check, not formal; 6) supervision, leadership and responsibility for the organization of office work is assigned to a specific person.
After setting out the general principles, specific recommendations were given for improving the office work for the surveyed object. An important stage in the development of office work problems can be considered the draft "General Rules for Documentation and Document Management" prepared by the ITU (published in 1931). It accumulates advanced practical experience accumulated by this time by various departments and organizations, summarizes the research of domestic and foreign scientists. It was supposed to introduce "General rules" as standard and uniform for all institutions. The "Rules" consistently and fully presents the entire technology of operations, including the preparation of cases for submission to the archive and their archival storage. It is quite appropriate, given the high scientific level of implementation of the "Rules", their national significance, a comparison of this document with the Unified State System of Office Work (USSD). Unfortunately, the "Rules" have not been finalized based on feedback from institutions and have not been finally approved. The ITU was liquidated in April 1932.
With all the variety of types and forms of documents actually circulating in Soviet institutions, the streams of documentation continued to remain disordered in form and content. In this

communications by the end of the 20s. the problem of their unification and standardization arose sharply. In the ITU, a special structural unit was organized to deal with these issues at the all-Union level - the Cabinet of Standardization. He developed standards for service letters, telegrams, telephone messages, protocols, notifications, etc. The materials used in office work (paper, ink, tapes for typewriters, etc.) were standardized; office tools and items, including office furniture. The work of the Cabinet on the standardization of paper formats was successful (in particular, the experience of Germany was used).
In the 20s. systems of special documentation also developed. Taking into account the complete dominance of the concept of building socialism, the emphasis was placed on documenting functions such as planning, accounting, control. Gradually, the documents created in the field of planning became more ordered in structure, content of indicators and in form.
In the 30s. a rigid, centralized administrative-command system of management is being formed and strengthened, which excludes the possibility of considering alternative approaches to organizing public office work. A rigid system of powers was established in the publication of certain types of documents for each hierarchical structure. These innovations have simplified and streamlined the documentation processes in the highest echelons of power. During this period, research was carried out on the standardization and unification of special documentation systems. Certain successes were achieved in the rationalization of accounting and personnel documentation, repeated attempts were made by the authorities to change for the better the work with applications, complaints and letters from workers. In 1928

year, the State Institute of Management Technology, together with the archival service, issued the "Rules for setting up the archival part of office work in state, professional and cooperative institutions and enterprises of the RSFSR", in which recommendations were given on compiling lists of documents and cases circulating in institutions, and rules for their destruction (for expired documents).
In 1931, the draft "General rules for documentation and workflow" was published. It summarized the best practical experience accumulated by that time by various departments and organizations, summarized the research of domestic and foreign scientists.
In 1966, the All-Union Scientific Research Institute of Documentation and Archival Affairs (VNIIDAD) was established. He developed the Unified State System of Office Work (EGSD).
In 1988, the head of the Main Archive Department approved the "State System for Documentation Management" (GSDOU). This document is still the main one. regulatory document on the organization of office work in our country. GSDOU was reprinted several times, edited, some provisions were removed and added from it.

2. The current state of the management document.

The modern classification of management documentation is enshrined in OK 011-93 - All-Russian Classifier of Management Documentation. OK 011-93 defines 9 unified documentation systems:

1.Unified system of organizational and administrative documentation (USORD)

2. Unified system of primary accounting of documentation

3.Unified system of banking documents

4. Unified system of financial, accounting and reporting accounting documentation budgetary institutions and organizations.

5. Unified system of reporting and statistical documentation.

6. Unified system of accounting and reporting accounting documentation of enterprises.

7. Unified system of labor documentation.

8. Unified system of documentation of the pension fund of the Russian Federation.

9. Unified system of externally - trade documentation.

USORD includes:

1.Documentation on the establishment of an enterprise organization.

2. Documentation on the reorganization of the enterprise.

3. Documentation on the liquidation of the organization of the enterprise

4. Documents on the privatization of the state and municipal organization of the enterprise.

5. Documentation on the administrative activities of the organization of the enterprise.

6. Documentation on the organizational and regulatory regulation of the activities of the organization of the enterprise.

7. Documentation on the operational information regulation of the activities of the organization of the enterprise.

8. Documentation for hiring.

9. Documentation for transfer to another job.

10. Documentation on dismissal from work.

11. On registration of vacations.

12. On registration of incentives.

13. On registration of disciplinary sanctions.

USORD is represented by three main groups of documents:

organizational and legal, administrative, informational and reference.

Organizational documentation.

Organizational and legal documents include: charter, regulations, regulations, job descriptions, instructions for certain types activities, staffing, rules, memos and others. They contain provisions that are strictly binding for the execution and implementation of the norms of administrative law. These documents must be approved by the head of the organization or a collegial body.

All state, municipal, private enterprises, public associations operate on the basis of the charter.

The charter is a set of rules that register the activities of organizations, institutions, societies and citizens, their relationships with other organizations and citizens, rights and obligations in a certain area of ​​state or economic activity. There are, for example, the Charter of a voluntary sports society, the Charter of a joint stock company, the Charter of a limited liability partnership, etc. Separately, it is necessary to highlight the charters that determine the organization of a particular sphere of activity of the Armed Forces of the Russian Federation (Military Regulations, Disciplinary Regulations, etc.). The following re-visits must be present in the registration of the statutes: name of the ministry, name of organization, type of document,

index, date, place of publication, stamp of approval (in the case of a private enterprise, indicate by whom it is registered). In the requisite "text", it is necessary to provide for such sections as general provisions, basic functions, rights and obligations, management, relationships and communications, -production and economic, commercial activities, property and funds, control, verification and audit , reorganization or liquidation. Depending on the form of private ownership (limited liability partnership, closed or open joint-stock company, etc.), sections in the text are changed, added. Includes, for example, sections such as share capital, shares and securities, profit distribution, fund formation, etc. After the text is signed by the head.

A regulation is a normative act that establishes the order of formation, structure, function, competence, duties and organization of the work of the system of state bodies (these are the general provisions on the ministries of the Russian Federation), one body (for example, the Regulation on the state automobile inspection, the Regulation on the general regional administration department, etc.) or a structural unit (commissions, groups). A separate group should be allocated to the provisions governing the totality of organizational, labor and other relations on a specific issue (for example, the Model Regulations on the conduct of office work on proposals, applications and complaints of citizens in state bodies, at enterprises, in institutions; most there are many varieties of provisions on holding competitions, reviews, etc.). Provisions are typical and individual. Typical ones are being developed for the system of institutions and enterprises. The text of the regulation must include such sections as the general part (pre-ambula), basic functions, rights, the procedure for the formation and organization of work, etc., depending on the nature

provisions.

The template of the regulation includes the following details: name of the ministry, department, name of the organization, name of the structural unit, date, index, name of the type of document, place of publication, stamp of approval, heading to the text, text, signature, mark about agreement. The statutes and regulations are complex documents. Their structure and content, as a rule, are determined by the development institutions.

An instruction is a legal act issued by a public administration body (or approved by its head) in order to establish rules governing organizational, scientific, technical, technological, financial and other special aspects of the activities of institutions, organizations, enterprises (their subdivisions and services), officials and citizens. Instructions are also issued in order to clarify and determine the procedure for the application of legislative acts and administrative documents (for example, orders). The heading of the instruction should clearly outline the range of issues, objects and persons to which its requirements apply (for example, "Instruction on the conduct of office work in the apparatus of the Administration of the Novosibirsk Region", "Job description for the inspector for control ...").

The text of the instruction is divided according to a certain logical scheme into sections, paragraphs and subparagraphs. As a rule, the instruction begins with the section "General Provisions", which indicates the purpose of its publication, scope, application procedure and other general information. An instruction is a permanent or long-term document (until it is replaced with a new one).

Since the text of the instructions is of a guideline character, it recommends 33

clear wording with words that have a decisive meaning, such as “must”, “should”, “necessary”, “has the right”, “not allowed”, “recommended”, “prohibited”, etc. The text of the instruction is presented from a third party (for example, “Managers or, on their behalf, other officials of state bodies, enterprises, institutions and organizations must systematically analyze, summarize proposals, statements, complaints of citizens, practical comments contained in them. .. ") or in an impersonal form (for example," Repeated proposals, applications, complaints of citizens are assigned the next registration index when they are received, the registration indexes of the first proposal, application, complaint are indicated in the corresponding column of the registration control card. .. ").

The instruction is drawn up on a common form. It is approved by a special administrative act or directly by the head. The instructions can be marked that it is an attachment to the administrative document. When the instruction is approved by an administrative document (order, order, etc.), it sets the deadline for introducing the instruction, lists the necessary organizational measures, and indicates the responsible executors. If the term for the introduction of the instruction is not indicated in the text of the administrative document, the date of signing and registration of the document is considered to be such.

Administrative documents.

The main purpose of administrative documents is to regulate activities, which allows the management body to ensure the solution of the tasks set, to get the maximum effect from the activities of the organization. Such documents include: order, order, instruction, decree, resolution, decision.

A decision as an administrative document is a legal act adopted by the collegium of a ministry or department, a scientific council, etc.

An order is an act of management of a state body, which has an authoritative character, issued within the framework of the competence assigned to an official, a state body, which is binding on citizens and organizations to which this order is addressed. Orders are by-laws and are divided into two groups : orders of general, long-term action and orders relating to a specific issue, an individual case. Orders are issued by the government, ministries, departments, administrations of territories, regions, cities, districts, administrations of enterprises, institutions within the limits of the rights granted to them by the laws of the Russian Federation.

Direction - an administrative document issued by ministries, departments, organizations, mainly on issues of informational and methodological nature, as well as issues related to the organization of the execution of orders, instructions and other acts. The right to sign instructions is delegated by the head to his deputies or heads of departments within their competence. Preparation and execution of instructions are carried out in accordance with the established procedure for the preparation and execution of orders.

An order is a legal act issued by the heads of ministries, departments, departments, administrations, institutions, associations, organizations, enterprises operating on the basis of one-man management. The order is issued to address the main operational tasks facing this body. By its legal nature, an order can be a normative act of management containing rules of law that implement certain areas of public

relations, and the act of applying the rule of law (for example, an order for appointment to a position).

The order is the most common type of administrative document used in management practice. It is published on the creation, liquidation, reorganization of institutions or their structural divisions, approval of regulations, instructions, rules and similar documents requiring approval, organization, enterprise, as well as on personnel matters acceptance, transfer, dismissal of workers, etc. By means of an order, the head sets the main tasks for the employees, indicates the ways of solving fundamental issues. The order is mandatory for all employees of a given organization or industry. In some cases, the order may concern a wide range of organizations and officials, regardless of their subordination.

Information and reference documents.

Reference documents provide information that prompts certain decisions, i.e. initiate management decisions, allow you to choose one or another mode of action. Such documents include: business letter, protocol, memo, proposal, presentation, explanatory note, statement, act, certificate, summary, conclusion, review, list, list and others.

Help is a document containing a description and confirmation of certain facts and events. Certificates are of two types: with information about facts and events of a service nature and issued to interested citizens and institutions to certify a particular legal fact. A more numerous group is made up of certificates of the second type. They are issued daily. These are certificates of confirmation of the place of study and work, about the position held, salary, place of residence, availability

dependents, etc.

Memorandum - a document addressed to the head of a given or higher institution and informing him about the current situation, a phenomenon or fact that has taken place, about the work performed, as well as containing the conclusions and proposals of the co-founder. The memo is prepared both at the initiative of the employee himself, and at the direction of the management. The purpose of a proactive memo is to induce a manager to make a decision. Therefore, its text is clearly divided into two parts. In the first, ascertaining (descriptive), the facts that have taken place are stated or the situation is described, in the second proposals, requests are stated. Memorandums inform the manager about the progress of work. Such notes are submitted regularly.

An explanatory note is a document explaining the content of certain provisions of the main document (plan, report, project, etc.) or explaining the reasons for any event, fact, or deed. Accordingly, explanatory notes can be divided into two groups. The first includes documents that most often accompany the main document and explain the content of its individual provisions. They are drawn up on the general letterhead of the institution. The second group consists of explanatory notes about any incidents, situations, actions and behavior of individual employees. The text of such notes must be convincing, contain irrefutable evidence. As well as internal memoranda, they are drawn up on blank sheets of paper with reproduction of the same requisites and signed by the compiler.

Act is a document drawn up by several persons and confirming an established fact, event, action. Most often, acts are drawn up by commissions, both permanent and

appointed by an administrative document (usually by order) at the direction of a higher organization or head. In some cases, the act may be drawn up by one or more officials.

Since the current state of the documentary environment is associated with the development of information technologies. Of great importance in modern management are computer technologies and tools that provide, on the basis of current legislation and other legal norms, the promptness of fixing, collecting, processing, searching and transmitting information, the reliability of its storage, remote access, providing information to the right time, on the right medium and in the right form, taking into account all the requirements. Document management in modern conditions is a complex organizational and technical task. Without solving this problem, real chaos can reign in the field of document management of the organization. Loss of documents, delay in approval - these and many other negative consequences of illiterate document management can be avoided by implementing a corporate electronic document management system (EDMS). Therefore, an electronic document acquires a new meaning in management activities - this is a collection of data recorded on a tangible medium and / or transmitted via electronic communication channels with details that allow identifying this information and its author. An electronic document can be created on the basis of a paper document, on the basis of another electronic document, or generated in the process of information interaction between the parties without any prototypes.

Conclusion

The activities of any enterprise cannot be carried out without documentation. Correct compilation, use, transfer and storage of information in accordance with applicable regulatory legal acts contributes to the efficient operation of the enterprise and the achievement of the tasks and goals. Management (organizational and administrative) documents coordinate the activities of any organization and ensure the implementation of the assigned tasks. Many forms of managerial activity are expressed through the appropriate documents: administrative activity - the publication of various administrative documents; planning - through the preparation of various plans; accounting - in the form of compilation and processing of statistical, accounting, operational and technical documentation; control - by collecting information in writing. As carriers of information, documents act as an indispensable element of the internal organization of any institution, enterprise, any firm, ensuring the interaction of their structural parts and individual employees. They are the basis for making management decisions, serve as evidence of their implementation and a source for generalization and analysis, as well as material for reference and search work. In management activities, the document acts both as a subject of labor and as a result of labor. During the course work, the concept of "document", "management document", electronic document was defined. The classification of administrative documents and their evolution at different historical stages of the history of Russia is considered.

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