Clerical work

Paperwork is divided into three stages:

• Creation of documents (documentation);
• Organization of movement and accounting of documents (document flow);
• Storage of documents (archiving).

The composition of organizational and administrative documents is determined in accordance with the All-Russian Classifier of Management Documentation ( OKUD ). General recommendations for documenting management activities and organizing work with documents in Russia are established by the national standard of the Russian Federation GOST R 7.0.97-2016 "System of standards for information, library and publishing. Organizational and administrative documentation. Requirements for paperwork" ^[2] .

Workflow - the organization of the movement of documents at the enterprise from the moment they are created or received until completion: sending from the organization and (or) sending to the archive.

Document flow is the movement of documents from the moment they are received or created until the completion of execution, sending or putting into action. There are three main streams of documentation:

1. documents coming from other organizations (incoming);
2. documents sent to other organizations (outgoing);
3. documents created in the organization and used by employees of the organization in the management process (internal).

Documents received by the organization are:

1. primary processing;
2. preliminary review;
3. Registration
4. management review;
5. transfer to execution.

Workflow of accounting documents

In accounting, there are five main stages of workflow :

1. Drawing up a document at the time of the transaction;
2. Transfer of a document to accounting;
3. Verification of accepted documents by an accountant in form, content and arithmetic verification;
4. Document processing in accounting, which includes:
   1. taxation (calculation of the cost of a business transaction);
   2. grouping;
   3. account assignment (indication in the primary document of correspondence of accounts);
5. Submission of documents for storage in the archive .

Secret workflow

All secret documents pass through special units of enterprises or departments. Accounting and document management is carried out according to special rules, in Russia it is regulated by the law “On State Secret ” ^[3] .

Automation of secret document management and office work in secret regime units is carried out using the program of the automated secret office system (AS SDP) ^[4] .

Electronic Document

In some organizations, a system of electronic document processing and document exchange between units (internal recipients) has been introduced.

To organize electronic document management, a database is created on the organization’s server , where all created documents are stored. Access to the database is through a browser (as a rule, the developer of the created interface determines the browser support). Access is possible both on the local network (internal) and through the Internet (external).

Documents are saved or loaded into certain dedicated folders of the organization. Folders are distributed in accordance with the hierarchical structure of the organizational unit.

Create, modify, delete created documents has the right to a person endowed with relevant rights.

• Workflow automation system
• Clerk
• Electronic archive system