2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16
Documentation refers to the recording of information in accordance with the regulated rules, that is, the procedure for processing documents in a special manner. Since the process of recording data can be carried out by various means, the documents in the practice of management activities are very different - handwritten, graphic, typographic, photo and video materials.
Documentation of management activities is a regulated procedure, which gives it a guarantee of legal force - a quality that is in the current legislation.
Today, various means of documenting are used: from simple ones (such as pencils and ordinary ballpoint pens) to more complex electromechanical ones (this includes a tape recorder, video camera, phono device, etc.) and automated, computer. Documentation methods also depend on the means used. It can be text, electronic, film and photographic.
Management activity usually uses text documents written by hand or created on a computer. That's whythey are called management records.
Documentation is always the fixation of some information on a specific carrier, with special details, by which it is then identified. Documentation of management activities creates the means and grounds for regulating the activities of both an individual official and the financial or organizational actions of the entire enterprise.
Documentation may differ in its functions, purpose, content, degree of secrecy and availability of information. Addressing factors make it possible to classify it into interorganizational and external. The first, which does not go beyond one institution or organization, and is conducted between its participants, is called service. The second - external documentation - is carried out between organizations of various types, individual officials who are not directly subordinate to each other.
Technical documentation is carried out in compliance with established standards, which are different for any type of document. For any management activity, this is especially important, because in this way documentation acquires legal force, which serves as the surest proof of the authenticity of the information contained in it.
Documentation of management activities imposes specific responsibilities on officials or management bodies that carry it out. So, during the creation of any official documents must be observedcurrent legislative norms, registration rules, which are nationwide. In addition, each document must be accompanied by details of the organization, legally significant: its name and decoding, signatures and seals of the management or a certain department of the enterprise, date of compilation and number in the registration book, stamps of approval, etc. Finally, documentation of managerial activities should issue documents strictly within its own competence.
Documents differ in degree of authenticity. Drafts or copies from the main documentation contain only certain text, and do not contain the same legal force as the originals. The authentic document is considered to be the one that contains the information and the above details confirming its validity and authenticity.
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