Regulations on the document flow of the organization. An example of workflow in an organization

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

A document is information presented in a form appropriate to its content and purpose. A document is created with a purpose, by someone for someone. But not always the source of the document and / or its addressee will be a person. The modern level - when it is possible and necessary to effectively and practically include machines and mechanisms in the control loop.

The process, features and speed of the movement of a document depends on its form, content and functioning of the "environment of movement". Success, economic indicators and social efficiency depend on how well the document flow in the organization is set up, and this is: the quality and life of the company.

About documents and workflow

Administration, form and procedure of workflow on the example of an organization, is not regulated by law. There are GOSTs, by-laws and mandatory recommendations. As part of accounting documents, papers for obtaining a loan ormedical reports are the norms of the law.

A document is not always a strict written form. It can be:

• a form in which specific fields are filled in a certain way, having the exact semantic and syntactic content;
• a page made according to a specific form for a specific application (letter, order, terms of reference, staffing, …);
• free-form (explanatory note of the employee, gratitude for labor achievements, resolution on the application, …).

All three versions of documents can be presented on paper or electronically and, due to the availability of technical and legal tools, they are absolutely equivalent, although there are still cases when only paper form is possible.

Despite the lack of legislative regulation of the form and content of the document and workflow, there is a rigid, generally accepted and not discussed practice of creating, moving, storing or destroying documents, which each organization is free to adjust to itself in absolutely any way.

Perfect example of document flow in an organization

It is fundamentally impossible to achieve the ideal:

• in any sphere of life and activity,
• anytime,
• anywhere in space,

because each new approach makes it possible to see new horizons. There is a desire and a need to follow them. Documentation is no exception. On the contrary, it is a demonstrative and lively example of dynamic fixation of the process of information movement.

It doesn't matter how the information is recorded: on paper or in electronic form. Currently, both forms have the same legal value, although the paper version has advantages in some cases.

the cycle of their movement from the moment of appearance (creation) to the moment of deposit or destruction.

Not all organizations understand that many documents can be executed directly by machines and mechanisms without human intervention, just as not all sources (authors) should be only people.

The usual understanding of workflow automation in the vast majority of cases is at the level of a simple “signal idea”, when the program is entrusted to report only the occurrence of events.

Internal and external circulation of documents

Both circuits are important for a successful organization. The outer turnover has a static value, while the inner turnover has a dynamic value.

The better the company's management understands this circumstance, the more promising the electronic document management system it chooses. Those who want to set an ideal example of the movement of business papers in an organization write their own information system.

Documents can be primary andsecondary. The latter always have a history of movement within the organization.

By analyzing the application of knowledge about the document and its use, it is possible to evaluate the company's functional characteristics, socio-economic indicators and time parameters. This is important for both partners and consumers.

Paper but effective or electronic but purchased

Uniqueness is inherent not only to a person, but also to an organization. Moreover, each person appreciates his individuality and strives in every possible way to emphasize it with clothes, behavior, education, and so on.

A company that purchases a ready-made information system is a perfect example of an organization's workflow that deprives it of its own face and forces employees to dress in "other people's clothes."

It is better to entrust your own employees to work with paper media in the old fashioned way than to impose on them a third-party, but modern opinion about documents and their use. Each employee is an important element of the organization's functionality, and not a researcher of the effectiveness of other people's ideas and structures of third-party workflow.

Priorities, dynamics and functionality

The outer contour of the workflow is always limited, unpretentious and statically stable. By and large, it should be given no more importance than it deserves. For example, what is the point of “investing your soul” in relations with the tax, regulatory authorities or partners. You can somehow diversify the process of exchanging information withadvertising agencies, but even this eventually takes on a static, mundane form.

The priority of our own information processing system, an important part of which is always electronic document management, is beyond doubt. But always and everyone is sorry for the time and money to create their own system.

A combination of the classic "one es" or "galaxy" options that never do without xel and a couple of third-party local economic or accounting programs, coupled with their own website to have feedback and documents (orders, complaints, offers, …) from customers and partners - the usual state of affairs, employees are constantly busy with routine, and there are no costs.

The dynamics of the production process can only be ensured by the effective implementation of its own functionality. Only in this capacity, electronic document management in an organization is an example worthy of imitation, and in the context of implementing one's own business idea, an excellent dynamics of production, economic and social indicators.

Regulations on the information system of the organization

Any organization is an information system that arises and exists in a similar environment. Documents come into the organization from outside, inside it is also required to create documents, some of which are regulated and mandatory.

A simple organization workflow chart is an example of what everyone usually does. Regulations onrules of work, daily routine, duties of employees - the usual norm, but very few people are involved in the development of the "Regulations on the information system of the organization".

From an objective point of view, the leaders of the organization can be guided by anything, write any regulations and job descriptions. But the effectiveness and practicality of this rule-making depends only on how much the internal regulatory arsenal meets the requirements of reality.

Regulations on documents and their movement

The document management system of an enterprise is an integral part of the company's information sphere, as a result of which the "Regulations on Document Management" is an annex to the "Regulations on the Organization's Information System", but very important and connecting all its constituent elements into a single information organism.

If management is determined to create the perfect example of an organization's workflow, it means that they are really engaged in the development of a successful business, with the goal of making a profit and improving the well-being of employees.

A feature of the current state of software development, particularly at the forefront of distributed information processing (internet programming examples), is that it is almost impossible to create a mobile self-adapting application.

The task of electronic document management in an organization is a simple but demonstrative example. Here the dynamics are peculiar:

• incoming and outgoing documents;
• algorithms for processing internal and external business papers.

Writing code that can vary as data and algorithms change is very difficult. The cost of time and resources is not available to every organization.

Electronic document management in dynamics

Organization of workflow at the enterprise on the example of the task of the electronic version is relevant, simple, indicative and practical. The complexity comes from the process of designing code that can change dynamically. Development time is also a problem.

use common processing logic.

Then the workflow in the organization=an example + features of your own business idea. In the first approximation, the result will not be practical, but as soon as the first implementation of the tasks is put into operation, the cycle of their solution will become irreversible and, with due attention, the result will be achieved.

The creation of an information system capable of processing dynamically changing information is, first of all, the dynamics of the creation process itself.

Until a mechanism is created to adequately change incoming, outgoing andinternal documents, and the code will not be able to independently change without the participation of a programmer, it will not be possible to talk about the fact of creating an electronic document management system.

However, inventing and implementing your own system to fully support the organization's information processes is the same as making its success brilliant and perfect.