Preparation of documentation
1. What should I follow when preparing documents?
Often people prepare documents accurately without knowing what to do when preparing them. There are lots of templates, examples, but you should follow the Documentation Rules. The Rules ensure a unified, unified document preparation procedure, show responsible and irresponsible attitude of the person, institution or organization to the preparation of documents. A properly prepared document is like a business card of your exact responsibility and diligence. You can print a set of very expensive and sophisticated business cards, but they can lose your solid image in a snap if you send your business or business partner a disorderly or inappropriate document. Document preparation rules are like a document preparation etiquette, so it would be worthwhile to prepare documents responsibly, because this is not only a form of information delivery but also a possibility of self-delivery. Nowadays, when documents are increasingly sent in electronic format, they create an original image of you. We know perfectly well the saying: man meets clothing, but goes out with the mind. In times of information technology, it should probably be said that you are satisfied with the form of the document and that you are impressed by their content.
What is the title of the document?
The title of the document usually consists of the name of the document type (decision, order, ruling, decree, order, protocol, certificate, receipt, VAT invoice, bill of lading, accompanying document or other) and the title.
2. How is the name of the author of the document written?
The rules state that the name of the document maker is written under the coat of arms or trademark. If the trademark is on the left side of the document, the name of the document maker is placed next to it. In the absence of a coat of arms or trademark requisition document, the name of the author of the document is placed under the top of the document. The name of the document maker is written in bold, may be larger than other details, letters, longitudinally centered. When there are several document creators, their names are arranged one by one and separated by at least one line interval. The name of the author of the document in the documents sent to foreign correspondents may be written not only in English but also in the chosen foreign language and placed under the name of the author of the document written in English.
The name must match the legal name. Where the originator of the document is an institution or a structural unit of the affiliate, then the name also indicates dependency.
3. What are the details of the documents?
The document preparation rules state that the following details are specified in the documents depending on the destination: coat of arms or trademark of the state or municipality of UK, data of the institution, addressee, name of the document maker, document registration number, place of document creation, text of the document, reference of the document maker, document search link, authenticity tag, special tag, signature, document date, attachment tag, and more.
4. What is the signature requisition?
The signature details shall consist of the name, signature, name and surname of the signatory.
5. How is the document written?
The date of the document is written in Arabic numerical groups or in a mixed way:
When you write a date in numeric groups, the numeric groups representing the year, month, and day are dashed. If a month or a day is a single digit, it is preceded by zero, for example, 2015-11-07.
When you write the date in mixed mode, indicate the year number and the abbreviation “year” for the word “year”, the month name, the day number, and the word “d” for the word “day”. One-digit daily numbers are zero, eg: 2015 March 14
The date of the document is written under the title of the document in a longitudinal centered way. In the scripture, the date is written on the right side of the document, under the details of the institution, or, if the institution’s data is in the lower margin of the document, on the right-hand side of the document’s name.
6. What’s in the document’s link?
The name of the person who prepared the document (name letter) and surname, contact information (telephone, fax numbers, e-mail address) is written in the documentary reference.
What is a document maker?
The author of the document is a collegial institution, institution, its structural unit, head of the institution or other person having the documents established by the legal acts.
7. What makes the institution’s documents?
The institution’s documents consist of the legal form of the legal person, its registered office, contact information (telephone and fax numbers, e-mail address, other necessary information), the name of the register in which the data is stored and stored, the legal entity code, the value-added payer code, if the legal person is VAT payer.
What are the requirements for the text of the document?
The following text requirements apply to the text:
- The first line of the paragraphs of the text begins with a uniform, not more than 22 mm from the left margin of the document.
- The text can be taught in a free form, divided into chapters, sections, sub-sections, paragraphs and sub-paragraphs, sub-paragraphs.
- Sections and sections are denoted by roman numerals and have titles. Names are written in bold, longitudinally centered and separated from the text by at least one line spacing.
- Sections are not numbered, subtitle names are written in bold with longitudinally centered and separated from text by at least one line spacing.
8. What is a Document Requisition?
“Property” is an element of the content of a document or an element of formalization of a document-related procedure.
9. What are the legal details?
Legislation details include: coat of arms or trademark, name of the person who made the document, title of the document, date of the document, registration number, place, text, signature of the document.
10. How are document details arranged?
Each property is positioned at the specified document location and separated from the above properties by at least one line interval.
11. How is the coat of arms or trademark of the English state or municipality written?
The Rules state that the coat of arms or trademark of the State or the municipality shall be arranged in a longitudinally centered manner at the beginning of the document under the upper signature. The trademark can be placed at the top left of the document, leaving a margin.
The coat of arms and the trademark are not used side by side in the document.
12. Where is the addressee of the document written?
According to the rules, the addressee is written after the data of the institution or, when the institution’s data is in the lower margin of the document, under the name of the document maker according to the following requirements:
The addressee is written from the left margin of the document to the corner flag. If multiple contacts are specified, they are arranged one by one and separated by commas or separated by at least one line interval.
- The addressee is written in the user’s link, such as:
- Ministry of Foreign Affairs of the UK
- The addressee can be summarized, for example:
- District Courts
When the document is sent to the contact list, the contact details are written under “Contact list”. A list of contacts can be sent to each contact with the outgoing document.
13. What is the registration number of the document?
The document registration number consists of the identification number of the document register and the serial number of the document in the register of documents. The document shall precede the registration number with the abbreviation “No” for the word “number”, eg: Nr. V1-159 (V1 – identification number of document register, 159 – serial number of document registration in this register).
14. What is the document signature requisition?
The signature details shall consist of the name, signature, name and surname of the signatory. The signature details shall be placed under the document text in accordance with the following requirements. The title of the position begins with the left margin, the name is written to the right of the same line, signed in the middle of the line. When a document is signed by more than one employee of the same office, the signature details are arranged one by one according to the duties of the signatories and separated from each other by at least one line interval. When the document is signed by the heads of several institutions, the signature details are arranged one after the other in the order of arrangement of the names of the compilers of the document and separated from each other by at least one line interval. When the document is signed by a non-manager, in accordance with the procedure established by legal acts, another person (replacing the supervisor, who performs the functions of the manager or other) is indicated in the signature details.
15. What is written in the document by the author?
The name of the person who prepared the document (name letter) and surname, contact information (telephone, fax numbers, e-mail address) is written in the documentary reference. The document maker reference is placed at the end of the document, on the left side above the bottom margin.
What is a document attachment?
The document attachment is an integral part of the document text. In the document text, the appendix is usually given in brackets by adding the word “attachment” and, if the document has more than one attachment, its serial number. The following details may be added to the Annex: visa, document search reference, organizer reference if the creator of the Annex is not the originator of the main document.
16. What are Information Documents?
Information documents – documents sent by institutions and internal documents containing information or data, facts, events, relations with other institutions related to the activities of the institution (writings, certificates, acts, protocols, etc.) are recorded.
17. What is Document Valuation Expertise and what are the terms for storing it?
Expertise in Document Value – The process of evaluating and selecting documents for storing or destroying. The documents of the English Archives Foundation are permanent, long (from 10 to 100 years) and temporary (up to 10 years). Deadlines for storing documents are determined by making an expert assessment of their value in accordance with normative documents approved by the English Archives Department. It is carried out by a commission of experts of founders or custodians established by the head of the institution. It is forbidden to destroy the documents of the institutions without their value. The State Archives System bodies have the right to verify that the value of the documents has been properly checked. If irregularities are found, they may forbid the destruction of documents. The period of retention of permanent storage documents in state institutions transmitting documents to state archives for public storage is: general records of 15 years, secret office documents – 30 years, civil records, court cases, mortgages, documents of documents – 75 years, scientific, technical, creative documents – 15 years (English Archives Department may extend or shorten the retention period of this type of documents).
18. What are the criteria for evaluating their records?
Documents are evaluated according to the following criteria: meet the administration and information needs of the institution, provide proof of the institution’s activities, ensure the obligations and legitimate interests of the persons involved in the activities of the institution, may be suitable for conducting investigations, provide information on the rights, duties, policies, activities, relationships, interests scientific and cultural purposes.
19. What is a Document Form?
Document form – a sheet of paper in the prescribed format, with the documentary details set forth in relation to the author of the document, which has the legal authority.
CONCEPT OF DOCUMENTS. CLASSIFICATION
Perevod.lt team is constantly dealing with various documents in its work, so we would like to discuss the main aspects of the concept and classification of documents.
Various documents are constantly and frequently encountered. Every person coming to this world becomes a user and diffuser of various information. At the first stage of his life he encounters media that records certain information, that is, documented. One of the first documents is the birth card. It is hung on the baby’s hand and neck. Such information is highly concise and accurate. Later the individual is accompanied by another important document of the first stage of life – birth certificate. This document testifies to a person’s identity. The documents accepted at the first stage of human life are official, original. Almost every day, every human step has the necessary documents. These documents become an integral part of our lives, because without them we cannot imagine our agenda, plans. More important facts about human life are usually documented on certain media. When a man dies, photographs are taken, various facts of human life are recorded. Man just lives between documents. Whether he wants it or not, the documents cover him, flood his space. Obviously, documents are necessary in all areas of human life activities and other areas. Without them, management, science, culture and the development of branches of economy are impossible, without history. In the field of science, documents are not only a source of information, but are also subject to research in some areas of science. For historical science, documents are invaluable, the main sources of history, the cultural and historical heritage of the nation.
Employee Management Documentation is an important tool for planning certain management actions, taking decisions and managing actions for a computer specialist – an information medium, a source of information. A large number of documents become relevant and necessary only when specific problems arise in a particular area of activity, and some of the documents remain unrecognizable and unintelligible. People are using documents constantly and everywhere. There is a very large variety of documents in the world in terms of types, forms or media. The concept of the document in many historical periods depended mainly on material objects (clay tile, papyrus, paper), in which certain knowledge and experience could be recorded. Later, with the advent of science and technology, new media have emerged and the concept of the document has expanded. The document began to call not only all printed information, but also information on other media. This means that the document is information contained in any tangible medium, captured by a certain sign system that can be transmitted in space and time. Recently the electronic document format has come into being.
• Document is a medium that records certain information (Encyclopaedic Dictionary of Book Science);
• Document – a material medium containing information for storage and use (“Glossary of Libraries and Bibliography”).
The concept of a document is ambiguous. Usually, from a traditional point of view, a document is usually understood as a form of information capture with logical, semantic, and graphical expression. The term ‘document’ covers all existing and future ways of capturing various social information on media to preserve, transfer and use it for specific purposes.
Typically, the documents contain information relevant to a particular subject (person, organization, state).
Documents are classified as:
- On paper – paper and electronic documents.
- By nature of information – text, sound, graphic (images).
- By area – political, economic, legal documents.
The word “document” appeared much later than the first writings, now called documents. The concept of the document originates from Latin. Document [lot. documentum – an instructive example; Testimony]:
- written proof of any information, certificate;
- a certain tangible object (paper, drawing, photo, film) that captures some knowledge and information.
Here are a few more definitions:
- Document – information recorded in the course of a legal or natural person’s activity, regardless of the manner, form and medium of presentation.
- “Official document” means a document drawn up or received by an institution or an organization in connection with the accounting systems of an institution or an organization.
- Operational documents – certain documents are drawn up, approved, received, received from other legal or natural persons by state or municipal institution, institution or enterprise, person authorized by state, non-governmental organization, private legal person.
- Document management – the area of internal administration of a state or municipal institution, institution or enterprise, a person authorized by the state, a non-governmental organization, a private legal person, which includes preparation, management, accounting and storage of certain documents.
In fact, all documents drawn up in the course of the institutions’ activities are divided into systems according to the area of activity of the institution they represent. All management activity documents are divided into two main groups: 1) legislation, 2) documents prepared by the institution.
Legislation – resolutions, decisions, orders, ordinances issued by a collegial institution or a person authorized by legal acts, and regulations, rules, programs and other important documents are approved by them.
It is important to emphasize that decisions, decisions, orders, ordinances are usually intended to fulfill the functions of public or internal administration. They formalize the performance of the work and its results. Provisions, rules, programs establish norms for the implementation of laws and other legal acts. They provide what, what and how to work.
In most cases, the institution or organization prepares outgoing and internal documents that contain various information or data and record certain facts, events, contacts with other institutions related to the activity of the institution. Such documents include data used for future activities. These are writings, notes, acts, protocols, service papers and other documents.
The text of the documents prepared by the institution may consist of introductory and instructional parts. The introductory part usually refers to the legal basis for document creation and / or action, for example, in the introductory part of the act the legal act by which the commission was formed, the names of the members of the commission can be specified. The lesson can describe facts, events, circumstances, and so on.
The text of the documents prepared by the institution may be in free form, if other legal acts do not prescribe specific requirements for teaching the text of the document. If the document contains tables, graphs, charts, they can be presented in the document text or formatted as document annexes. In addition, the following details may be added to the documents to be prepared: coat of arms or trademark, special mark, resolution, addressee, endorsement of the document (when the signature of the head of the institution is approved), visa, reference of the document search, reference of the document maker. The text of the document may be supplemented by supporting documents or copies of documents, extracts, transcripts or other documents to support the facts or arguments contained therein.
When preparing documents, the text of the document (table, graph or other) is placed under the heading, in the legislation (regulations, rules, programs or other) – after the title of the document name, in other documents – after the date of the document and registration number or after the place of registration with the requisites.
In the light of the innovations currently being monitored in the world of documentary work, there is also a new definition of the concept of a document: “Document is an information medium and permanent data captured on a medium that can be read by a person or a computer”.
Terms such as documentation, document turnover and office work are also covered by the concept of a document.
Documenting management activities is the preparation of documents in a defined format related to a management function. Document handling from preparation or receipt to execution of their tasks and insertion into a file is called document turnover. Office work and office activities are related to documentation of information management activities and organization of document work (otherwise – document turnover).