Basic Tasks Of Business Document Management

As a written document, documents are the information carriers for all activities inside and outside the unit in the form of words.

The quality of documents.

Clerical management

1. quantity management of documents

Document quantity management is to reduce unnecessary documents by controlling the number of documents.

The significance of controlling the number of documents is to streamline documents and overcome clerical and formalism.

The principles of writing should be based on the overall work and overall efficiency. When the actual work does produce the need for writing, it is expected that it will receive better results than other methods.

Therefore, we must make sure that the documents which are empty and have no practical meaning are resolutely not issued; they can be solved by telephone, face-to-face or on-site office, and do not need to issue special papers; they can solve all problems in a comprehensive way or issue them all at once, and so on.

2. document quality management

The quality management of documents is to provide guarantee for the quality of documents through the management of the preparation and production of documents.

The quality of documents mainly refers to the accuracy and validity of documents in recording and expressing information contents.

The objective of document quality management is to improve the correctness, standardization and operability of every document in terms of subject, text and format.

The whole process of writing and making a document, including draft, manuscript, issue, typing, proofreading and printing, should be strictly managed. The four links of the system should be grasped, that is, draft, manuscript, issue and proofread.

3. time management of documents

Timeliness management of documents is effective management of document delivery and operation cycle.

The goal is to shorten the time spent in handling every link, speed up the operation of documents, and improve the efficiency of paperwork.

Whether the operation channels of a document flow smoothly is directly related to the utilization of documents and the efficiency of units.

Therefore, all links in the operation of documents must be effectively managed, and conscientiously do a good job in the whole process of document handling.

In particular, for emergency documents, the urgency should be prepared, examined and issued first, and a clear time limit should be provided for receipt of urgent documents.

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4. management of material elements of documents

The material elements of a document include written carrier and explicit character material.

The paper is mainly written in paper, with ink, ink and ink as the main display materials.

The objective of the management of document material elements is to make the material elements of the document possess integrity and durability, prolong the service life of the documents, and lay a good foundation for filing and filing.

Generally speaking, pen and signature pen should not be used for the production and processing of documents. No ballpoint pen or pencil should be used. Ink should be used for blue black and carbon inks which are not easy to spread and are easy to be stored. It is not allowed to use pure blue, red and other easy to diffuse, fade and unsuitable ink. The documents received by fax machines and duplicating machines can not be permanently saved. If the files are permanently archived, the unit should be reissued.

In addition to these requirements, the maintenance work of documents should be done in good time and problems should be found in time.

5. borrowing and reprinting management of documents

(1) document lending management

Document borrowing is the basic way to make use of documents. Borrowing management is to guarantee the security of lending instruments and improve the utilization rate of documents by controlling lending scope, strengthening borrowing procedures, and urging on time to return.

Document lending management should establish strict lending system, including the timely return, strictly prohibit duplication, no lending, etc.

(2) duplication and duplication management of documents

According to the original contents and format of the original document, it is copied as the duplication and duplication management of the document, including two kinds of documents, namely, the reprinted parts printed by the original and the photocopies duplicated by copiers or scanners.

The reprint or reproduction documents must be approved by the leader. The documents approved or commissioned are identical to the original ones, but the photocopies must be stamped as official documents when they are used as official documents.

6. document safety management

Document safety management is the requirement of safe operation and safekeeping of documents.

In the process of document processing, we should take serious steps, institutionalized management and scientific means to deal with various links such as document production, delivery, handling, filing and filing, so as to ensure that the documents are not misleading, not leaked, not lost, not damaged, and not lost, so as to achieve two aspects of security in information and material quality.