Knowledge Release: The Process Of Document Processing

Basic introduction

Organ of reference Document Delivery, receipt, register They should be divided, handled, commissioned, handled, arranged, filed, filed and destroyed. Document processing We must be accurate, timely and safe, and we should strive to finish the work on that day. It should normally be completed within fifteen days and reply to the message unit. Due to the complexity of the problem, it is difficult to make a conclusion within fifteen days. Urgent documents follow. Sometimes the required documents must be completed within the time limit. Specifically, there are the following links: 1. Sign and register: first, we must establish a strict receipt and registration system, strengthen the management of the operation of official documents, and ensure the receipt of public documents. The receipt and registration of the receipt are usually handled by the Secretariat.

General process of receiving processing

Refers to the disposal and management of official documents from outside the organization.

1. stage I: receipt and diversion of official documents

(1) sign in. Refers to the implementation of the provisions of the confirmation, inventory, check, check, endorsement procedures, the establishment of the external transceivers, communication personnel from the issuing organs, postal departments, confidential communication departments, file exchange stations, or through self provided communications equipment to collect documents.

(2) registration of external receipt. That is, after the completion of the receipt, the outgoing personnel will make a brief account of the receipt.

(3) unseal. That is to say, after the completion of the registration of foreign documents, the documents will be sent to the internal departments and departments (or personnel) who are unified or separately set up according to the internal organs. After signing them, they will unify or seal the relevant leaders.

(4) registration of internal receipt. That is to say, the internal and external transceivers make detailed records of the receipt.

(5) run separately. That is to say, after sorting and screening the receipt, the relevant personnel will be sent to the relevant leaders and staff of the relevant departments according to the importance of the documents, the division of responsibilities of all departments and the relevant procedures.

(6) excerpts. The processing activities carried out by the file managers on important documents involved in the preparation process are mainly aimed at abstracting, abstracting, summarizing, and collecting relevant data.

2. second stage: Handling receipt

(1) plan to do so. The Department responsible person or the specific staff after careful reading and analysis of the official documents, put forward suggestions for disposal, for the relevant leaders to examine and decide.

(2) approval. That is, the leader of a department or the head of a department puts forward opinions on handling official documents.

(3) undertake. That is to say, the staff concerned should deal with the affairs and problems in the document according to the opinions of the batch.

(4) notes. That is, the Contractor's endorsement of official documents is forgotten.

3. third stage: Organization circulate and prompt to investigate.

(1) organization circulated. A document with only a few copies or a few copies needs to be read and processed by multiple departments or staff members, so that documents can be effectively transmitted and read among them.

(2) prompt. The management of documents shall be conducted according to the time limit and other related requirements.

(3) investigate and handle. The work of checking and coordinating the actual execution of important documents by administrative organs or other specialized organizations by official documents.

4. fourth stage: disposal Bi Gongwen

Including: filing, filing, retreating, temporary storage and destruction.

Key points of receiving activities

1..

Planning is an auxiliary decision-making activity aimed at providing alternative options for decision-making activities. Attention should be paid to the following aspects: (1) earnestly study the official documents, truly understand the intentions of the other side, the nature of the problem and the actual situation. (2) the views should be concise, specific and appropriate. (3) when putting forward two or more than two schemes, we should pay attention to their order. Generally speaking, we should put forward the tendentious opinions in order to improve the effect. (4) the opinions should be written in the columns of the document processing sheet neatly and clearly, and the names and dates of the persons to be signed should be endorsed. (5) when the problems involved in the document are relatively easy to handle, when the leaders adopt certain plans for their own plans, they can also draft the manuscripts for examination and approval directly, so as to speed up the handling process.

The 2. batch

Approval is a decision making activity performed by a legally responsible person to perform the right to deal with legal matters. The person liable is the leader of the department or department. The requirements for approval are: (1) no official document should be authorized to exceed the authority. (2) to strictly control the scope of approval, and to get official documents that can be effectively handled without approval. The documents have been uniformly handled, and the documents that have been lawfully, clearly and effectively approved by others are no longer approved and handled directly by the relevant departments. (3) the opinions should be clear, affirmative, concrete, consistent and practical. (4) effective measures should be taken to supervise the implementation results of the approved opinions. (5) in the process of approval, if the problems involved in the document are found to be unauthorized or undisposed, they can be changed to be approved. In this process, we must clarify the situation in a realistic way. (6) the opinions of the batch should be written in the relevant columns of the "document processing form" or "document circulated list" neatly and clearly.

3. undertaking

Only after undertaking, can the official document produce practical effect, which is the central link in the handling of official documents. We should pay attention to the following aspects: (1) be familiar with the laws, regulations, principles and policies related to the content of official documents, and the relevant documents of the higher authorities, and be familiar with the relevant businesses. (2) in order to effectively deal with the problems in the document, we must go deep into the reality and strengthen the investigation and study. (3) strengthen consultation and strive to coordinate all aspects of relations. (4) effective use of interviews, meetings, telephone communication, on-site office and other ways of hosting. (5) distinguish the primary and secondary, distinguish the urgency and arrange the order scientifically. (6) leaders at all levels actively participate in the undertaking. (7) pay attention to the inspection and supervision of the Contractor's results. {page_break}
 

4. note office

The main role of the office is to prepare for future investigation.

The registration shall be completed by the undertaker, which will be recorded in the corresponding column of the document processing list at any time with the undertaking of the undertaking. Endorsement items usually include: whether to reply, the duplicate number and the date of the reply, the name of the meeting, the scope of the meeting, the resolution and the result; the receiver, the content and date of the call, the participants of the on-site office, the methods and results of solving the problems, the names of the key readers, the names of the undertakers, the date of endorsement, etc.

Key points of receipt management activities

(1) sign in. Receipt is the first procedure for receipt. After receipt of the document, the addressee will sign on the delivery slip or delivery document of the other party. Its role is to provide a voucher for the responsibilities of the two parties, and the two is to ensure the safety of the operation of the documents.

(2) registration. There are three forms of registration: book, card and couplet. Attention should be paid to registration: receipt and dispatch, flat parts, confidential items and urgent items should be carried out separately; prioritizing and urgent entries should be made clear, and urgent items should be followed in advance, and pieces should be posted in batches, but they should also be posted on the same day; registration numbers should not be left blank, not duplicate numbers; handwriting should be neat and not abbreviated; all entries should be complete and accurate; and no title documents should be prepared for concise and exact titles.

(3) unseal. The unsealed person should be responsible for the opening of the seal, and the pro - and - off pro - sign should be initiated by the leader, and the integrity of the document should be checked after unsealing.

(4) run separately. That is to determine the direction of operation of documents. This is a decisive work concerning whether the official documents are handled accurately and quickly. According to the nature, importance, secret degree, time limit, content of the document, the division of responsibilities, the division of work of all departments and staff at all levels, procedures and customs.

The sub offices should be specially registered, and those responsible should perform the transfer procedures with the recipients. Before sending out the official documents, we should attach the document processing sheet and the document circulated list as required.

(5) excerpts from official documents. The processing of important documents before they are processed. The purpose is to provide convenience for handling official documents and save office hours. Abstracts and abstracts can be attached to official documents and sent to leaders or other staff members. They can also be published in "official document information" and "digest newspaper". The summary and data collection are generally provided separately, and can also be published in "information bulletin" and other publications.

(6) organization circulated. Attention should be paid to the organization circulation: (1) choose a reasonable route of passing through. Correct sorting and make appropriate adjustments as circumstances change. (3) appropriate diversion, such as duplication of copies. 4. Actively utilizing and developing various forms of circulation, we can open up the reading room, gather the readers to read the texts, and circulate documents through modern means. (5) establish registration procedures for circulation. Check the reading situation in time and effectively implement the instructions issued by the leaders concerned.

(7) prompt. According to the time limit and relevant requirements, the process of urging and checking the implementation of the official document is carried out.

The general process of promoting work is to clarify the requirements of objects and contractors (time limit, mode, principle, etc.), and record the cases needed to effectively carry out the work to be done in the form of "document reminder" and so on, as the basis for pressing, and regularly or at any time to inquire and inspect the progress of the work undertaken by the department or personnel; timely assist in the formulation and implementation of the methods and measures to solve the problems, ensure the rapid and effective operation of the official documents; and finish the examination and acceptance documents, comprehensively reflect the actual situation and results of the undertaking, and write off the official documents.

(8) investigate and handle. The investigation of official documents refers to checking the execution of important documents, and supervising and assisting the undertaking units to comprehensively and concretely implement the spirit of official documents and solve related problems.

Document management and supervision are all supervisory activities, but the difference between them is also obvious: (1) to supervise and control the process of undertaking official documents. The key is to make the documents run according to the "time". Not only do we have to monitor the undertaking process, but also the whole process of Guan Gongwen's actual effect, and finish the related affairs on time, quality and quantity. Second, the promotion is usually carried out in a specific document, and the investigation is carried out in a "matter" unit.

The general process of investigating and handling work is: placing a case on file, that is, determining the objects to be investigated, making arrangements, investigating and handling tasks to the departments concerned, and asking the contractors to handle the situation. Feedback is made by the investigators to the leaders of the investigation and the results.