Knowledge Of Official Documents That A Civil Servant Must Know

1. the concept of official document

Official documents are the abbreviation of official documents. They refer to written materials that are formed and used in public affairs according to certain procedures and formats and express the will of social groups.

Official documents are divided into broad sense and narrow sense.

In the broad sense of official documents, the scope includes official documents, special documents and paction documents. Narrow sense documents only refer to official documents and special documents.

Statutory documents, also known as general documents, refer to official documents which are universally applicable in party and government organs, organizations, enterprises and institutions, which have statutory effect and standard form.

Official documents refer to official documents that are limited to certain departments and specific business areas according to special needs.

Business documents, also known as business documents or daily documents, are collectively referred to as informal documents of organs, organizations, enterprises and institutions dealing with the use of daily offices, such as plans, summaries, briefings, statements, records, survey reports, etc.

2. characteristics of official documents

As a specific document material, official documents have specific functions, so they have their own characteristics.

The main characteristics of official documents can be divided into three aspects, namely, statutory author, legal effect and specific form.

(1) statutory author

A statutory author means an organization or individual who is legally able to exercise his power and undertake his obligations in his own name.

Party and government organs, social organizations and enterprises and institutions at all levels, which are established and lawfully established according to law, can issue documents according to their own functions and powers. They are all statutory authors of official documents.

Most official documents are issued in the name of organs, but sometimes they are issued in the name of leaders, such as orders, motions and so on.

Leaders are produced by statutory organizations through election, appointment and other statutory procedures. Issuing official documents in the name of leaders represents their organs in exercising their functions and powers according to law, so they are also statutory authors of official documents.

The compilation of official documents is usually drafted by the secretaries or business personnel, sometimes organizing the writing team to write separately.

Those who drafted official documents should not be regarded as statutory authors of official documents.

They are the spokesmen of the organs and are ordered to write.

This characteristic of the statutory author reflects the seriousness of the official document.

Any organization which has not been approved by legal procedures shall not issue official documents, nor allow anyone to counterfeit statutory organizations to issue official documents.

Forgery and alteration of official documents of state organs shall be punished according to the law of disturbing public order.

(2)

The legal effect of official documents depends on two aspects: first, the status of the organs and the scope of their functions and powers; and two, the importance of the content of official documents.

In addition, the legal effect of official documents has a certain timeliness, which is called the prescription of official documents.

Official documents are processed.

The tool is the organ's mouthpiece.

The issuance of official documents is an important form of exercising the authority of organs at all levels in accordance with their legal status.

The authority and the administrative sanction of official documents are derived from the authority and legal status of the organs that make the official documents. For example, the documents of the Party Central Committee and the State Council reflect the will of the party and the state, and have the highest authority; the documents of the provincial Party committee and the provincial government have legal effect in the whole province.

It is also a statutory and commanding document, its legal effect is higher than the general knowledge and paction documents.

In addition, no official document is always valid.

With the development of the situation and changes in the situation, old documents will be replaced by new ones. Once a work is finished, the relevant documents will complete its mission and no longer have practical effect.

The official document that loses its real value can be played by historical archives for reference and reference.

(3) specific style

The specific form refers to the specific format, including the uniform category, name, format and handling procedures.

In order to maintain the authority, seriousness, accuracy and efficiency of official documents, the party and the state have made many specific stipulations.

The regulations on the handling of official documents in party and government organs stipulate the types and names of administrative documents.

Each document has its specific application scope and has a specific function.

The author of the document must correctly select and use the language.

The format of official documents refers to the structural elements of official documents and their layout.

Some of the structural elements are essential elements, such as title, text, etc., some belong to additional tags, such as the secret hierarchy.

The form of arrangement includes the arrangement of elements on the page and requirements for paper and font.

There is a set of unique and fixed ways of handling official documents. This is the process of running documents.

Such as receipt, registration, preliminary examination, undertaking, circulate, urge, answer and other procedures, and issue procedures including review, registration, printing, issuance and other procedures.

These procedures can not be omitted or reversed at will.

3. language features of official document writing

The main features of official language are: solemn, accurate, simple, concise, rigorous and standard.

Documents can be classified from different angles.

There are six commonly used classification methods. The first one is divided according to the scope of application. The category is called the basic classification. This is the most basic classification unit. Some other categories are divided on this basis.

(1) classification according to applicable scope

The eighth article of the regulations on the handling of official documents in party and government organs divides the official documents into 15 categories: resolutions, decisions, orders (orders), communiques, announcements, notices, opinions, notices, notices, reports, requests, approvals, motions, letters and minutes.

(2) classification by official document sources

According to the source of official documents, it can be divided into two types: receipt and dispatch.

The receipt refers to the documents issued by the organ receiving superior, subordinate and non subordinate organs.

A document refers to a document that is drawn up and sent out by this organ.

This division is not absolute. In terms of specific documents, there is often a phenomenon of congeneric or mutual pformation.

For example, the documents received from the higher authorities sometimes need to be forwarded to the subordinate organs of this organ, and the receipt will be turned into a dispatch.

Classification of documents by source is the most basic work of document processing.

If we grasp this classification method, we can manage documents according to different purposes and different processing procedures.

(3) categorization in line of direction

The distinction between official documents and official documents is further divided into descending articles, ascending texts and parallel texts.

The downlink text is a document sent to subordinate organs.

Most of the categories belong to this category, including orders, orders, decisions, notices, announcements, notices, notices, approvals, minutes, etc.

The upward text refers to the official documents submitted by the higher authorities. The main languages are reports and instructions.

Parallel text refers to the line of communication between the same level organs or non subordinate organs, and the most commonly used is the letter.

The bill is a matter for people's governments at all levels to submit their deliberations to the Standing Committee of the people's Congress at the same level or the Standing Committee of the people's Congress.

From the vast majority of languages, the direction of writing is fixed, such as asking for instructions and reports for uplink only. Decisions, bulletin and reply are only used for downlink.

When writing the draft, it is necessary to choose the language correctly according to the relationship between lines.

In the actual operation of official documents, there are several kinds of languages which are not very fixed and have some flexibility.

If you want to see it, you can use it as a descending text, or as an ascending or parallel text. You should inform the following articles and sometimes send parallel texts to non subordinate organs. As a parallel letter, you will occasionally be used to ask questions or contact general matters between the upper and lower levels. Besides the downlink, the minutes can also be forwarded to the request for approval or served in parallel.

(4) classification by nature

According to the nature of official documents, it can be divided into six types: regulatory documents, directing official documents, published documents, reporting documents, linking documents and documentary documents.

Regulatory documents refer to documents issued by the state power organs and administrative organs under the statutory authority, which stipulate the norms and norms of behavior of people or organizations, including regulations, regulations, methods, rules and regulations, etc., which are obviously mandatory and binding.

Such documents are often issued in the form of orders, orders, notices, etc.

A command document refers to a document issued by a higher authority to a lower level organ to announce its decision, deploy its work, carry out its command, coordination and management according to its statutory functions and powers.

There are orders, orders, notices, notices, comments, and so on.

The reporting document refers to the document that reports, reflects the situation, makes suggestions, asks questions, and asks for consideration.

The main languages include reports, instructions and motions.

Publication documents refer to official documents conveying information, announces matters and requirements through newspapers, radio, television and other news media or public posting.

There are notices, notices, announcements and so on.

Interconnected official documents refer to the official documents or departments that relate to each other and work together, ask questions and answer questions.

The common language is the letter.

A record official document refers to a document that records the situation of meetings and concludes matters agreed on at meetings.

Commonly used documents are minutes.

(5) classified according to confidentiality

Confidential documents refer to documents involving party and state secrets, which need to control the scope of knowledge and knowledge.

According to the degree of confidentiality, classified documents are classified into three categories: confidential, confidential and confidential.

With the passage of time, the development of the situation and the need for work, the confidentiality of documents will change, and some confidential documents may become ordinary documents.

(6) classification according to the time limit of written documents.

According to the requirement of time limit, it is divided into urgent and urgent pieces.

A special emergency means a document that needs prompt delivery and follow up.

Urgent items refer to documents that need to be pmitted quickly.

A flat piece is a document that does not require urgent handling.

The first two types of documents are collectively referred to as urgent documents.

Emergency telegrams are classified into four categories: special, urgent, urgent, and urgent.

The flat part is relative to the urgent piece. The rush must be done first, while the flat part is not allowed to drag the backlog.