Document Processing: In Writing, The Main Sending Office And The Copy Office Must Be Correctly Determined.

The organ's articles should distinguish the main sending organs and the copying agencies.

A document should be sent to a higher authority or to a document requiring a reply from the other organ.

So that the receiving organ can handle it promptly and promptly.

If other relevant authorities need to know about or document the contents of other organs or departments concerned

It can be copied.

But don't give long shots.

Otherwise, it will cause no one to approve, no one will ignore it, and the result will be delayed.

All organs under dual leadership shall report on official documents.

The contents of the main sending organ and the copy office organ shall be responsible for answering the request by the main sending organ, and the higher authorities shall copy the other organs at the same time to the subordinate organs under dual leadership.

If a competent organ of a higher authority is required to report to other relevant higher authorities, it may be copied in the form of a copy, and the important organ of the lower level organ should also be sent to the direct superior organ of the issuing organ at the same time.

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According to their different uses, the same document can be divided into original copy, duplicate copy, deposit book and Revision Edition. Some regulatory documents also have the form of trial run and interim copy.

1. original.

According to the official document issued by the finalized system, it is called the original.

The most prominent feature of the original is the signature signed by the seal or leader of the issuing organ to confirm the validity of the document.

A number of documents issued in large quantities can be stamped without any seal, as long as they have a specific format of the official document version and pass through confidential traffic or specific channels.

The formation of official documents is often exceptional in practice.

For example, the original records of various records, including meeting records, telephone records, duty records and letters and visits, are directly formed in the process of work, and not through the process of drafts to finalization, and then converted to original ones. Otherwise, they will not be able to reflect the work situation in a real, accurate and detailed manner.

There are also some simple letters, notices, leading comrades' personal reply letters, and the original documents that are returned.

For those documents that have not been processed, issued, proofread or printed from draft to final manuscript, they should pay special attention to the format and methods of their writing. Otherwise, they will bring inconvenience to document processing, and to a certain extent, affect their preservation and utilization value.

2. copies.

It is a copy that is copied according to the official document and copied by others, and the copy is also called the pcript.

The role of the copy is mainly to replace the original for circulated, referenced and used for reference.

In the actual work of the agency, the function of the copy and the original is sometimes difficult to distinguish.

For the purpose of simplifying the formalities of writing documents and speeding up the operation of official documents, the higher authorities should copy the original handwritten instructions of the leading comrades at the lower level to the original document, leaving the original copy, and copy the duplicate copies to the original newspaper organ as the basis for handling and executing the documents.

For example, in the downlink text, when adopting the progressive way of writing, the organ shall issue copies of the copies of the superior communications to the lower level organs for execution.

All two copies have the effectiveness of the original document.

However, because these copies have the seal of the duplicator and the duplicator, the name of the reproduction organ is indicated in the brow or part of the page, indicating responsibility for the correctness of the copy.

Therefore, it can be regarded as a certified copy of the effect.

3. deposit books.

The deposit of a document is the printed copy of the document issued by the issuing organ after it has printed the original copy of the document.

Its characteristics are printed or even printed on the basis of the original, except the seal or signature, with the same original file format and additional markings.

Both the original and the copy are derived from the original. The difference between them is that the deposit is nothing but a seal or signature.

If the sample of the deposit is retained as an original, it will lose the characteristics that it has sent out, but it will be used in comparison with the final draft to check whether the original document has reached the expected purpose after it has been issued.

When a doubt occurs, it can be separated from its final approval by checking with the final draft, and the external liability can be distinguished by checking it with the original.

Therefore, the issuing organ should file the deposit book with the final draft.

The number of retained copies is determined according to the needs. Some retain one or two copies, and some retain 35 copies.

4. revision.

The revised version is a document that has already been released into effect. After a period of implementation, some of the contents of the document are not suitable for the current situation. They need to be amended and supplemented. The revised version is supplemented by the newly published text, which is called the revised edition.

The original version will be invalidated from the date of the revision.

5. try out the original and provisional version.

The trial and interim documents of a document are usually listed on the back or front of the document in the title of the document, such as trial, interim and trial draft, for example, the criminal law of the People's Republic of China (Trial Implementation), and the Interim Provisions on the handling of road traffic accidents in XX Province.

Such trial or interim texts are mostly used in some laws and regulations. In the opinion of the issuing organ, the contents of the documents are not very mature, and they must be tested in practice for a certain period of time and then revised.

6. various text texts.

The text includes two meanings:

The first refers to the autonomous regions of ethnic minorities in China. In order to facilitate their work, the party and government organs often issue the same documents in Chinese and minority languages.

For example, in the Inner Mongolia Autonomous Region, there are both Chinese and Mongolian texts; in Xinjiang, there are Uighur and Chinese texts.

The second is that documents used in diplomatic work often contain Chinese and foreign texts, such as English, French, German, Russian, Japanese, Spanish and so on.

When signing treaties, agreements and agreements between the two countries, it is necessary to agree on what type of text, and generally speaking, the two texts should be equally authentic.