Document Writing And Processing: Examination, Distribution And Circulation.

1. audit.

The organ documents department shall receive the examination and approval of the official documents required by the lower level organs to report.

The key points of the audit are whether it should be handled by this organ, whether it is in line with the rules of the written language, whether the contents are in line with national laws, regulations and other relevant provisions; whether the matters within the terms of reference of other departments or regions are negotiated or countersigned; whether official documents are used or whether official documents are standardized or not.

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In order to comply with the prescribed documents, the clerical department shall timely put forward the opinions to be submitted to the responsible person of the Department for instructions, or to the relevant departments for handling and reading.

Yes, it belongs to the Department.

Matters within the internal affairs or matters handled by departments authorized or entrusted by the higher authorities shall be directly pferred to the relevant departments. The official documents that need more than two departments should be clear about the host departments.

For non compliant

After approval by the person in charge of the General Office (room) of this organ, it may return the unit and explain the reason.

2. distribute.

The distribution of official documents, also known as sub offices, refers to the timely and accurate distribution of the collected documents to the relevant leaders, relevant departments and contractors according to the contents, nature and requirements of the documents.

The principles and specific requirements for distribution are:

For those directing documents that relate to the overall situation of the work, such as the directing documents related to the work of the organ, or the requesting instructions and reports of major problems, and the documents that the clerks can not decide which departments should undertake, they should first be sent to the heads or heads of the Office departments.

The documents that are distributed to the leaders for approval should be filled in with the official document processing list together with the documents, so that the leaders can sign specific opinions, and the documents will be distributed according to the opinions of the batch after being approved by the leaders.

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The promotion of official documents refers to those documents that must be answered, and timely supervision and inspection of the documents are carried out according to the requirements of the time limit.

Urgent documents should be followed up, important documents should be promoted, and general documents should be regularly promoted.

Prevent backlog and delay.

The establishment of a pressing system is an important measure to avoid procrastination, backlog of documents, overcome bureaucracy, speed up the operation of documents and improve the efficiency of organs.

There are generally two situations in the handling of official documents:

First, we must press ahead.

The main contents are: the documents issued by the higher authorities to the organ, especially the prompt action of the documents that need to be answered in time; the parallel or non subordinate organs and agencies are urged to contact the work of the organization; the subordinate units send the requesting documents to the authorities for the purpose of pushing them; the local units concerned need to reply to the documents.

The two is external demand.

Mainly refers to the agency's upward or parallel need to reply to the other side of the document.

We should pay attention to the following points:

(1) we must clarify the scope of action.

Whether it is internal or external, it is only aimed at those documents that must be urged, rather than all documents should be urged.

(2) prompt implementation.

As a necessary system in document processing, it is an important link in the handling of documents, so we must stick to it.

For some particularly important urgent documents, the leaders of the organs should also personally investigate and handle them. Even for ordinary urgent and flat items, the secretaries or designated persons should be responsible for the prompt action.

(3) we must establish and strengthen the organization of document handling.

In a smaller organization, because the number of official documents is relatively small and the organization is relatively simple, the clerical staff of the office can be responsible for the prompt action. In some large organs, because of the large number of official documents and the complicated institutional setup, it is possible to consider setting up a special organization and personnel responsible for the general promotion.

According to the different circumstances, the pressing work should be flexible, such as verbal promotion, telephone promotion and written promotion.

(1) within the organization, as far as possible, it is possible for door-to-door inquiries to be sent to the leaders to understand the status of the official documents, or to use the distribution documents to give verbal instructions to the leaders or departments concerned.

(2) the external organs may be urged to conduct inquiries by telephone by the prompting persons to the undertaking units or contractors, or by sending out letters and prompting orders.

(3) in order to facilitate the mastery of the situation, the clerical staff who are responsible for sending and receiving the documents will also register the documents that must be urged when they are in charge of the official documents, and indicate the time to take charge. After the reply is given, they will immediately fill in the duplicate number, and then check the progress of the documents through regular checking registers.

For some large organizations, because of the relatively large number of documents formed in their work, when setting up a special person to register documents, they may consider using the reminder register or reminder list (see Table 11 - 8) to register the documents that must be carried out one by one, so that when using the reminder, the arrangement can be arranged according to the time limit of the contractor or the contractor. If all the documents that have been completed, the situation can be filled out in the reminder list, and the reminder should be drawn out in another place for inspection.