Document Writing And Processing: Examination And Approval

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 this organ, especially the prompt action of the documents that need to be answered in time.

The subordinate units shall send the requesting documents to the agency for the purpose of urging them to do so.

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, due to the large number of official documents and the complicated institutional setup, it is possible to consider the establishment of a special organization and personnel responsible for general supervision.

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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 they have a large number of documents in their work, when setting up documents for registration, they may consider using reminder books or reminder lists (see Table 11 - 8).

The documents are registered one by one. When using the reminder, they can be arranged according to the time limit of the contractor or the contractor. If all the documents that have been completed, the documents can be filled out in the reminder list, and the reminder should be drawn out in another place for inspection.

Although the management of official documents has aroused the attention of many units, some systems have been established and perfected. For example, the formal documents of some units require that all departments and units receive urgent documents to be dealt with in a timely manner (within 2-3 days or a week).

Generally speaking, the promotion of official documents has been strengthened than before. However, there are still some notable problems.

(1) some units have not paid enough attention to the work of promoting official documents, and lack of sound system and corresponding measures.

It is not tight enough for official documents to rush, and there is no "number" in the handling of official documents.

(2) as for the official documents that need to be dealt with as soon as possible, due to the fact that "Guan" and "card" are many, it has artificially lengthened the time to do the writing. Some documents have not been processed for one or two months or even half a year, causing unnecessary losses and effects to the work.

(3) some of the completed documents do not record the main situations or results of the undertaking in the document processing form.

Some simply and broadly wrote "how to do" two words, how to do it and what time to do it.