What types of business documentation to divide workflow.
How to write business documentation? It is not enough to collect various documents inside the file; it is also necessary to describe them correctly. In the economic case, documents are usually arranged in chronological order. But you can follow a different logic: do not separate the supporting documents from the documents to which they relate, regardless of their date. If the file is large and complex, you can also create subfolders. Each subfolder must have a title. To provide an internal classification of documents, you can assign an additional number to the documents (or subfolders) that make up it.
First of all, the method! For the internal classification of the series, it is necessary to choose the most suitable method and adhere to it. How to make your choice? Adapt the classification method to the working methods of the service (which are not necessarily the same everywhere). Always put yourself in the perspective of research: how do we look for information? How easy is it to find? Take into account any sorting instructions for the final archive (for example, if parts of a file can be deleted after a certain time, it is better if they are arranged in chronological rather than alphabetical order: it’s easier to delete a whole year than delete “old” documents one after another in alphabetical order). Grouping parts and records in a series is not enough. We get a comparison of the series, but without connections between them, without coupling. It is also necessary to logically and rationally organize all documents and series. Thus, we must organize and order everything, and for this we need a tool: a classification plan!
The classification scheme is a predetermined logical scheme that serves as a guide for the classification of documents presented in departments (“current archives”). The basic idea is to provide all the components of the organization (or service) and all involved people with a logical structure to classify all the documents that they produce or receive as part of their activities. The classification plan allows you to systematize and standardize the classification of documents. This gives each file a unique and specific place.
The classification plan is a tracking tool that facilitates the classification and retrieval of information at all stages of the life cycle. If the plan is well designed, classification is not perceived as an additional burden, but is an integral part of the work. Thanks to this document submission plan, each employee knows where the parts and files that he deals with will be located, and anyone can easily find any part or file. All have the same reflexes of classification.
The rating should work in a logical and hierarchical form. All documents, archives, are distributed according to a certain number of large divisions and sections, according to the logical scheme. The classification plan is presented in the form of a structure consisting of hierarchical levels.
What is the difference between business documentation types? The whole should be logically subdivided into headings and subheadings, in a hierarchy from general to particular; the tree structure begins with larger divisions, more general sections, to arrive at more specific sections; to the most accurate level for including documents. A separation basis (division criteria) must be chosen, that is, in order to choose what will be structured by the heading, a common feature that will divide the whole into a heading of the same nature. At each level, the same logic must be followed. It may happen that different criteria are used at different levels.
For example: we may have broad categories based on the tasks of the institution, then topics based on subjects or even types of documents. As shown in the above example, IN / OUT correspondence is a type of document, while recruitment data refers to a specific assignment among employees entrusted to the HR department. Completeness should cover all the tasks of the administration or service; relate to all types of documents produced and received, regardless of their form and medium (conventional or electronic). It is important to adopt a classification scheme common to all mass media (paper, electronic, audiovisual, microfilms, etc.).
Changing the structure created for the preliminary classification of documents may lead to a loss of the administrative context of the production and processing of documents. In fact, there is a risk of losing track of old files, ways of processing cases, and communication between documents related to the same administrative procedure.