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The alphabet book is kept for operative search of personal file.

The implementation of such a target requires state support, which is, in particular, to determine the general methods of unification of documentation systems and their consolidation in the form of a fundamental standard. The practice of standardization establishes the procedure for making changes to standards, which ensures the efficiency of recording changes directly in unified forms of documents.

Economic feasibility. Cost-effectiveness, the expediency of unification of documents is determined by two indicators:

the cost of developing the most unified form of the document or system; the cost of using these unified forms or documentation systems in management.

List of references

Basic rules of staging the documentary part of office work and work of archives of institutions, organizations and enterprises of the USSR / GAU at the USSR CM. – M., 1966 .– 92 p. Unified state system of office work: Basic provisions. – M., 1974. – 128 p. Gomonov OM Basic provisions of the Unified state system of office work // AU. – 1974. – No. 2. – P. 66. Malkiel S., Sakhno A. What did the inspection of office work in regional institutions show // Nauk. -inform. bulletin Arch. management of the USSR. – 1960. – No. 4. – P. 38-39. Ruban G. For further improvement of the style of work of the state and economic apparatus // Nauk. -inform. bulletin Arch. management of the USSR. – 1964. – No. 5. – P. 17-21. Savchenko M. To improve writemylab reportonline office work in institutions and enterprises // AU. – 1963. – No. 1. – P. 10-15.

September 25, 2011

Personnel record keeping: personnel orders. Abstract

The abstract considers such a section of personnel records as personnel orders

Personnel orders

Personnel orders regulate the following issues:

hiring, transfer to another position; granting leave; payment of remuneration; imposition of a fine; business trip; release.

In orders on employment note:

position; department (structural subdivision); from what number it is accepted; type of work: – permanent; with a probationary period; with internship; temporary: – part-time; for a certain period.

In orders on transfer note:

type of transfer; motivation.

In the order on granting leave note:

type of leave: basic, additional, creative, in connection with temporary incapacity for work without pay; number of working days; vacation start and end dates; for which period of work leave is granted.

The dismissal orders note:

date of release; the reason for dismissal, according to the Labor Code.

At the end of the paragraph indicate the reason that led to the writing of this order “Grounds”.

The last point is the imposition of control over the execution of the order.

Reward orders and fines are issued according to the type of administrative orders.

The order must be made available to the employee in whose name the document is written. Otherwise, the order may be declared invalid by legal entities.

Example # 1.

Mr. Kovalenko Mykola Pavlovych has been hired as an advertising agent since December 1, 1998 with a probationary period of 1 month.

Example # 2.

After working for 2 months as an advertising agent, Mr. Kovalenko was transferred by the first person of the company to the position of advertising manager.

Registration of orders in the “Book of orders” from the staff

Order no.





29.11. 1998

About hiring Kovalenko MP

The trial period is 1 month


29.12. 1998

About the transfer of Kovalenko MP

MP “Snowdrop” ORDER # 8-0. ,,. 29.01. 1999 m. Kyiv

On the transfer of Mr. Kovalenko MP

1. To transfer Mr. Kovalenko Mykola Pavlovych from the position of an advertising agent to the position of an advertising manager from 01.02. 99 p.

Grounds: vacant position of advertising manager.

2. I entrust control over the execution of the order to the office manager.

General Director The order was reviewed by: Kovalenko MP

Personnel orders are registered in. “Book of orders for personnel.”

The sheets are stitched, numbered.

At the end of the book they write: “In this book ____ sheets are numbered and bound.” This entry is sealed and

certified by the first person of the firm.

Personal files are systematized in alphabetical order or by structural units. Each personal file is assigned a number that corresponds to the number in the “Alphabet Book” it is called “Personnel Book”.

The alphabet book is kept for operative search of personal file. It contains brief background information on employees.

The book is divided into parts alphabetically.

Orders on vacations, business trips, fines, awards are not included in the alphabet book.

Example: Recruitment and transfer of Mr. Kovalenko.



Full name,





p / p









01.12. 96


01.02. 97

It was


order No. 7-0







No. 8-0 from

to another

29.11. 96 RUR

29.01. 97



Documentation as a process of creating documents. Abstract

Record keeping and its place in the work of the management staff. Computer, its purpose

Record keeping and its place in the work of the management staff

Processes of documentation, official correspondence are the main component of professional activity of the employee of the right of business sphere. It is in the preparation of business papers that his professionalism and competence are manifested first of all.

The object of study of this discipline is a document, a system of documentation based on both traditional methods of working with documents and the use of computer technology.

Documentation is the process of creating documents. It is a regulated process of recording information on paper or other medium, which provides legal force, is carried out according to certain rules established by legal acts or developed by tradition. The result of documentation is a document – information recorded on a tangible medium with details that has legal force.

Legal force is a property of an official document, which is given to it by the current legislation, the competence of the body that issued it, and the established procedure for each type of document set of details – mandatory elements of the documents.

Documentation and organization of work with documents, ie the whole process from the time of document creation to its destruction or transfer to storage in the archive provides office work (record keeping) as a branch of activity, the main elements of which are written documents.

Thus, record keeping is a branch of keeping official and business documents. It consists in documenting the relevant activities and document flow, ie the movement of documents within the institution. It is mainly official in nature. Relationships that are formed in connection with office work, are the scope of the so-called service and executive law.

Relationships that are formed in connection with office work, are the scope of the so-called service and executive law. The success of the activities of public authorities, as well as business entities largely depends on the proper organization of office work.

At all times, office work was an important area of ​​state activity. Each country developed its own specific forms and names of office services and positions, forms of public office work, style of office work and even business language.

Record keeping in institutions can be partially or completely centralized. It is entrusted to special services – case management, offices or secretaries. The general management of the work of office services is carried out by the heads of institutions, who are assigned a number of responsibilities within the limits of the rights granted to them and who are responsible for the organization of office work in the institution.

General rules of record keeping cover the documentation of management activities of institutions, which is carried out by issuing administrative documents in accordance with the laws.

Record keeping includes the rules of drafting texts and execution of official documents of the established form on the forms of the institution according to the relevant requirements to the text of the document, which must have mandatory details.

A separate procedure and rules of conduct are established for record keeping at the request of citizens to public authorities and local governments, associations of citizens, institutions, organizations, regardless of ownership, in the media. According to a separate procedure, record keeping is carried out for documents that contain state or commercial secrets, which are protected by law. This procedure is determined by special regulations.

Record keeping is an important part of the work of every institution, in the process of which all employees of the institution participate: some create documents, others ensure their transfer, still others are guided by these documents in their practical activities.

The peculiarities of modern office work are primarily its translation into the state language, the widespread use of computer systems for processing and printing documents, the need to comply with current state standards in this area.

Both the process of creating documents and the organization of work with them have always been regulated by social laws and regulations and regulations that regulate record keeping.

Computer and its purpose

The word computer means “calculator” ie a device for computing. This is because the first computers were created as computing devices, roughly speaking, as advanced, automatic arithmometers. The fundamental difference between computers and arithmometers and other computing devices is that arithmometers could perform only certain computational operations (addition, multiplication, division, etc.), and computers allow complex sequences of computational operations to be performed without human intervention according to a previously given instruction – program. In addition, computers have memory to store data, intermediate, and final computational results.

Computers are now used not only to perform numerical calculations, but also to prepare books for printing, create drawings, movies, music, manage factories and spaceships, and more. Computers have become universal devices for processing all kinds of information, human use.

The computer can only process information presented in numerical form. All other information (sounds, images, device readings, etc.) for processing on a computer must be converted to numeric form.

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