Documentation of management activities and its basic concepts

Documentation means the recording of information in accordance with regulated rules, that is, the procedure for issuing documents in a special order. Since the process of recording data can be carried out by various means, then the documents in the practice of management activities are very diverse - handwritten, graphic, typographical, photo and video.

Documenting management activities is a regulated procedure that gives it a guarantee of legal force - the quality that is in the list of current legislation.

To date, various means of documenting are used: from simple (such as pencils and conventional ballpoint pens) to more complex electromechanical ones (this includes a tape recorder, video camera, phono camera, etc.) and computerized computers. The ways of documenting depend on the means used. It can be textual, electronic, film and photographic.

Management activity uses, as a rule, text documents written by hand or created on the computer. Therefore, they received the name of management documentation.

Documentation is always a fixation on a certain carrier of some information, with special details, which then are used to identify it. Documenting managerial activities creates the means and grounds for regulating activities as a separate official, as well as financial or organizational actions of the whole enterprise.

Documentation can differ in its functions, purpose, content, degree of secrecy and availability of information. Addressing factors make it possible to classify it into interorganizational and external ones. The first, which does not go beyond the limits of one institution or organization, and is conducted between its participants, is called official. The second - external documentation - is carried out between organizations of various types, individual officials who are not directly subordinate to each other.

Technical documentation is carried out in compliance with established norms, which for any type of documents are their own. For any managerial activity, this is especially important, because the documentation becomes legal, serving as the most accurate proof of the authenticity of the information contained therein.

Documenting management activities imposes specific duties on officials or management bodies that implement it. So, during the creation of any official documents, the current legislative norms, the rules of registration, which are nationwide, must be observed. In addition, each document must necessarily be accompanied by details of the organization, legally significant: its name and decryption, signatures and seals of the management or a particular department of the enterprise, the date of compilation and the number in the register book, approval vultures, etc. Finally, the documentation of management activities should produce documents strictly within their own competence.

The documents differ in the degree of authenticity. Drafts or copies from the main documentation contain only a specific text, and do not contain such legal force as originals. The document that contains information and the above requisites confirming its validity and authenticity is considered to be genuine.