How should the documents be registered at the enterprise?

What is registration of documents and what does the organization need? Let's answer this question in order: first - "what", and then already - "for what".

So, this process is a fixation of the fact of receipt or the creation of a document. In the course of it, a special index is placed directly on the paper created or received by the organization. But this is only half the procedure. The second part - the introduction of relevant information about the "newcomer" in a special registration form. The index usually consists of several parts. Firstly, it is a serial number. It can be supplemented with indices of performers, nomenclature of cases, classifier of recipients and so on. The components can be arranged in different sequences. The first, for example, can be the number, then the nomenclatural index, and the classifier used can be indicated at the very end. But the reverse sequence is possible. Incidentally, the assignment of special numbers, containing also letter combinations, is characterized by the registration of constituent documents.

It must be said that at the enterprise or the firm, a global registration of documents must be carried out. That is, all business documents, both incoming and outgoing, must be recorded.

Next, it should be noted that the registration of the organization's documents must meet the following requirements:

• Single - any incoming or created documentation is recorded only once. If we are talking about internal orders, then from the department to the department they travel with the number (index) assigned at the very beginning. This rule is equally true for official correspondence and for orders of severe bosses.
• Timeliness - here it is meant that registration of securities received from outside is performed on the day of receipt. If we talk about internal orders, instructions or orders, they can be fixed upon the fact of signing by the responsible employees (maximum - the next day).
• Separation - for each type of business papers there is a personal fixation (incoming, outgoing, orders, memos, minutes of the meeting, orders and so on).
• Uniformity - accounting is always carried out according to the same rules. In this case, the registration form does not matter.
• Completeness of the essence - when you enter data into the registration form, you need to display the maximum information in it. Especially in terms of the content of any documentation.

In addition, the fixation of all papers in the company should be conducted within one year (calendar).

And now it's time to answer the question: "What for?" The registration of documents used in organizations allows solving a variety of tasks. Let us consider the most striking example. If at the end of the calendar year to take and analyze the serial numbers, then we can track the growth of the document flow. This information can cause legitimate demands of the secretary to raise his salary (as an option - to increase the number of staff of the secretariat).