What should be the control over the execution of documents

Proper control over the execution of documents (as, indeed, all other manifestations of supervision) is not only one of the main elements of management activity, but also the main function of management organizations. Its main task is to ensure that any instruction is executed in a high-quality and timely manner. In the course of the described type of activity, there are two types of operations: control over the execution of documents on the merits and term supervision. The first is carried out by the leaders of all ranks. The second is the exclusive prerogative of the DOW service. Translated into human language, this abbreviation stands for document management support.

The activity of the DOW includes several stages:

• setting an order (orders and so on) for monitoring, issuing a special note on this in the appropriate form (registration);
• systematization of forms depending on the term of implementation;
• notification of the performer about the occurrence of the day "X" in the transfer of the order (orders and so on) three days before the time expires for the task, and on the last day;
• notification of the controller (supervisor) about the time for the inspector to come due (one day before the expiry, the day when the task is to be completed).

In addition, the DOW can carry the deadlines for the execution of orders. This service can also be removed control of the execution of documents. But this requires a written (in some cases allowed oral) permission of the first head of the organization.

Today, many enterprises have implemented an automated system for monitoring the execution of orders. It is not only rational, but also absolutely uncomfortable in terms of requirements for hardware, that is, for personal computers on which appropriate software is installed. By the way, such systems are also referred to as electronic document circulation. They allow in an automatic mode to carry out all the functions described above (DOW activity).

To date, there are products of domestic and foreign developers on the market of software complexes that monitor the execution of documents. The first is more preferable for the simple reason that it more accurately takes into account the specifics of handling documents, which is typical for Russian firms and organizations.

However, not all enterprises have the opportunity to install a system that will automatically monitor the execution of documents. Perhaps, this does not have enough money (or the need for an automation system is poorly revealed). Or the volumes of securities (incoming and outgoing) are insignificant. In this case, you can recommend to such organizations the automation of at least some operations. The minimum requirement is the availability of a local computer network. Speaking about specific products, the attention should be paid to the complexes of ASKID, EFRAT-Document Management and BOSS-Referent. By the way, the last two are complex programs that allow to fully automate the document circulation of the enterprise.