At one time, the Soviet poet Vasily Lebedev-Kumach in his “Song of a Bureaucrat” accurately noticed that the main feature Russian society: “Without a piece of paper you are a bug, but with a piece of paper you are a person!” These lines have not lost their relevance today. Therefore, it is not surprising that our whole life, one way or another, is closely connected with representatives of the document management profession, for whom a document is not just a piece of paper, but the main tool of professional activity.
At one time, the Soviet poet Vasily Lebedev-Kumach accurately noted in his “Song of a Bureaucrat” that the main feature of Russian society is: “without a piece of paper you are a bug, but with a piece of paper you are a man!” These lines have not lost their relevance today. Documents accompany us everywhere and always, regardless of whether it is personal life or work moments. Therefore, it is not surprising that our whole life, one way or another, is closely connected with representatives document specialist profession, for whom a document is not just a piece of paper, but the main tool of professional activity.
Let us note that today this profession is experiencing a “rebirth” due to the rapid development of the economy and electronic document management. IN modern society information, in all its manifestations, is perceived as a “hot” commodity, the search, processing and storage of which requires significant financial, labor, time and material costs. Document specialists who know all the secrets of competent document flow and have the skills to optimize work with information flow help to minimize these costs. As a result, specialists in this field are in steady demand in almost all spheres of human life, and document management faculties are very popular among applicants.
Who is a document specialist?
A highly qualified specialist in the field of office work and document management, ensuring order in the papers of an enterprise or organization. Related professions: archivist, secretary, office organizer.
The name of the profession comes from the Latin documentum (proof) and Old Slavonic vedѣti (to know). In other words, initially documentologists, whose functions, by the way, were previously performed by scribes, rather recorded evidence about the legal background of this or that event than systematized documents. The concept of document management, which is familiar to us, acquired only in the first half of the 20th century, when Paul Otlet expanded the meaning of the word “document” to the point that any information recorded on a tangible medium began to be called a document. At the same time, the profession of a document specialist arose, whose duties were radically different from the duties of a scribe.
Professional responsibilities of document specialists today include not only the preparation of documents, but also:
- development of forms and document sheets;
- systematization of document flow composition;
- examination and organization of document storage;
- ensuring the “movement” of documents from management to subordinates;
- creation of documentary databases;
- endorsement of incoming documents and assignment of registration index to them and email address storage;
- sorting documentation and transferring outdated information to the archive;
- optimization of the document flow of an organization or enterprise.
What personal qualities should a document specialist have?
As the name of the profession suggests, activities of a document specialist is entirely related to the search, processing and storage of documents, so the specialist must have a penchant for “paper” work. In addition, a document specialist will not be able to do his job efficiently if he does not have such personal qualities as:
In addition to those listed above personal qualities, a good document specialist has a whole set of professional knowledge and skills, the list of which includes: skills in working with office PC applications (Word, Excel, 1C, Outlook, etc.), knowledge of the basics of economics, business planning, archiving, management, personnel management, organization of electronic document management, source study , personnel records management, literary editing, legislation in the field of labor, administrative, civil and constitutional law.
Advantages of the document specialist profession
Main advantage of the document specialist profession is its "versatility". A specialist diploma in document management and an extensive “baggage of knowledge” obtained at a university allows a professional to get a job in almost any company or organization, regardless of the enterprise’s field of activity. At the same time, he can count on a quite decent level of payment (on average, about 30-40 thousand rubles per month).
The rich job variety is also attractive in this profession. After graduating from a university, a young specialist can easily get a job such as: clerk, archivist, administrator, secretary-assistant, office manager, personal assistant (assistant manager), etc.
Despite the apparent monotony and routine of the professional activities of a document specialist, the work of this specialist is very interesting and varied. After all, it is this specialist who first receives the documents, which means he always has the most up-to-date information about innovations being introduced in the company (and, as you know, whoever owns the information owns the world). Moreover, quite often the document specialist is the only person (besides top management, of course) who is privy to everything business secrets enterprises.
If you have an entrepreneurial spirit and sufficient experience in the field documentation support personnel management, document specialist can organize own business(for example, create an audit company), and provide services privately.
Disadvantages of the document specialist profession
It is not difficult to guess that, along with the advantages, the profession of a document specialist also has disadvantages. And the main disadvantage is the great responsibility. This is especially true for those specialists who work in an archival agency of federal significance or a state research institute for document management and archival affairs. After all, it is these organizations that prepare documents for the government, on the basis of which important government decisions are made.
Disadvantage of the document specialist profession can also be called the need to have practical experience work during employment. Therefore, a novice document specialist will either have to start his professional activity still in the process of studying (by the way, students have this opportunity already in the 2nd year, since by this time they have already mastered a sufficient amount of knowledge for their practical application), or get a job as a document assistant after graduating from university.
Where can you get a profession as a document specialist?
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Get a profession as a document specialist it is possible at any Russian university, on the basis of which they train specialists in such specialties as “Documentation support for the enterprise”, “Document management” or “Information support for the enterprise”. It should be noted that a documentation student has the opportunity to master several specializations at once. For example, when receiving the profession of a document specialist, a young specialist can simultaneously master the specialty of a personnel officer or archivist.
When choosing a university, more attention should be paid not only to the scientific and technical base of the educational institution, but also to the possibility of internship in large Russian companies. Besides, great importance there is a demand for university graduates in the labor market. Therefore, first of all, it is recommended to consider the possibility of entering such leading universities in Russia, How:
- Nizhnevartovsk State Humanitarian University;
- Irkutsk State University;
- Moscow University of Finance and Law;
- Don State Technical University;
- Voronezh Institute of Economics and Social Management.
This job description translated automatically. Please note that automatic translation is not 100% accurate, so there may be minor translation errors in the text.
| Instructions for the position " Lead document specialist", presented on the website, meets the requirements of the document - "DIRECTORY qualification characteristics workers' professions. Issue 42. Metal processing. Part 1. Managers, professionals, specialists, technical employees. Part 2. Workers. Book 1. “Metal casting”, “Metal welding”. Book 2. "Drawing, squeezing, cold stamping of metal. Production of heating boilers, metal tanks and similar products", "Forging, high and low temperature processing of metal." Book 3. "Turning, drilling, milling and other types of processing of metals and materials", "Coating of metals with metals. Painting." Book 4. "Coating of metals with non-metals: enameling and other types of coating", "Plumbing and assembly work in the production of machines "", which was approved by order of the Ministry of Industrial Policy of Ukraine on March 22, 2007 N 120. Agreed by the Ministry of Labor and social policy Ukraine. Introduced in April 2007 The document status is "valid". |
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Preface to the job description
0.1. The document comes into force from the moment of approval.
0.2. Document developer: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
0.3. The document has been approved: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _.
0.4. Periodic verification of this document is carried out at intervals not exceeding 3 years.
1. General Provisions
1.1. The position "Leading document manager" belongs to the "Professionals" category.
1.2. Qualification requirements- complete higher education corresponding field of training (master, specialist). Work experience in any category I profession - at least 2 years.
1.3. Knows and applies in practice:
- resolutions, instructions, orders, methodological and other guidance materials, regulatory documents on documentation support for management;
- the procedure for planning, design and technology of work on the basis of organizational and computer technology management documentation services;
- methods for developing their optimal structures;
- methods of research, analysis, design and development documentation systems, standards for unified documentation systems;
- the procedure for registration, classification, storage, examination of the value of documents;
- organization of archival affairs;
- regulatory and methodological documents on the design and operation of automated information systems management;
- basics of programming, methods of designing and updating databases and data banks;
- basics of control, ergonomics, social psychology, sociology, labor legislation;
- document creation;
- organization of government institutions and public organizations, economic and legal aspects of their activities;
- domestic and international experience in the field of documentation support for management.
1.4. The leading document manager is appointed to the position and dismissed from the position by order of the organization (enterprise/institution).
1.5. The leading document manager reports directly to _ _ _ _ _ _ _ _ _ _ .
1.6. The leading document manager supervises the work of _ _ _ _ _ _ _ _ _ _ .
1.7. During absence, the leading document manager is replaced by a person appointed in accordance with the established procedure, who acquires the appropriate rights and is responsible for the proper performance of the duties assigned to him.
2. Characteristics of work, tasks and job responsibilities
2.1. Develops and implements technological processes for working with documents and documentary information based on the use of organizational and computer technology: accounting, execution control, operational storage, reference work.
2.2. Takes part in planning, organizing and improving the activities of the management documentation support service.
2.3. Monitors the state of office work in structural divisions.
2.4. Prepares proposals to ensure ergonomic working conditions, rationalize workplaces for employees of the management documentation support service.
2.5. Develops unified documentation systems and timesheets of documents for various purposes and management levels, classifiers of document information.
2.6. Organizes the implementation, maintenance (including automated) and development of the documentation system, which also includes documents on computer media and classifiers of document information.
2.7. Takes measures to streamline the composition of documents and information indicators, reduce their number and optimize document flows.
2.8. Takes part in the selection of documents that are transferred to state storage, the organization of ongoing storage and the examination of the scientific and practical value of documents.
2.9. Takes part in setting tasks, designing, operating and improving (in terms of information support for automated information systems and control systems, as well as new information technologies(including paperless), which are based on the use of computer and microprocessor technology, design and updating of databases of data banks.
2.10. Studies and summarizes advanced domestic and international experience in the field of documentation support for management, develops normative and methodological materials for documentation support.
2.11. Participates in the selection, placement and advanced training of personnel for the documentation support service of management.
2.12. Knows, understands and applies current regulations relating to his activities.
2.13. Knows and complies with the requirements of regulations on labor protection and environment, complies with the standards, methods and techniques of safe work performance.
3. Rights
3.1. The document manager has the right to take action to prevent and eliminate cases of any violations or inconsistencies.
3.2. The document manager has the right to receive everything provided for by law social guarantees.
3.3. The document manager has the right to demand assistance in the performance of his official duties and the exercise of his rights.
3.4. The leading document manager has the right to demand the creation of organizational and technical conditions necessary for the performance of official duties and the provision necessary equipment and inventory.
3.5. The leading document manager has the right to get acquainted with draft documents relating to his activities.
3.6. The document manager has the right to request and receive documents, materials and information necessary to fulfill his job duties and management orders.
3.7. The leading document specialist has the right to improve his professional qualifications.
3.8. The leading document manager has the right to report all violations and inconsistencies identified in the course of his activities and make proposals for their elimination.
3.9. The leading document manager has the right to familiarize himself with the documents defining the rights and responsibilities of the position held, and the criteria for assessing the quality of performance of official duties.
4. Responsibility
4.1. The leading document manager is responsible for failure to fulfill or untimely fulfillment of the duties assigned by this job description and (or) failure to use the granted rights.
4.2. The leading document manager is responsible for non-compliance with internal rules labor regulations, occupational health, safety, industrial sanitation and fire protection.
4.3. The leading document manager is responsible for disclosing information about an organization (enterprise/institution) related to a trade secret.
4.4. The leading document manager is responsible for non-fulfillment or improper fulfillment of internal requirements regulatory documents organization (enterprise/institution) and legal orders of management.
4.5. The leading document manager is responsible for offenses committed in the course of his activities, within the limits established by the current administrative, criminal and civil legislation.
4.6. The document manager is responsible for causing material damage to the organization (enterprise/institution) within the limits established by the current administrative, criminal and civil legislation.
4.7. The leading document manager is responsible for the unlawful use of the granted official powers, as well as their use for personal purposes.
Any enterprise and government agency- these are hundreds of circulars, orders, job descriptions, instructions. In a word - documents. It does not matter in what form they are transmitted, paper or electronic. The main thing is that without their circulation, any production will stop, since all communication between departments and departments will be disrupted. To prevent this from happening, any serious institution employs a whole staff of document specialists.
What is the difference between a document manager and a clerk?
The biggest confusion most often arises between the professions of a document manager and a clerk. Are we talking about the same specialty or different ones? In fact, document managers and record keepers, although related professions, are still different.
Document specialists are specialists who organize document flow in an enterprise.
Clerks are less skilled workers whose main task is to prepare and forward official papers to various departments and departments. As a rule, on small businesses these duties are combined by secretaries or personal assistants managers.
On large enterprise or in a government department, document specialists manage a department and have a staff of several clerks subordinate to them.
Responsibilities of a document manager
Based on this, the question arises: what exactly does a document specialist do at an enterprise? In short, organizational work.
Preparation of documents (especially strict reporting) is also technology. About the same as producing parts for a car. Every document has its own form. There are rules for its compilation. Moreover, each document must comply with regulatory legal acts, that is, be brought into compliance with the law. Finally, the purpose of any official document (order, instruction) is to inform management and employees in a timely manner.
In addition, documents tend to become outdated. After this, they should be archived and properly documented.
The responsibilities of a document manager can thus be listed in several paragraphs.:
Accounting, control and storage various documents;
Planning and ensuring document flow at the enterprise;
Introduction of advanced documentation systems, primarily electronic databases;
Participation in advanced training of department employees.
Look job responsibilities document specialist is not very exciting. This profession has a lot of routine and what is usually contemptuously called chicanery. But in reality, hundreds of processes directly depend on what a document specialist does - from the timely transmission of orders from superiors to the purchase of new equipment and successful completion of tax audits.
Requirements for knowledge and skills of a document specialist
The first thing a document specialist should know is correct design any official papers. However, the requirements for his skills do not end there. A true professional knows by heart:
fundamentals of law regarding office work;
regulations and orders relating to the execution of any papers;
the procedure for processing documents, rules for their storage and examination of value;
archival work;
basics of programming and database operation;
labor legislation.
The key skill of a document manager is the ability to handle databases. Good specialist speaks all popular DBMSs and should at least be able to find a common language with programmers. After all final result his job is to ensure that any document can be easily found in the archive or through search engine on internal servers. Actually, this is why a specialist needs programming skills.
Job description of document specialist
This document precisely defines the job responsibilities and rights of the specialist. It should list all the requirements for the employee, clearly define his area of responsibility and provide a complete list of tasks. All these nuances may vary significantly in different organizations where document specialists work, so below you can familiarize yourself with several job description samples at once:
How to get a document specialist education
Based on the requirements of the law, only an adult with a completed higher or secondary education can be hired for the position of document manager. special education. The course is called “Documentation” or “Documentation (information) support of an enterprise.”
The first thing you should pay attention to when entering educational institution, this is an opportunity industrial practice in a large company. A successful internship at such an enterprise is not only a good help in training a document specialist, but also opens up additional features upon subsequent employment.
Prospects for working as a document specialist
Career growth for a document specialist involves advanced training. A specialist without work experience can undergo advanced training and receive first the first and then the second category. However, in both cases you must work for at least three years in the position.
The profession of a document specialist has a significant advantage - the versatility of training. An employee with such qualifications can get a job in almost any enterprise. He can work as a document specialist in the MFC, educational institutions and many other organizations.
In addition, specialists with a diploma in document management can work in other positions: secretaries-assistants, assistant directors, archivists, etc.
The most important prospect for such a specialist is the opportunity to open his own business and provide private services to verify the correctness of documents (document flow audit).
However, the profession of a document specialist is not particularly diverse or creative approach. In it, skills such as literacy, scrupulousness, perseverance and attentiveness are much more important. Document specialists always have a lot of work and it is extremely responsible. Any little thing could cost him a quarterly bonus, or even his career.
Average salary for a document manager, vacancies
As already mentioned, document specialist is a universal specialty. Such specialists are also valued in offices. large companies, both in archives and on public service. At the same time, there are a lot of vacancies for document specialists, although, of course, they are called differently: document secretary, clerk, assistant director, document management specialist, etc.
The average salary also varies significantly, although on average it fluctuates around 25 thousand rubles. In turn, a document specialist without experience can qualify for a salary of around 16 thousand rubles. In the country as a whole, the picture is as follows:
The list of duties that a particular employee must perform at his or her workplace may be indicated in employment contract. Often an appendix to this document is a job description. Its compulsory preparation is not enshrined in law, but it helps to solve several problems at the same time. Let's consider what the job description of a document manager should be and what functions this employee should perform.
Sample job description for document manager
1. General Provisions
- A document specialist is included in the category of specialists.
- For the position:
- document specialist, a person who has received a higher professional education is hired; there are no requirements for work experience;
- document specialist of category II, a person with higher professional education and work experience in this position of 3 years is accepted (transferred);
- Document specialist of category I, a person with higher professional education and work experience for the position of document specialist of category II of 3 years is accepted (transferred).
- A specialist hired for the position of document manager must have the following knowledge:
- laws of the Russian Federation, resolutions, orders and other regulatory documents of higher authorities related to documentation support for management;
- norms and planning algorithm and work process based on computer equipment your department;
- ways and methods of studying, developing and improving the organization’s documentation services;
- rules for the formation, distribution, storage, examination of the value of securities;
- creation and proper maintenance of archival records;
- regulatory and methodological papers on the design and application of AIS for your department;
- basic programming skills;
- leading experience in their professional field, both Russian and foreign;
- fundamentals of economics, labor organization and management;
- norms of Russian labor laws;
- Internal labor regulations of an economic entity;
- requirements and standards fire safety and labor protection.
- During his work, the document specialist relies on:
- Charter (Regulations) of the organization;
- job description;
- other acts and papers related to the tasks of the document manager in the company.
- The named employee's supervisor is ______________________.
- During the absence of a document manager from his workplace (due to illness or vacation), his labor functions are transferred to a person chosen by management, who at the same time receives the rights of a document manager and will be held responsible for incomplete or dishonest performance of his work during the period of replacement.
2. Job responsibilities
The list of employee work tasks includes the following:
- Creation and implementation technological processes working with papers and documentary information based on working with computers and office equipment (this includes accounting, execution control, operational storage, advisory activities).
- Work on improving the activities of your department, monitoring the state of office work in the company.
- Preparation of proposals and measures for the introduction of ergonomic working conditions, rationalization of workplaces for personnel in one’s department.
- Creation of documentation services and time sheets for various purposes and management levels.
- Organization of implementation of services for working with important papers.
- Participation in classifying the composition of papers and information indicators, reducing their number and improving document flows.
- Selection of documents sent for state storage, compliance with storage and participation in the examination of the value of the papers of your enterprise.
- Study, analysis and generalization of leading experience in the field of documentation support of management, creation of normative and methodological instructions for other employees on issues of documentation support.
- Together with management, participate in the processes of selection, distribution and professional development of personnel in your department.
3. Rights
When performing his work, the employee is vested with the following powers:
- Take part and express your opinion in the discussion of draft decisions of superiors.
- With the approval of your manager, involve staff in jointly solving the tasks assigned to them.
- Request the necessary information and papers from personnel in other departments of the company.
- Participate in resolving issues of superiors regarding performed tasks labor functions.
- Require the company administration to provide assistance in solving certain work tasks.
4. Responsibility
An employee hired as a document manager is responsible for:
- for incomplete and poor-quality performance of one’s work - in the manner prescribed in labor legislation RF;
- for mistakes and crimes committed during their work - in accordance with the standards described in the current administrative, criminal and civil legislation of the Russian Federation;
- for causing material damage - in accordance with the standards established by the current labor legislation of the Russian Federation.
FILES
Why is a job description required in a company?
Having a document allows the employer to solve several problems:
- describe as accurately as possible the requirements for the employee, his education, qualifications;
- justify the refusal to hire a position if the applicant does not meet some requirements;
- justify the legality disciplinary action, if the person was “at fault” or did not perform his duties well enough;
- divide labor functions between several employees with the same positions;
- establish boundaries of responsibility for personnel.
Having studied the job description, the document worker must understand exactly what the employer requires of him.
Important! The instruction can be either a self-sufficient document or an annex to the employment contract.
What information should be in the text of the paper
There is no approved form for this paper in labor legislation. It is compiled in the so-called free form. However, over the years of practice, a structure for the job description has developed. It contains basic sections and additional ones.
The main sections that the document should include are “ General provisions", "Official responsibilities", "Rights" and "Responsibilities". Depending on the scale of the organization and the intentions of management, additional sections are added, for example, “Working conditions”, “Interrelations”, etc.
Section "General Provisions"
It indicates which category the employee will belong to, what educational requirements are required, work experience, knowledge and skills. Knowledge of the laws relating to the employee's field of activity is important. A document specialist must be able to work with services for recording and storing documentation.
This section also notes who the employee will be subordinate to, who and how will replace him in his absence.
Thus, this paragraph prescribes the main working points without touching on specific labor functions. They are given the next section.
Section "Job Responsibilities"
Here they describe very precisely point by point what tasks a document specialist should solve. The list will depend on the size of the company and whether there are other specialists with a similar position on staff. A document specialist must monitor the proper execution of papers, their storage, help employees organize documentation, and work to improve the organization of the company’s document flow.
Important! The more specific the employer writes job responsibilities employee, the greater the chances that misunderstandings between the parties will not arise. It is also important that job responsibilities correspond to the skills and knowledge that will be listed in the first paragraph of the instructions.
Section "Employee Rights"
This paragraph indicates a list of employee rights. Usually this is independent decision-making, the right to demand and study certain documentation, to involve other employees in solving their task (in some cases), to participate in resolving any issues in the company related to their field of activity.
Section “Employee Responsibility”
Here you can find information about the types of liability to which a document specialist may be held for dishonest performance or failure to perform their functions in the workplace. Each point is not described in detail, because the punishment will be determined during legal proceedings.
General design points
The job description is formed on the basis of the data recorded in Qualification reference books positions, for example, in the directory approved by the Ministry of Labor in Resolution No. 37 of August 21, 1998, or professional standards.
The creation of this document at the enterprise is carried out by personnel worker, lawyer, the director himself, his deputies. It is important that the document manager’s immediate superior assists in drafting the document. It is he who has a sufficient understanding of what skills the applicant must have and what work in the organization he will perform.
How to write a job description
- First, at the very top in the middle, indicate the full name of the company and, if desired, its details.
- Then there should be a note indicating the approval of the document by the manager. He will have to sign and put the date of approval of the instructions there.
- Then write the title of the document and place its full text below.
- At the end, the head of the department (the employee’s boss), the document manager himself and the persons with whom the paper was agreed upon sign.
For your information! As a rule, two copies of the job description are created. The first one is taken by the employee, and the second one is kept in the HR department. The employee can leave his copy at his workplace so that he can always clarify the necessary questions and verify anything during his work activity.
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