DOCUMENTATION SYSTEMS, All-Russian documentation systems - Documentation of management activities


All-Russian documentation systems

One single document is a single result of documenting a particular fact or action. Due to its complexity and diversity, the activity of any organization or legal entity is not limited to this and is reflected by a combination of documents that are in some way interrelated and interacting, i.e. documentation system . At the same time, based on the provision that documents are a form of reflecting the different, but interrelated activities of the organization's employees, it is possible to single out a set of documentation systems that are interconnected and co-ordinated.

The most common and holistic is the complex of nationwide documentation systems covering all documents that arise and are circulating in the country; in turn, they can be classified according to different criteria: functional, industry, management levels, etc.

The functional systems of the documentation are systems that are inherent in almost all organizations, since they display functions that are common to any area of ​​activity and management (for example, accounting, personnel, archival, organizational) .

Industry systems documentation are systems that are inherent only to certain groups of organizations, characterized by a unity of economic and social activities and related to one industry (medical, educational, research, etc.).

The uniformity of a significant number of solved problems, the uniform technologies for their documentation, the repeatability of a significant part of the mandatory information allowed practical applications to identify a number of documentation systems and formulate a set of unified requirements for these documentation systems.

The first of these systems should be the State System of Standards and Technical Conditions (GHS) . Developed by the decision of the Government of the USSR in 1965, the system includes state standards that define the main goals and objectives of standardization; organization and methodology of standardization work in the country; the procedure for the development, implementation, circulation of standards and other normative and technical documentation, the introduction of changes in them, as well as state supervision and departmental control over their implementation and compliance.

The system identified objects of standardization, categories and types of standards being created, namely: state, industry and standards and technical conditions of specific enterprises. Also, unified rules for the construction, content and presentation of standards, regardless of their type and category, up to metrological support and safety requirements, contained in standards and technical specifications were described.

At present, the foundations of the State Standardization System of the Russian Federation are established by the Federal Law "On Technical Regulation" and the group of standards of GOST R 1.XX-YYYY (here XX means the number of the standard in the specified group - 1, 2, ..., YYYY means the year of adoption of the latest version of the standard).

In 1971, the main complex of more than 20 standards and guidelines of the Unified System of Technological Documentation (ESTD) was developed. Basically it was named because in its composition it could solve various tasks in the field of processing and circulation of technological documentation, both general purpose and specialized in the types of work at enterprises and organizations, regardless of their type and nature of production.

The complex established the general provisions and purpose of the unified system, the general requirements associated with the development of forms of technological documents, the execution of document forms and registration of technological documents, the rules for the implementation of basic inscriptions, the rules for processing documents, taking into account their automated processing, the completeness of documents, the terminology requirements for the composition of the classification system used in the documents of technical and economic information.

Similar in construction and content and Unified system of design documentation (ESKD) , created in parallel. Standardization of design documentation is carried out within the framework of international requirements ISO/TK10 "Technical drawings" and IEC/TKZ & quot; Graphical symbols & quot ;.

There are two other production documentation systems. This is a Unified system for the design documentation for capital construction and Unified system of technological preparation of production (products of engineering, instrumentation and automation).

Close to them and Unified System of Standards for Automated Control Systems (ESS ASU), Unified Program Documentation System (ETSD), System of Standards for Information, Library and Publishing (SIBID), Unified System of Foreign Trade Documents .

But the complex of Unified systems (management) documentation (USD) was conceived as the broadest in terms of scope of tasks and composition of documents. Since 1971, according to the decision of the Council of Ministers of the USSR, systematic work began on the creation of classifiers of technical and economic information included in the Unified System for Classification and Coding of Technical Economic and Social Information (ECC-CTIEC) , as the basis for information support ACS, i.e. according to the explanatory dictionary on informatics - systematized codes of names and codes.

Classifiers are divided into all-Russian and local: industry, enterprises.

Simultaneously with the activity on the creation of classifiers, the central government bodies were charged with developing a unified methodical basis, i.e. reduced to the maximum uniformity of the forms of documents, united in the basic general-purpose functional systems.

Unified documentation systems were designed primarily for use in automated control systems of different levels. At the same time, the documents included in the unified documentation systems and the main provisions of the Unified System for Classification and Coding of Technical, Economic and Social Information are intended and obligatory for use by unions, concerns, associations, joint-stock companies, interbranch, regional and other associations, regardless of the form of ownership and submission. And also ministries, departments and other government bodies in the Russian Federation; public organizations that use both traditional and mixed, using computer technologies, methods for processing documented information.

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