Phonograms - Documentation of management activities

Telephonograms

Telephone message is the generalized name for documents that are different in content and are transmitted verbally via telephone communication channels and recorded by the recipient.

Telephonograms are usually used in cases where messages sent over the phone require documenting.

Telephonograms are transmitted in small volumes of information character. In instructions on record keeping, the volume of telephone messages is usually limited to no more than 50 words.

In the text of telephone messages, it is necessary to avoid difficult-to-pronounce words, word combinations and complex speech turns.

Phone text samples

Telephonograms are made on standard sheets of paper or special forms.

When composing telephone messages, the following details are used:

- the name of the organization;

- name of the type of document - TELEPHONOGRAM;

is the date of the document;

- time of sending and receiving a telephone message;

- registration number of the document;

- reference to the registration number and date of the document;

- the place of compilation or publication of the document;

- Destination;

- the title to the text;

- the text of the document;

- signature

- mark about the performer;

- the position and phone numbers of the telegram transmitted and received;

- a note on the execution of the document and its direction in the matter;

is the ID of the electronic copy of the document.

The date of the telegram is the date of transmission.

If a phone message is sent to several recipients, a list of the organizations to which it is transmitted and the phone numbers for which it is to be transmitted are attached to it.

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Signed telephone messages are registered; after the transfer, the date and time of the transfer, the names and phone numbers of the transmitting and receiving persons are stamped on them.

The received phone messages are recorded on standard sheets of paper, special forms or in a log. The telephonogram can be first recorded or recorded with the help of sound recording equipment, and then decoded and printed.

You should check the correctness of recording the phone message by re-reading it at the end of the transfer.

The incoming phone message must have the same details as the outgoing one, except for the signature that is not on the incoming telephone message.

After the telegram is considered by the management and the resolution is passed, the telephone message is sent for execution.

After the execution, the telephone message with a note on the execution of the management order is filed in the case on a question basis in accordance with the nomenclature of cases.

Example of processing a received phone message

Facsimiles

Fax (fax) is a copy of a document transmitted on a hard copy by fax. Faxograms are allocated to a separate group of correspondence based on the characteristics of the transfer of information. Documents that are urgently required for the addressee are transmitted via fax channels.

Facsimile terminal (telefax) - a device that converts graphic information on paper into electrical signals, transmits them to telecommunication networks and receives - reverse conversion. When using computers as facsimile terminals, the graphic information can be represented in the form of files stored on the long-term memory device of the computer system.

Facsimile communication allows you to send texts, tables, drawings, drawings. An important advantage of fax communication is the sending of graphic information and its receipt on paper, which is impossible with the use of telegraph or telex communication.

Any kinds of documents can be transmitted via fax channels. The requirements for their drawing up and registration are determined by the type of the original document sent (contract, protocol, act, etc.). However, in most cases, the faxgrams serve as a means of operative correspondence and are processed taking into account the requirements of the facsimile.

Currently, the legislation and instructions for record keeping do not have a single approach to determining the legal power of faxgrams. The legislation recognizes the principal possibility of their use in the conclusion of transactions, the provision of reporting and statistical data. However, in by-laws and in practice, there are a number of restrictions on the use of phrasemograms, which, in particular, are due to the fact that they do not contain genuine signatures and stamp imprint. In a number of cases, the faxgrams are accepted for execution only if the original document is sent in the future.

There are certain requirements for documents sent by facsimile, depending on the transmitting and receiving equipment (telefax). All that is subject to telefax transmission (text, photograph, drawing, etc.) should be placed within the confines of the telefax limits. Modern telefax equipment transmits A4 sheets.

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Documents to be sent must be printed in clear, contrast font or written in contrast (black, dark blue) ink, ballpoint pen paste, ink. It is not recommended to send documents printed using red, green, yellow colors; on red or gray paper; and also printed with a font of weak contrast or with insufficient clarity. Waviness or deformation of the media of the document being sent is not allowed. On the front side of the original there should be no wrinkles, stains, bends and reliefs from the inscriptions on the reverse side.

Example of an application form for faxing

The rules for sending and receiving documents using facsimile communication are fixed in instructions for record keeping and include the following main provisions.

1. Facsimile machines (telefaxes), having official numbers of the organization, are installed in the Document Management Support Service. Delivery of faxes to structural units is provided by employees responsible for the management of these divisions. Control over the use of facsimile equipment installed in the units of the organization is carried out by their managers.

2. The document for transmission on the fax channel is handed over with the application of the established model, signed by the head of the subdivision. Applications are stored for one year.

3. Documents that require urgent transmission of information are transmitted via fax channels.

4. To the transfer are accepted originals and certified copies of documents.

5. The volume of the transmitted document is limited (in accordance with the instructions for clerical work in various organizations, this restriction can be from 2 to 10 pages).

Example of creating a faxgram

6. Responsibility for the content of the transmitted information rests with the executor who prepared the document for the transfer and the head of the corresponding unit.

7. It is forbidden to send texts of documents with restricted access information (secret, marked "For official use", "Not for printing", etc.).

8. In the event that the document is sent to third-party organizations, the document specifies the fax number (with the country code, city code) of the recipient. On the transmitted document in the upper right corner is the mark & ​​quot; Fax with the shipment or Fax without forwarding & quot ;. If the document is sent for agreement, then the first sheet of the document indicates "Project."

9. Faxes in foreign languages ​​are delivered to the addressee without translation.

10. Registration of faxes intended for sending or arriving to the organization is carried out in file cards (journals) of the established form.

11. After the transfer of information documents are returned to the executor with a note about the date and time of sending. Received faxes are transmitted to the addressees on the day they are received, urgent - immediately. Confirmation of sending a fax is a fax message about its successful delivery.

Currently, facsimile services - telematic services, intended to provide services for the transmission of documents (messages) between facsimile terminals - operate in telecommunications organizations. Facsimile services fall into three categories:

a) subscriber facsimile services - Telefax (real-time service) and Comfax (service with intermediate accumulation);

b) the client fax service - Burofax;

c) facsimile services, where messages are sent using the Burofax service, reception - using the Facsimile service and vice versa (Burofax - Facsimile, Facsimile - Burofax).

The Service Facsix provides connection of subscriber facsimile terminals both inside the country and with subscriber facsimile terminals located in other countries.

Customer service "Burofax" is primarily designed to provide fax services to consumers who do not have their own facsimile facilities. Service Bureaufax provides transmission, reception and delivery of messages with the help of facsimile terminal equipment located in the so-called public offices (based on the delivery service of telegrams and liaison offices). Service Bureaufax provides the following services to consumers:

- submission of a document for sending through the operation window of the transmitting office;

- submission of the document from the sender's facsimile setting;

- delivery of a fax message to the recipient (receiver) by the deliverer;

- delivery of the facsimile message by means of telecommunication to the recipient's facsimile setting;

- delivery of the facsimile by means of mail;

- issuing a facsimile message to the recipient without prior notice (poste restante);

- issuing a facsimile message to the recipient but a preliminary notice sent by means of mail or telecommunications (by telephone, to an AT/Telex subscriber set);

- Different categories of the urgency of sending and delivering messages.

The way the message is delivered to the recipient is determined by the sender.

Subscriber service "Comfax" is a facsimile service with intermediate storage, providing subscribers a wide range of additional services, including:

- the transfer of messages at a predetermined time;

- multicast and circular transmission;

- automatic reset of messages to the receiver's terminal;

- receiving messages at a predetermined time interval;

- the organization of subscriber facsimile mailboxes

- notification of receipt for processing and delivery of the message to the addressee;

- retransmission.

Create a subscriber service ComFax due to the fact that reliable, fast and high-quality fax communication can often not be provided on the public telephone network. Availability in the Comfax intermediate drives opens the possibility of sending faxes without the simultaneous presence of communication equipment of the sender and the recipient of the message. This circumstance has special significance for the organization of communication between subscribers of different time zones.

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