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Procedure for acceptance and processing of incoming to organization documents

Lyudmila Shtepa


Many management decisions and business transactions are accompanied with correspondence at the stage of preparation, and then performing. Letter is a common type of documentation, one of the ways to communicate. Official letters are the main means of establishing informational, business contacts between enterprises, organizations, institutions, and companies. Typically, letters are written in case where it is not impossible or difficult to exchange information without documents, or to provide oral explanations, instructions, to designate others.

Let’s consider existing procedure in the modern record keeping for acceptance and processing of documents received at any institution.

Delivery of documents for recipients usually is done with use of postal services, telecommunications, and courier services.

Written correspondence, packages, parcels, small packages, periodicals and other are delivered primarily through mail and courier. Courier service is engaged in special correspondence. Telecommunication facilities deliver documents such as fax, telephone, electronic documents using digital signatures and documents in electronic form without digital signature (in scanned form).

Documents received at institution by any of these ways are taken centrally in paperwork service.

Recommended, special and correspondence letters with declared value are received with signature in register or notification on receipt.

In case of correspondence marked "urgent", not only the date is fixed but also hours and minutes of delivery.

There are cases of receiving documents to organizations outside working hours. In this case, it is done by another employee.

Documents sent on wrong address are returned to sender without consideration.

In service office all received envelopes/packages are opened except those that have the words "personal".

If you can see sender address, time of sending and receiving of document only at the envelope, or when envelope is missing some documents or documents number mismatch numbers on envelopes, they are not destroyed, but saved and added to the document.

If when viewing attachments for received documents there are no applications mentioned in document or separate sheets, as well as errors are detected in design of document that makes it impossible to perform (no signature, seal, stamp approval, etc.), document is not registered, and written request is sent to sender or notified of any identified observations by phone. In this case document is recorded with date of request (phone call), positions and names of person who made request, and information on employee of institutions who made the request.

There are cases of absence of attachments or if they are not full, envelope is damaged, making it impossible to read the document. Then act is drawn up in duplicate. One of them sent to the sender, the second - kept in paperwork service.

Fact and date of submission to institution is necessarily fixed by the following rules: a note on receipt of document to institution is placed by hand or using a stamp, automatic numerator on face of the field in lower right corner of first sheet of an original document. Elements of mentioned details are abbreviated name of institution - recipient of document, registration code, date of submission (hour and minute - for urgent correspondence). If organization uses automated registration system, this information is applied with a bar code.

Electronic media when sending recipients is necessarily accompanied by a cover letter. While receiving these documents, a cover letter is produced at paperwork service.

When receiving facsimile documents, the total number of pages and their compliance with quantities listed on the first page and proper print quality are checked. Faxes received incomplete or of poor quality, are not recorded, and sender must be informed on this (phone conversation).

Documents addressed to the heads of agencies, as well as those that do not otherwise specified officer or subdivision as destination, are subject to prior review by records service.

Need for preliminary review of documents is to distinguish those that require mandatory consideration of agency head, and those that will be used to study by his deputy and structural units.

Acts of public authorities, requests, appeals, and correspondence of the Supreme Council of Ukraine, Administration of the President of Ukraine, the Cabinet of Ministers of Ukraine, correspondence received from institutions of higher level, decisions of local authorities, as well as important documents with information on main issues of institution shall be mandatory reviewed by agency head.

Other documents are transmitted to deputy director or business unit (performers). This takes into account powers of business correspondence authorities, consideration for whom is provided in regulations (statutes) of institution and in provisions of units, job descriptions, administrative documents of division of responsibilities between agency head and his deputies; routing document, active in organization, etc.

Preliminary review of documents should be made on the day of receipt or on the first working day following when you receive them after hours, on weekends and public holidays. Orders institutions of higher level, telegrams, telephone are taken in immediately.

At the stage of preliminary examination there is a selection of documents that are not registered by paperwork service.

The following documents are not subject to registration in paperwork services:

1. Charts, orders, application, quota. *

2. Composed documents and information sent to the attention.

3. Curricula, programs (copies). *

4. Ads, programs for meetings, conferences and more.

5. Price lists (copies).

6. Rates of materials.

7. Congratulatory letters and invitations.

8. Printed publications (books, magazines, newsletters). *

9. Scientific reports. *

10. Monthly, quarterly, semi-annual reports. *

11. Statistical reporting. *

* These documents are subject to special record in structural units of institutions (accounting services, personnel services, library, and service of scientific and technical information).

Dear readers, next time we shall consider deadlines for key documents received by agencies and recorded by paperwork services.

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