Documents are an integral part of any office work in an enterprise or organization, regardless of whether it is private or public. Documents are filled out, sorted, sent, accepted, etc. If there are several documents, it is simply necessary to draw up a register - this will not only simplify the work of clerks and other categories of workers (economists, accountants, etc.), but also employees of other organizations, if they accept the documents you send.
Instructions
Step 1
Collect the necessary documents of the same category, that is, documents related to the same type (confirming production costs, acceptance / sales documents, etc.). Collect administrative documentation separately: orders, decrees, orders. Sort them according to authorship (orders of the head of the organization, orders of department heads, etc.).
Step 2
Create folders for storing documents that have already been sorted out and file everything in chronological order. Make an inventory of each folder. Give them an inventory number.
Step 3
Create a table based on the documents with the appropriate fields, dividing the sheet into columns and rows. Sign the columns according to the purpose of the document and its functionality. At the same time, remember that the register must contain comprehensive information about the documents, so that for one reason or another you do not have to open the document itself again and again and study it for one reason or another. So, for example, the register of documents confirming the expenses incurred must contain the following columns: document number, name, document content, amount and mark on the return of the document.
Step 4
In turn, the register of documents of shareholders of OJSC, CJSC, etc. must include the necessary data for the identification of all persons registered in the register, fixing their rights to shares, on the receipt of income from shares of persons registered in the register, collection of data on all owners of shares, as well as information on the receipt by them of all kinds of notifications about meetings and other events.
Step 5
You should be aware that when compiling a register of documents for your convenience and speed of search in the future, it is necessary to keep all records in chronological order.
Step 6
Only if the register of documents is compiled correctly, you will not need to spend extra time searching, you can quickly and easily find the paper you need, send the required request or notification and simply do your job with high quality.
