Secret office work: organization and rules of conduct. Job description of a leading specialist in document flow Job description of a senior inspector of secret office work
From now on, secret office work is a prerogative not only government agencies... Today almost every major commercial organization... This article will tell you all about the correct management of secret documentation.
The concept of secrecy in office work
Any work activity, one way or another connected with secret or classified documentation, always contains many difficulties, problems and risks. What is the reason for this? There are many reasons, among which the main one is the banal inability to competently work with papers that are classified as classified.
To begin with, it would be worth deciding what is generally a secret. The mystery has several meanings. Take into account the most common definition, then this concept should be interpreted as some kind of information available only to a limited circle of people. The secret is not to be divulged, it must be kept secret. As a rule, the secret is soon lost, and information becomes available to a large number of people. Accordingly, the organization of secret office work becomes unnecessary.
Secrecy vultures
On the this moment secrecy has several basic types. If we are talking about secret office work, one way or another related to state affairs, then all documents are divided into three main types:
- special importance;
- top secret;
- office use.
This classification is fixed by a special Federal law dated July 21, 1993 "On state secrets". What is each of the bars above?
The "high priority" stamp is the most high degree secrecy. Naturally, not every document can receive such a status. So, in the case of disclosure of a stamp of particular importance, significant damage to the state or some group of people can be caused. That is why the protection of this kind of documents is appropriate.
The "top secret" stamp is also assigned to documents containing some kind of state secret. Strict regulation when working with this kind of securities is in this case a distinctive feature.
The label "official use" does not provide special secrecy to documents, however, it significantly limits their use. This kind of secret office work is established, as a rule, in commercial structures Oh.
Classification procedure
The procedure for classifying everything is also established by the Federal Law on the state. the secret named above. According to this document, secrets subject to the state may include:
- information about the military sphere;
- information about economics, technology or science;
- information on foreign policy or economic spheres;
- information about counterintelligence, operational or investigative activities, anti-terrorist policy, etc.
How documents are classified? The main thing worth noting is the presence of specially authorized experts. Persons with certain qualifications are engaged in the development of the safe storage of certain papers. The most suitable security label is selected, in accordance with which it takes place further work... In fact, secret office work is a huge area with its own employees and managers.
Systemic principle for determining secrecy
For the most competent determination of the degree of secrecy, it is necessary to periodically apply special principles. Next, we will focus on the very form of determining secrets in office work - on the principle of consistency. What is he like?
The main feature of the systems approach is special attention to the problem of classification in general. Its main function is to preserve two mutually influencing tendencies: on the one hand, to prevent the dissemination of important information; on the other hand, to avoid mass classification and the resulting problems.
How is secret office work carried out? There are two main mechanisms here: overstatement and understatement of the secrecy stamp. Overestimation significantly narrows the ability to exchange the necessary information, underestimation somewhat weakens this process.
Other principles
What other principles and rules of secret office work can be distinguished? In addition to consistency, objectivity is also worth noting. What's the point here? If you give brief description, then it sounds like this: when working with secret documentation, you cannot be guided by all sorts of subjective opinions and assumptions. There must be a certain list of rules, in accordance with which all the necessary measures will be developed.
The optimization principle is another integral element of secret office work. Its main meaning is that the least amount of data in classified documents is the best and optimal solution. Excessive information will only violate required level security.
Principle periodic inspection consists in constant control over secret documentation.
On amendments to classified documents
As already mentioned, the degree of secrecy of a document is determined in accordance with a special list of information. Then they are classified and sent to storage. Is it possible to make changes to these documents?
The instruction on secret office work, which contains the Federal Law on, fixes a number of objective situations and circumstances, according to which documents may be subject to revision to varying degrees. It should be noted, however, that the period for declassifying or changing documentation should not exceed 30 years. An exception is the decision of a special interdepartmental commission. As in the case of classification, work on the removal or reduction of the classification is carried out by a special, authorized group of persons.
Destruction of classified documents
The decision to destroy one or another secret document depends on the secrecy stamp imposed on it. If the stamp is marked with special importance or perfect secrecy, then all questions are again decided by an interdepartmental commission. If we are talking about commercial secrets, secret documents of any enterprise, then it is necessary to convene a special expert commission and managers. She will decide organizational matters, and the management must give permission.
The destruction process takes place, as a rule, in the composition of three or more people. Papers are destroyed using special machines - paper converters. The registration forms must be marked in order to determine the accounting of documentation. It is also worth noting that the destruction of classified documents should take place in parallel with the destruction of the internal inventory.
Rules for conducting secret office work
Next, we will focus on the secret documentation of firms or other commercial structures. When working with secret documents, it is necessary to take into account several basic rules and requirements. It is worth highlighting the most important points:
- it is necessary to observe the strictest control over the access of unauthorized persons to documents. This is also about the personnel. So, security should be established through the security or safety service.
- It is necessary to accurately determine the persons who have the right to work with classified documents. Accordingly, they should be endowed with special powers.
- A clear instruction (memo) should be developed for working with secret documentation. All further work should be organized in strict accordance with it.
- A non-disclosure agreement of commercial and industrial secrets should be taken from employees.
- There should be constant material incentives for those who have the right to access classified documents. In particular, any specialist in secret office work should be under the personal control of the management.
These are all the basic rules that must be followed when working with secret or secret documents.
Duties of secret document specialists
The duties of employees who are admitted to work with secret office work are different at each enterprise. In any case, there is no single instruction for working with classified documentation. However, you can still highlight the most common and common points that every employee who deals with secret papers should remember. In particular, we are talking about the fact that:
- The employee is personally responsible for the storage, preservation or modification of documents.
- The employee must be vigilant, responsible and attentive. Any attempts by unauthorized persons to gain access to the documentation should be immediately stopped.
- The employee must know and follow the provisions of the instructions for working with classified documents.
In addition, it is necessary to highlight what the specialist is prohibited from doing. These include:
- messages to any unauthorized persons of classified information;
- removal, transportation or change of documentation without the knowledge of the management;
- familiarization with the documentation on issues that are not within the competence of the employee;
- destruction of documents without the knowledge of the management.
classified documentation
It is worth mentioning the most general information about how the cover of secret documents should look like. Almost any secret office department fixes the following norms:
- upper right corner - classified;
- under the stamp - the inventory number;
- documents with a stamp of perfect secrecy must have a red line from the upper right corner;
- sheets should be numbered and stitched with thread.
Naturally, there are many other requirements for this kind of securities. However, the above points apply to almost any form of classified documents.
A large company needs a well-organized and regulated circulation of documents, which means that a clear job description is needed clerk- the person who will be responsible for this area of work. The duties of a clerk may differ depending on the size of the company, its structure, the staff of the office, etc. We offer you a sample job description of a clerk, whose main tasks are to work with incoming correspondence and control the internal document flow of the company.
Job description clerk
APPROVED
General director
Surname I.O. ________________
"________"_____________ ____ G.
1. General Provisions
1.1. The clerk belongs to the category technical executors.
1.2. The clerk is appointed and dismissed by the order of the general director of the company.
1.3. The clerk reports directly to CEO/ to the head of the organization's documentation / to the head of the office.
1.4. During the absence of the clerk, his rights and obligations are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of a clerk: education - higher, incomplete higher or specialized secondary, experience of similar work from six months, knowledge of office work, Microsoft Office programs.
1.6. The clerk is guided in his activities:
- regulatory legal acts, regulations, instructions, other guidance materials and documents on the conduct of office work at the enterprise;
- Instruction for office work and archive work at the enterprise;
- Company Charter, Internal Labor Regulations;
- orders and orders of the management;
- this job description.
2. Job responsibilities of the clerk
The clerk performs the following job duties:
2.1. Receives and registers correspondence, forwards it to structural units.
2.2. In accordance with the resolution of the heads of the enterprise, he submits documents for execution, prepares registration cards or creates a data bank.
2.3. Keeps a card index of the passage of documentary materials, monitors their execution, issues the necessary information on registered documents.
2.4. Sends the executed documentation to the addressees.
2.5. Keeps records of received and sent correspondence, organizes and stores documents of the current archive.
2.6. Provides a convenient and quick search for documents.
2.7. Prepares and submits to the archive of the enterprise documentary materials, completed office work, a registration card file or computer data banks, draws up an inventory of cases transferred for storage to the archive.
2.8. Accepts documents for signature of the head of the office / head of the department of documentation support, checks the correctness of their preparation and execution.
2.9. Ensures the safety of passing service documentation.
2.10. Carries out individual service assignments of his immediate supervisor.
3. The rights of the clerk
The clerk has the right:
3.1. To get acquainted with the draft decisions of the management of the enterprise concerning its activities.
3.2. Submit proposals for improving the work related to the responsibilities provided for in this instruction for the management's consideration.
3.3. To request personally or on behalf of your immediate supervisor from the heads of departments and specialists information and documents necessary to fulfill their job responsibilities.
3.4. Require the management of the enterprise to assist in the performance of their duties and rights.
4. Responsibility of the clerk
The clerk is responsible for:
4.1. For non-fulfillment and / or untimely, negligent fulfillment of their duties.
4.2. For non-compliance with the current instructions, orders and orders for the preservation of commercial secrets and confidential information.
4.3. For violation of the internal labor regulations, labor discipline, safety and fire safety regulations.
A clerk is a very important position in any enterprise. The organization of workflow in the organization depends on his literacy and efficiency. And this affects the work of structural units, the timely adoption of important decisions by the management.
Where does the clerk work
A clerk is a demanded profession. Almost none big company can't do without this employee.
Such an employee is needed in any organization where there is a large workflow that someone should follow: register, sort, archive and find the necessary piece of paper at any time.
For example, at the school, an employee is responsible for managing the affairs of all students: registration, entering information into a computer base and subsequent archiving.
Very such an employee is important in the courts- where the flow of documentation is enormous. Not a single reputable company can do without this staffing unit, be it an industrial company, a referral service, an institute, a cultural institution, legal consultation and other institutions.
What is different from the secretary
At first glance, it seems that these two positions are no different from each other, but this is if we consider the terms of reference of a secretary-clerk in a small enterprise.
In large companies, these two professions are clearly separated from each other. At the same time, the staff may have more than one unit of clerk or secretary.
To understand the difference between these workers, you need to understand what exactly each does in the enterprise.
The word "secretary" has Latin roots, which means "secret" in translation. That is, this is a confidant close to the manager. The range of responsibilities is quite diverse, depending on the scope of the organization:
- receiving and registering incoming calls. Connecting a subscriber with a department or official in the enterprise;
- organization of work in the manager's reception: registration and reception of visitors;
- regulation of the manager's work schedule: scheduling and reminders of meetings, organizing meetings, and the like;
- service of the chief: serving tea, coffee, sandwiches and the like;
- execution of small orders of the director;
- control of the director's availability of stationery and other things necessary for work;
- organization of business trips: booking tickets and hotel rooms, checking the availability and appropriate filling of accompanying documents.
In many organizations a secretary is an assistant manager... The position is very versatile unlike a clerk who deals only with "paper" work.
The secretary constantly communicates with people, the clerk - with documents. Any secretary can deal with correspondence and execution of incoming or outgoing documentation, but this is not his main responsibility, it will only add to the range of other functions.
Very often, business leaders prefer to hire one employee who will combine the functions of a secretary and a clerk. This is a completely wrong approach to organizing work, acceptable only for very small firms.
The clerk must first of all monitor and control all documentary flows of the enterprise... It will be difficult to fully perform such a function if you have to endlessly sit on the phone, run on behalf of the director and make coffee for him and the office staff.
A qualified employee not only controls business correspondence at the enterprise, but also maintains its archive.
Depending on the characteristics of the enterprise, the clerk may have a variety of responsibilities:
- Registration of incoming and outgoing business correspondence;
- Sorting correspondence by degree of importance and divisions;
- Conducting constructive correspondence;
- Creation of a documentary base of the enterprise;
- Maintaining a paper and electronic register;
- Control of the timely execution of the instructions assigned in the documents;
- After the resolution of the director, bringing information to the structural divisions;
- Issuance of certificates or copies of documents in accordance with incoming requests;
- Sending business correspondence to addressees;
- Providing storage of documents, their systematization to optimize search;
- Compilation of the archive.
The larger the organization, the more structural divisions it has, the more more needed organization office work. In corporations, there may be a whole department of employees involved in the "paper" work in different directions therefore, their responsibilities will be different.
For example, in companies with foreign partners, the duties of a clerk may include translation of incoming mail.
Employee requirements
Gone are the days when the profession of a clerk or secretary belonged to low-skilled positions that did not require special skills, knowledge and skills. Now this is a responsible position for which candidates with higher education are most often selected.
The normal functioning of the organization depends on the qualified work of the employee, therefore, the employee must have the following personal qualities:
- great memory;
- meticulousness and patience;
- accuracy;
- self-control;
- business communication style;
- self-organization and self-discipline;
- pedantry;
- high concentration of attention;
- emotional stability;
- high level of responsibility.
In addition to individual requirements, qualification requests are required for an employee:
- higher education. For reputable institutions - records management, archival science;
- skillful possession personal computer, office equipment;
- knowledge of correct document management: execution and registration, drawing up registers, correct storage of documents, their archiving and other skills;
- the ability to establish communication links between various departments and structures, skillful communication with clients and third-party organizations;
- work experience (this requirement is not always present, but if there are several applicants for the position, previous experience is a big plus);
- knowledge of languages (such requests are made by companies with foreign capital investment or conducting foreign economic activities).
Important provisions of the job description
Upon admission to work, each employee must have initial knowledge of the responsibilities assigned to him... Such information is taken from the job description. This is a document that describes in detail all the functional duties of the employee, his responsibility for their improper performance and rights.
Of course, the manager may not sign this document with the worker, but then he will not be able to demand the precise execution of a certain set of tasks, let alone punish or fine for failure to fulfill certain tasks.
Therefore, the job description is an important document, both for the head of the organization and for its employees.
The standard instruction includes the following points:
- General Provisions. This paragraph defines that the clerk is a category of technical executors. Then it clearly spelled out qualification requirements to the position held, especially the appointment and removal from office. Direct subordination of the employee. What knowledge and skills should he be guided by in the implementation of his activities. A very important point is the point about assigning the duties of a clerk during his absence to another employee.
- Functional responsibilities of the employee.
- Employee rights. An employee has the right to participate in the development of projects related to his field of activity, make proposals for improving his duties, and, with the consent of the management, involve other employees in the work.
- Responsibility. For non-fulfillment or improper fulfillment of his duties, the clerk will be liable in accordance with current legislation and standards adopted at the enterprise.
- The final provisions determine the date of signing the document and drawing it up in duplicate, having the same legal force.
The clerk is prestigious profession... Now many higher educational institutions open courses in the specialty "Documentation and archival science". This suggests that the specialty is in demand. Depending on work experience and qualifications wage such a specialist can be at the level of a middle or even senior manager.
The video contains interesting and detailed information about document management in office work, which is the direct responsibility of this employee.
Sample job description for a clerk
A sample job description was drawn up taking into account the professional standard
1. General Provisions
1.1. The clerk belongs to the professional category.
1.2. A person who has:
1) average professional education for training programs for mid-level specialists, additional professional education for special programs;
1.3. The clerk should know:
1) the structure of the organization, the management of structural divisions;
2) modern Information Technology work with documents;
3) the procedure for working with documents;
4) workflow schemes;
5) rules for working with incoming, outgoing and internal documents;
6) the rules of organization and forms of control over the execution of documents in the organization;
7) standard deadlines for the execution of documents;
8) principles of working with a deadline file;
9) the purpose and technology of current and preventive control;
10) the rules for drawing up analytical reports on the organization of work with documents and control over the execution of documents;
11) rules for documentary support of the organization's activities;
12) types of documents, their purpose;
13) requirements for documents in accordance with regulations and state standards;
14) the rules for the preparation and execution of information and reference, organizational, management documents;
15) rules for creating and maintaining databases of official documents in the organization;
16) electronic document management systems;
17) rules and terms for sending outgoing documents;
18) labor protection requirements;
19) regulatory legal acts, regulatory and methodological documents, state standards determining the procedure for documentary support of management;
20) types of nomenclatures, General requirements to the nomenclature, the methodology for its preparation and design;
21) rules for coordinating the nomenclature of cases with departmental archives and an expert commission;
22) the procedure for the formation and registration of cases, the specifics of the formation selected categories cases;
23) rules for keeping files, including those with restricted documents;
24) rules for issuing and using documents from formed cases;
25) the criteria for dividing documents into groups in accordance with the value of the information contained in them;
26) the procedure for using standard or departmental lists of documents, determining the storage periods in the process of examining the value of documents;
27) the procedure for creating, organizing and documenting the work of the expert commission;
28) the rules for drawing up and approving the minutes of the work of the expert commission;
29) the rules for drawing up and approving the act on the allocation of documents that are not subject to storage;
30) rules for technical processing and complete registration of cases of permanent and temporary storage periods;
31) the rules for compiling an inventory of cases of permanent and temporary storage periods in accordance with the current regulatory and methodological documents;
32) the rules for transferring cases to the archive of the organization;
33) ……… (other documents, materials, etc.)
1.4. The clerk must be able to:
1) work with the entire set of information and documentation resources of the organization;
2) use databases, including remote ones;
3) use reference and legal systems;
4) enjoy automated systems accounting, registration, control and information and reference systems when working with documents of the organization;
5) apply modern information and communication technologies for working with documents, including for its optimization and increasing efficiency;
6) organize work on accounting, storage and transfer to the appropriate structural unit of documents of current office work;
7) carry out methodological management of office work in the organization, control the correct formation, storage and delivery of cases to the archive;
8) develop a nomenclature of cases for the structural unit;
9) use the nomenclature of cases when studying the structure of an organization, compiling inventories of cases;
10) organize work on the formation of cases in accordance with the approved nomenclature of cases of the organization;
11) correctly and in a timely manner to form documents in the case, taking into account their specifics;
12) systematize documents within the case;
13) ensure the safety and protection of documents of the organization;
14) use the lists of documents and analyze the actual content of the documents available in the case when determining the terms of their storage;
15) draw up the documents of the expert commission;
16) draw up the covers of cases of permanent and temporary storage in accordance with the requirements of state standards;
17) carry out a chronological and structural systematization of cases;
18) carry out technical processing and complete registration of cases of permanent and temporary storage periods;
19) draw up an inventory of cases of permanent and temporary storage periods in accordance with the current regulatory and methodological documents;
20) ……… (other skills and abilities)
1.5. The clerk in his activities is guided by:
1) ……… (name of the constituent document)
2) Regulations on ……… (name of the structural unit)
3) this job description;
4) ……… (names of local regulations governing labor functions by position)
1.6. The clerk reports directly to ……… (name of the position of the head)
1.7. ……… (other general provisions)
2. Labor functions
2.1. Documentation support of the organization's activities:
1) organization of work with documents;
2) organization of the current storage of documents;
3) organization of processing of cases for subsequent storage.
2.2. ……… (other functions)
3. Job responsibilities
3.1. The clerk performs the following duties:
3.1.1. As part of the labor function, the organization of work with documents:
1) receives and primary processing incoming documents;
2) carries out preliminary examination and sorting of documents into registered and non-registered;
3) prepares incoming documents for consideration by the head;
4) makes registration of incoming documents;
5) organizes the delivery of documents to performers;
6) maintains a database of documents of the organization;
7) carries out the maintenance of information and reference work;
8) processes and dispatches outgoing documents;
9) organization of work on registration, accounting, storage and transfer to the relevant structural divisions of documents of current office work;
10) monitors the execution of documents in the organization;
3.1.2. As part of the labor function, the organization of the current storage of documents:
1) develops the nomenclature of the organization's affairs;
2) checks the correctness of the execution of documents and makes notes on their execution before forming them into a file for subsequent storage;
3) carries out the formulation of the headings of the cases and the determination of the terms of their storage;
4) carries out the formation of cases;
5) monitors the correct and timely distribution and filing of documents in the case;
3.1.3. Within the framework of the labor function, the organization of the processing of cases for subsequent storage:
1) checks the storage periods of documents, drawing up a protocol of the work of the expert commission on the preparation of documents for storage, an act on the allocation for destruction of documents that are not subject to storage;
2) draws up an internal inventory of cases for especially valuable documents;
3) makes the registration of cases of permanent, long-term storage;
4) makes the design of the cover of cases of permanent, long-term storage;
5) draws up an inventory of cases of permanent, long-term storage;
6) carries out the transfer of cases to the archive of the organization;
3.1.4. As part of the fulfillment of his labor functions, he carries out instructions from his immediate supervisor.
3.1.5. ……… (other duties)
3.2. ……… (other provisions on job responsibilities)
4. Rights
The clerk has the right:
4.1. Participate in the discussion of draft decisions, in meetings for their preparation and implementation.
4.2. Request clarifications and clarifications from the immediate supervisor on these instructions, issued tasks.
4.3. To request on behalf of the immediate supervisor and receive from other employees of the organization the necessary information, documents necessary for the execution of the order.
4.4. To get acquainted with the draft decisions of the management concerning the function performed by him, with the documents defining his rights and obligations in the position held, the criteria for assessing the quality of the performance of his labor functions.
4.5. Submit proposals for the organization of labor within the framework of their labor functions for consideration by their immediate supervisor.
4.6. Participate in the discussion of issues related to the duties performed.
4.7. ……… (other rights)
5. Responsibility
5.1. The clerk is held liable:
For improper performance or non-performance of their official duties provided for by this job description - in the manner prescribed by the current labor legislation Russian Federation;
For offenses and crimes committed in the course of their labor activity, - in the manner established by the current administrative and criminal legislation of the Russian Federation;
For causing damage to the organization - in the manner prescribed by the current labor legislation of the Russian Federation.
5.2. ……… (other liability provisions)
6. Final provisions
6.1. This job description was developed on the basis of the Professional Standard "" approved by the Order of the Ministry of Labor and social protection Of the Russian Federation dated May 6, 2015 N 276n, taking into account ……… (details of local regulations of the organization)
6.2. Familiarization of the employee with this job description is carried out when hiring (before signing an employment contract).
The fact of familiarization of the employee with this job description is confirmed by ……… (signature on the familiarization sheet, which is an integral part of this manual (in the job description familiarization log); in a copy of the job description kept by the employer; in another way)
6.3. ……… (other final provisions).
1. General Provisions
1.1. The clerk belongs to the category of technical executors.
1.2. The clerk is appointed and dismissed by the order of the general director of the company.
1.3. The clerk reports directly to the general director / head of the organization's documentation support / head of the office.
1.4. During the absence of the clerk, his rights and obligations are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of a clerk: education - higher, incomplete higher or specialized secondary, experience of similar work from six months, knowledge of office work, Microsoft Office programs.
1.6. The clerk is guided in his activities:
- regulatory legal acts, regulations, instructions, other guidance materials and documents on the conduct of office work at the enterprise;
- Instruction for office work and archive work at the enterprise;
- Company Charter, Internal Labor Regulations;
- orders and orders of the management;
- this job description.
2. Job responsibilities of the clerk
The clerk performs the following job duties:
2.1. Receives and registers correspondence, sends it to structural divisions.
2.2. In accordance with the resolution of the heads of the enterprise, he submits documents for execution, prepares registration cards or creates a data bank.
2.3. Keeps a card index of the passage of documentary materials, monitors their execution, issues the necessary information on registered documents.
2.4. Sends the executed documentation to the addressees.
2.5. Keeps records of received and sent correspondence, organizes and stores documents of the current archive.
2.6. Provides a convenient and quick search for documents.
2.7. Prepares and submits to the archive of the enterprise documentary materials, completed office work, a registration card file or computer data banks, draws up an inventory of cases transferred for storage to the archive.
2.8. Accepts documents for signature of the head of the office / head of the department of documentation support, checks the correctness of their preparation and execution.
2.9. Ensures the safety of passing service documentation.
2.10. Carries out individual service assignments of his immediate supervisor.
3. The rights of the clerk
The clerk has the right:
3.1. To get acquainted with the draft decisions of the management of the enterprise concerning its activities.
3.2. Submit proposals for improving the work related to the responsibilities provided for in this instruction for the management's consideration.
3.3. Request, personally or on behalf of your immediate supervisor, from the heads of departments and specialists information and documents necessary for the performance of their official duties.
3.4. Require the management of the enterprise to assist in the performance of their duties and rights.
4. Responsibility of the clerk
The clerk is responsible for:
4.1. For non-fulfillment and / or untimely, negligent fulfillment of their duties.
4.2. For non-compliance with the current instructions, orders and orders for the preservation of commercial secrets and confidential information.
4.3. For violation of the rules of internal labor regulations, labor discipline, safety regulations and fire safety.