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Specialty office work and archives second higher education. Profession

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The basis for the existence of any enterprise is documents. Without them and without a well-established document management system, chaos and confusion will arise. A document specialist is the specialist who ensures order in the papers and helps the mobile work of the organization.

The "progenitor" of the documentary profession can be considered a scribe. In ancient Egypt, it was the scribes who compiled and copied the scrolls (the prototype of the document). The profession was incredibly honorable and prestigious. “The scribe does not carry baskets, does not row with oars, he is not flogged with rods, and he is not under the authority of numerous chiefs,” it is written in one of the Egyptian chronicles. It is not surprising, because scribes are people specially trained in the art of writing. They knew not only the language of hieroglyphs, but also were well versed in the exact sciences - arithmetic. Scribes were almost always men and handed down their work by inheritance.

Description of activity

Today, the profession of a document specialist is predominantly female. This is a specialist who knows everything about documents and how to work with them. The main thing in his work is the preparation and execution of business papers. The document specialist keeps their records and registration, controls the work of the reference and information service of his organization or enterprise. Monitors compliance with the order and storage conditions of any business papers, depending on the level of their importance.

Today, enterprises and organizations are massively switching to electronic document management, which greatly simplifies the work of specialists.

Do not think that the profession of a document specialist is boring. It's not just paper work. Document specialist - sometimes the only person dedicated to all the business secrets of the company.

Wage

average for Russia:average in Moscow:average for St. Petersburg:

Job responsibilities

document specialist develops standard forms and timesheets of documents. Sorts documents transferred for storage, conducts an examination of their value. He is also responsible for the execution of executive decisions. At the same time, it is necessary to strictly observe all the rules and regulations for the preparation of business papers. After that, he ensures the "movement" of decisions from management to subordinates, from one department to another.

Another duty of the document manager is to create a database of documents. Each paper must be assigned an electronic storage address and a registration index. And so that all employees of the organization can easily find the desired document in this database, it is necessary to create an effective classification. Documents that are out of circulation are archived.

Features of career growth

Document specialists can realize themselves in different industries: in education, in industry, in audit companies. Career largely depends on the location. In ministries, a document specialist can apply for the position of a leading specialist, consultant, head of department, deputy manager of affairs, manager of affairs. And in small companies, a document specialist can become the second person after the head. Experts believe that the pinnacle of a document specialist's career is the preparation of documents for the leadership of the Government of the Russian Federation and for the President of the Russian Federation.

PROFESSION OF A DOCUMENT SCIENTIST

Vereshchako D.D.

Tambov State University G.R. Derzhavina

uraevairinavic[email protected] mail. en

We live in a world where information has become a product of global production, a commodity, so the majority of the able-bodied population of our planet is employed in the information field. The activities of any organization cannot be imagined without the collection, processing, accumulation, storage, search and dissemination of information. At the same time, information is increasingly taking on a fixed, documentary character. A document specialist is that specialist in the field of document management, office work, who ensures order in the papers and helps the mobile work of the organization, organizes and improves the activities of the document management service.

Documentation of information acquires features of professional activity with the formation of the first states. The person who compiled and copied the documents was called a scribe. Few and only literate people could master this profession, so it was considered one of the most respected.

In ancient Russia, the scribe was the personal servant of the prince, he conducted his written affairs and was the keeper of the prince's treasury. From the 14th century the Greek synonym for the word "scribe" - "clerk" comes into use. Deacons became thin, but businesslike people. At the beginning of the XVIII century. the central institutions of executive power - orders - were replaced by colleges. The work of the boards was regulated by a special legislative act - the General Regulations, approved on February 28, 1720. This was the first normative act that established the procedure for conducting office work in state institutions. The General Regulations introduced new positions corresponding to the functions of office work: secretary, notary, actuary, registrar, clerk, sub-clerk, copyist, translator, interpreter, archivist.

By the beginning of the XIX century. The composition of office positions remained almost unchanged. Secretaries, registrars, copyists, archivists and others performed their routine work in the offices of the central authorities, provincial offices, bodies of city and estate self-government, gradually acquiring the importance of key figures in the administrative apparatus. Before the revolution, the profession of secretary - clerk was male, in Soviet office work this occupation became female. Despite such a long history of the profession, special personnel for it were not prepared for a very long time.

First question about vocational training personnel for office work was put in the spring of 1941 at a meeting on office equipment, which was held by the All-Union Scientific Engineering and Technical Society of Mechanical Engineers. The meeting discussed the issues of mechanization of managerial work, the solution of which was hindered by disorder in office work. The program of measures adopted as a result provided for the establishment of a unified system for the training and retraining of clerical personnel and the introduction in secondary schools of studying the rules for compiling official documents. However, the war soon began, and the program was returned only after 20 years.

In 1960, in Moscow, at the All-Union Conference on the mechanization of labor of engineering and technical workers and employees of the administrative and managerial apparatus, the question of the need to train highly qualified personnel in office work was again raised. This task was related to the development and implementation of the Unified State Record Keeping System (EGSD). The Moscow State Institute of History and Archives took up its implementation. The new specialty was called "Document Science and Organization of Management Work in State Institutions". The graduate was awarded the qualification of "document manager".

In the 1990s In the process of Russia's integration into the global information space, there has been a reassessment of the importance of working with documents in organizations. Electronic counterparts have been added to traditional paper-based documents. Office work has given way to documentary support of management. The name of the specialty has also changed: "Document science and documentation support for management."

A modern document manager is a specialist with a high level of technological training, managing the flow of documentary information in organizations and enterprises of all industries and forms of ownership, working in state and municipal authorities. He deals with both traditional paper and electronic, technotronic documents.

Using modern electronic document management systems, automated office logistics and archival storage systems, a document specialist is able to ensure the most efficient work with information even in the largest organization. A document manager is sometimes the only person who is privy to all the business secrets of a company.

From all of the above, the following advantages of the profession of a document specialist can be distinguished:

1. A document specialist is a specialist whose work is always highly paid.

2. Document manager - a specialist who can work at enterprises of all forms of ownership and in any industry.

3. Document manager - a qualified specialist in managing information and documentation at the enterprise, assistant manager.

4. Document manager - a specialist who is one of the few who is able to organize the work of his own company for the provision of document management services.

5. A document science student has a unique opportunity to find a job in his specialty, starting from the 2nd year, because not only large enterprises, but also medium-sized, small firms are beginning to show themselves in the private sector, which are gradually moving to a higher quality level of work.

6. Document specialists in their professional activities can be engaged in organizational design, analytical, consulting work.

A qualified and experienced document specialist should be able to: conduct research on the processes of documenting the political, economic, social life of society; make diagnostics and research problems for documentary support of the organization's management; provide documentation and legal support in making management decisions.

It is imperative that the document manager must know: legislative and regulatory legal acts, decrees, orders, orders, other governing and regulatory documents of higher authorities regarding documentary support for management; order of planning, design and technology of work on the basis of organizational and computer technology of services of documentary support of management; methods of research, analysis, design and development of documentation systems; procedure for registration, classification, storage, examination of the value of documents; organization of archives; regulatory and methodological documents for the design and operation of automated information management systems; basics of programming; methods of designing and updating databases and databanks; document formation; labor protection rules and regulations.

What qualities should an entrepreneur have? As the name of the profession implies, the activity of a document specialist is entirely related to the search, processing and storage of documents, so the specialist must have a penchant for “paper” work. In addition, a document manager will not be able to do his job well if he does not have such personal qualities as: purposefulness, organization, diligence, responsibility, independence, accuracy, adherence to ethical values, tolerance, perseverance in achieving goals, endurance.

A document manager is not just a universal profession; unlike many others, it depends on economic crises to a minimal extent. With any economic instability, documents do not disappear anywhere, their number does not decrease, they continue to be created, sometimes even in larger volumes than before. At the same time, in order for documents to be legally significant, they must be drawn up in accordance with international and Russian standards. Any enterprise has an archive, which means that each company needs a specialist who will deal with the accounting and registration of all documentation. A document specialist (by profession) can be the director of the archive both within the organization and as an independent institution, an assistant to the minister (as a personal secretary), the head of an independent authority and administration.

Thus, a document manager is a specialist who knows everything about a document related to working with it (drafting, execution, accounting, registration, execution control, storage) based on the use of modern automated technologies. Document specialists can realize themselves in various industries: in public authorities and local governments, commercial companies, business, industry, and audit organizations. They document the activities of the enterprise, create a system of documentary management of the enterprise, ensure the protection of documented information from unauthorized access and certification of the enterprise according to standards. Experience shows that a document specialist is always in demand, in any, even the most difficult times.

List of sources used:

1. State educational standard higher vocational education. Moscow: State Committee Russian Federation on higher education.1995.

2. Demidova N.F. Service bureaucracy in Russia in the 17th century. and its role in the formation of absolutism / N.F. Demidov. - M., 1987.

3. Qualification characteristic specialty "Document science and documentation support of management". [Electronic resource]. – Access mode: http://islu.irk.ru/350800.html, free. - Zagl. from the screen.- Yaz. Russian

4. Mityaev K.G. History and organization of office work in the USSR / K.G. Mityaev. - M., 1959.

5. Nechaeva E.V. Document management and documentation support of management. Part I: textbook. allowance / E.V. Nechaev. - St. Petersburg: Publishing House of St. Petersburg GPU, 2003.

6. Federal State Educational Standard of Higher Professional Education in the direction of preparation Document management and archiving. [Electronic resource]. - Access mode: http://www2.termika, free. - Zagl. from the screen. - Yaz. Russian

At one time, the Soviet poet Vasily Lebedev-Kumach in his "Song of a Bureaucrat" accurately noted that the main feature of Russian society is: "without a piece of paper you are an insect, but with a piece of paper you are a man!" These lines have not lost their relevance today. Therefore, there is nothing surprising in the fact that our whole life, one way or another, is closely connected with representatives of the document specialist profession, for whom a document is not just a piece of paper, but the main tool of professional activity.

At one time, the Soviet poet Vasily Lebedev-Kumach in his "Song of a Bureaucrat" accurately noted that the main feature of Russian society is: "without a piece of paper you are an insect, but with a piece of paper you are a man!" These lines have not lost their relevance today. Documents accompany us everywhere and always, regardless of whether it is personal life or working moments. Therefore, there is nothing surprising in the fact that our whole life, one way or another, is closely connected with representatives document specialist profession for whom a document is not just a piece of paper, but the main instrument of professional activity.

Note that today this profession is experiencing a "second birth", due to the rapid development of the economy and electronic document management. In modern society, information, in all its manifestations, is perceived as a "tradable" commodity, the search, processing and storage of which requires significant financial, labor, time and material costs. Document specialists who know all the secrets of a competent workflow and have the skills to optimize the work with information flow help to minimize these costs. As a result, specialists in this field are in steady demand in almost all spheres of human life, and documentation departments are very popular among applicants.

Who is a Documenter?


A highly qualified specialist in the field of office work and document management, ensuring order in the papers of an enterprise or organization. Related professions: archivist, secretary, organizer of office work.

The name of the profession comes from the Latin documentum (proof) and Old Slavonic vedѣti (to know). In other words, initially document specialists, whose functions, by the way, were previously performed by scribes, rather recorded evidence about the legal background of an event than systematized documents. The notion of documentation science, familiar to us, acquired only in the first half of the 20th century, when Paul Otlet expanded the meaning of the word "document" to the point that any information recorded on a material carrier began to be called a document. At the same time, the profession of a document specialist arose, whose duties were radically different from those of a scribe.

Professional responsibilities of documentarians today include not only the preparation of documents, but also:

  • development of forms and time sheets of documents;
  • systematization of the composition of the workflow;
  • examination and organization of storage of documents;
  • ensuring the "movement" of documents from management to subordinates;
  • creation of documentary bases;
  • sighting of incoming documents and assigning them a registration index and an electronic storage address;
  • sorting documentation and transferring outdated information to the archive;
  • optimization of the document flow of an organization or enterprise.

What personal qualities should a document manager have?

As the name of the profession suggests, activities of a document specialist is wholly and completely connected with the search, processing and storage of documents, so the specialist must have a penchant for "paper" work. In addition, a document specialist will not be able to perform his work qualitatively if he does not have such personal qualities as:


In addition to the personal qualities listed above, a good document manager has a whole range of professional knowledge and skills, which include: skills in working with office PC applications (Word, Excel, 1C, Outlook, etc.), knowledge of the basics of economics, business planning, archives, management, personnel management, organization of electronic document management, source studies, personnel office work, literary editing, legislation in the field of labor, administrative, civil and constitutional law.

Benefits of a Documentation Profession

Main advantage of the documentary profession is its "universality". A diploma of a specialist in document management and an extensive "bag of knowledge" obtained at a university allows a professional to get a job in almost any company or organization, regardless of the field of activity of the enterprise. At the same time, he can count on a quite decent level of payment (on average, about 30-40 thousand rubles a month).

Attracts in this profession and rich official "variability". After graduating from a university, a young specialist can easily get a job such as: a clerk, an archivist, an administrator, an assistant secretary, an office manager, a personal assistant (assistant to the head), etc.

Despite the seeming monotony and routine of the professional activities of a document specialist, the work of this specialist is very interesting and varied. After all, it is this specialist who first receives the documents, which means that he always has the most up-to-date information about the innovations introduced in the company (and, as you know, whoever owns the information owns the world). Moreover, quite often the document specialist is the only person (besides the top management, of course) who is privy to all the business secrets of the enterprise.

If you have an entrepreneurial spirit and sufficient experience in the field of documentary support for personnel management, a document specialist can organize his own business (for example, create an audit company) and provide services privately.

Disadvantages of the Documentation Profession


It is not difficult to guess that, along with the advantages, the profession of a document specialist also has disadvantages. And the main disadvantage is the big responsibility. This is especially true for those specialists who work in an archival agency of federal significance or a state scientific research institute for document management and archiving. After all, it is these organizations that prepare documents for the government, on the basis of which important government decisions are made.

Disadvantages of the Documentation Profession You can also call the need for practical work experience in employment. Therefore, a novice document specialist will either have to start his professional career while still in the learning process (by the way, students have such an opportunity already in the 2nd year, since by this time they already have acquired enough knowledge for their practical application), or get a job as an assistant document manager after graduation. university.

Where Can You Get a Job as a Documentation Specialist?

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Get a documentary profession it is possible in any Russian university, on the basis of which specialists are trained in such specialties as "Documentary support of an enterprise", "Document science" or "Information support of an enterprise". Note that a document science student has the opportunity to master several specializations at once. For example, getting the profession of a document specialist, a young specialist can simultaneously master the specialty of a personnel officer or archival worker.

When choosing a university, more attention should be paid not only to the scientific and technical base of the educational institution, but also to the possibility of internships in large Russian companies. In addition, the demand for university graduates in the labor market is of great importance. Therefore, first of all, it is recommended to consider the possibility of entering such leading Russian universities, as:

  • Nizhnevartovsk State University for the Humanities;
  • Irkutsk State University;
  • Moscow Finance and Law University;
  • Don State Technical University;
  • Voronezh Institute of Economics and Social Management.

The main direction of employment of graduates is work in state, municipal, departmental, corporate and private archives as technical employees, specialists and clerks. It is also possible to find employment as referents, assistant managers, secretaries of judicial and notarial practice. These specialists are in demand in statistical agencies, in administrative departments at enterprises, in the municipal service. A large field of activity is represented by organizations where electronic document management is adopted, where processing and storage of large amounts of data is required, including their encoding and closing from public access.

prospects

Employment of graduates of bachelors in this direction does not cause difficulties wherever there are authorities or large enterprises. Initially, as a rule, they occupy the positions of technical employees, archivists, extras, clerks. If the training was informational specialization, then the field of activity is even wider. Such graduates can count on the positions of secretaries, specialists information security, employees of IT departments. The level of material remuneration depends on the field of activity and the employer company. For municipal and state employees, the income will be from 30 to 40 thousand rubles. For employees of commercial organizations, as well as information centers where knowledge is required foreign language, electronic office management and processing of sensitive data cash income is much higher.