In modern management, efficient records management is a key factor in the successful operation of educational institutions. Properly prepared documents facilitate prompt decision-making, streamline information flows, and give legal force to administrative acts. At OGAPOU «BTOP», documents play a key role in planning, staffing, and coordination of activities.

The organization of records management at the technical school requires strict adherence to the standards for the execution of administrative documents, which form the basis for effective management, strategic planning, and staffing. Documents simplify the processes of collecting, processing, and transmitting important information, especially in the context of advanced digital technology adoption.

The administrative activities of the technical school are based on three main groups of documentation:

1. Organizational and legal: charter, regulations on collegial bodies, internal labor regulations, staffing table, records management instructions, and job descriptions;
2. Administrative (directive): orders, directives, resolutions;
3. Information and reference: minutes (protocols), acts (reports), memos, letters, certificates, telephone messages, etc.

Each document consists of details (requisites), the totality of which determines its formulary. To fulfill its functions, a document must comply with established formatting standards, which directly affects its legal validity. Documents serve as evidence of facts, events, and phenomena, underscoring the importance of their proper execution.

In Russia, the execution of organizational and administrative documents is governed by GOST R 7.0.97–2016 [1]. This standard establishes the rules for detailing requisites, their placement, and requirements for forms.

Proper document execution entails precise compliance with the requirements for the placement and content of details established at the federal level. These standards are uniform for all organizations, regardless of their form of ownership. Conformity with GOST standards ensures the legal force of documents, simplifies their preparation, registration, and retrieval, and facilitates the automation of records management processes. According to GOST R 7.0.97–2016, the list of details includes 30 elements, each corresponding to certain stages of document processing: creation, coordination, signing, approval, and dispatch.

The details not only ensure the legal significance of documents but also perform informational functions by indicating the participants in document flow and the procedures for handling documents. Their formatting must strictly comply with legislative and regulatory acts.

Unification and standardization of documents entail the creation of uniform forms and rules for their execution, which enhances the efficiency of records management. To ensure legal force, documents must comply with GOST R 7.0.97–2016 and the methodological recommendations for its implementation. When working with documents, it is necessary to take into account the norms of legislative acts, many of which are linked to provisions of federal legislation.

In the execution of various administrative documents, as well as in the organization of work with them, the norms of legislative and regulatory acts should be taken into account.

At OGAPOU «BTOP», documents are executed in accordance with GOST R 7.0.97–2016. National Standard of the Russian Federation. System of Standards for Information, Librarianship, and Publishing. Organizational and Administrative Documentation. Requirements for Document Execution.

The document composition at BTOP includes types of documents: orders, directives, letters, minutes, certificates, and others typical of most institutions.

However, current problems caused by outdated approaches and insufficient digitalization hinder process optimization. These include: loss and duplication of documents, delays in providing information, and high costs for printing documents.

At OGAPOU «BTOP», overall, due to the constantly changing regulatory framework, the following problems arise:

1. inability to quickly track the movement of documents;
2. inability to provide the required information within set deadlines;
3. lack of timely control.

These problems are especially noticeable when working with documents where the accumulation of data about employees and students requires reliable storage and fast processing. Paper media cannot cope with modern tasks: they are vulnerable to damage, take up space, and slow down access to information. A mixed document workflow, combining paper and electronic documents, does not solve these problems, while maintaining high costs for printing, copying, and delivery, and not reducing the time for preparing and familiarizing with documents.

Electronic technology makes it easy to identify the author of a document. An electronic signature, in turn, simplifies document identification, accelerates the exchange of documents, reduces costs for paper, copying, and delivery, saves office space and employee time.

Digitalization at the technical school is vitally necessary for managing large volumes of data about employees and students, which require reliable storage and fast processing. Electronic documents speed up records management, but a complete abandonment of paper media is not yet possible due to the need for archiving and fears of data leakage. A mixed document flow does not reduce costs and time, especially in the HR area, where paper documents increase expenses. To transition to a digital format, a secure program capable of storing large amounts of information and providing convenient access is needed. However, a universal system does not yet exist, and implementation requires time, funds, and consideration of risks identified by other users. Digitalization that complies with legislation will reduce document transmission time and increase the efficiency of records management, but it requires a phased approach with risk minimization.

Thus, outdated approaches and insufficient digitalization lead to the loss and duplication of documents, delays in providing information, and high costs for paper-based document flow. Digitalization, including the use of electronic signatures and automated systems, can eliminate these problems, speed up processes, reduce costs, and ensure data security. A complete transition to electronic document flow is currently limited by the need for archival storage and the lack of universal software, but a phased implementation of digital solutions, compliant with legislation, will make it possible to optimize records management, increase efficiency, and strengthen the management culture of the technical school.

The introduction of electronic document turnover at the technical school will solve the greatest number of problems that have arisen. This will have a positive impact on the documentation support of the institution as a whole and all its divisions in particular.

References:

1. ГОСТ Р 7.0.97.2016. Национальный стандарт Российской Федерации. Система стандартов по информации, библиотечному и издательскому делу. Организационно-распорядительная документация. Требования к оформлению документов. — Доступ из справочно-правовой системы «КонсультантПлюс».