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How to understand the document management in OA system?

Official document management, as its name implies, is the creation, disposal and management of official documents, that is, in a complete cycle from the formation, operation, handling, transmission and storage of official documents to conversion to archives or destruction, the act or process of creating, processing, keeping and managing official documents with specific methods and principles to make them perfect and achieve effectiveness. The most basic requirement of document management in collaborative OA system is to complete the management of the whole life cycle.

There are many types of official documents: policies, appointments, requests, reports, transfer orders, decrees. Generally speaking, the requirements for the management of official documents are particularly high in the government and state-owned enterprises, because the government and state-owned enterprises rely on two things to manage and operate: one is official documents, the other is meetings.

Official document management is a complex system in the government and state-owned enterprises, involving a wide range of departments and personnel. at the same time, whether the draft and review of official documents are standardized, how to sign for acceptance, how to implement, and so on, the traditional official document management can not be reflected and tracked.

Therefore, multi-dimensional thinking is needed to realize the electronic management of official documents, and the following contents are for reference:

Draft: there should be traces of modification in different versions of the text in the process of revision (filling in the form, drafting the text, determining whether it will be signed, who the countersigner is, and determining the scope of transmission).

Countersignature: need the version to retain traces; those with authority can view traces; involve handwritten comments; view the text, modify the text, and provide countersignature comments.

Review the manuscript: synthesize the countersigned opinions and amend the text to determine the issuing method and determine who or which leaders are the issuers.

Issuance: relevant leaders provide relevant issuance advice or return.

Numbering: document numbering of an official document.

Seal: requires an electronic seal, which involves seal management.

Set red: must conform to a certain format.

Distribution signature: you can know that you should read, have read, and have not read.

Check: the internal receiving unit to view the official post.

Printing: must be able to control who can print several red-headed documents, and whether black-headed documents need to be controlled.

Implementation: supervise and urge.

Document archiving query: it can be easily retrieved and classified according to time, subject, keywords, sending units and other attributes.

……

As long as government units exist and rights exist, official documents will always exist. With the development of paperless office and the popularization of collaborative OA system, the development of official documents is expected to be completely electronic: the data format of official documents is unified, the official documents of all units can be docked, and the legitimacy and authority of electronic visas are widely recognized.

OA system for electronic management of official documents to achieve more widespread promotion also requires mobile phones or PAD to support layout documents, mobile electronic document management will be a trend.

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