A Research On Document Treatment Work In Party And Government Organizations

Document treatment is an important component of secretarial work. Secretarial work belongs to science of administration, and it is a component with dependent meaning and image in science of administration. The article takes the document treatment work as its research object, aims at the main barriers of document treatment work in party and government organizations, analyzes the reasons, and put forward the corresponding suggestions.The author chose this research topic based on two reasons. On one hand, the author's work experience in the past few years was in document treatment sector, which made the author be familiar with the work and have real understanding on the shortcomings that need to be improved. On the other hand, the author has the genuine wish to make research on the existing issue and to sum up what I learnt from work and try my best to make contribution to the future development of document treatment work.There were not many researches on document treatment from the academia point of view with low practicability. The practitioners had some articles which were strong in guidance but were not a complete system. The innovative point of this article is to sum up from real practice and form a theory framework and then direct the practice. But due to my low expertise in this area, further improvement is needed.The first part of the thesis contains the definition and significance of document treatment, the development on document treatment in the active State Administrative Organization Document Treatment Rules, the comparison and contrast on document treatment in CPC Organization Document Treatment Bylaw and State Administrative Organization Document Treatment Rules. Document treatment is an important symbol of the normal operation of government organizations, an important stage to take active the special effectiveness of documents, an important step to ensure the result of decision-making implementation, and important guarantee to reflect the archives value of documents. The active CPC Organization Document Treatment Bylaw and State Administrative Organization Document Treatment Rules are basic principles for document treatment in party organization and administrative organization respectively.The second part of the thesis sums up the main barriers of document treatment in party and government organizations and analyze the reasons. There are four barriers. The first one is the so-called"document mountain"phenomenon. The document which should not be issued is issued. The issued document is not perfectly organized. And sometimes the range of document issued is enlarged. All these lead to the"document mountain"phenomenon. The second one is that the automatization degree of document treatment is not effective enough, which means the traditional and handiwork-style document treatment method has not been replaced by scientific and systematic and efficient document treatment method. It is reflected by the hang behind of document treatment network construction, the further improvement of software development and usage, the usage of software is limited on the operating level of document treatment staff, the deficiency of system maintenance ability. The third one is the phenomena that offend the rules on document treatment. For example, the issues in the document treatment process, the break-through of document organizing rules, the break-through of document format criteria, reduplicated issues, etc. The fourth one is the further improvement of quality and ability and working skills of working staff. The reasons are incomplete transformation of working style, the traditional leading style, the low speed in informationalization construction due to the limitation of technologies and money, the inefficiency of publicizing and implementing and improving of regulations and rules, the unsteady working staff and the hang behind of training program.The third part of the thesis is the suggestions on promoting the level of document treatment work in party and government organizations.Firstly, upgrade the quality and control the quantity of document. The control of document quality should follow three principles, which include overall control principle, beforehand control principle and quality standardization principle. To control the document quantity from the origin with the method of determining the basic number and managing by quota, to strictly control the document issue and avoid the issue of document which does not meet the document requirement. To adequately exert the document double-check function of document treatment organizations. And the double-check work should follow the principles of high responsibility, synthetic analysis, beginning to end and coordination. To meet the final goal of simplifying document by strictly control document writing, issuing process, policies and rules, double-checking, document expressing and document format.Secondly, push forward document treatment automatization by using results of information technology. The document treatment can be generalized as word processing, document management, archives management, data processing and communication, etc. To realize the automatization of the work stated above, a complete automatization system must be build up with the function of word processing, document and archives management, data processing and communication. The construction of document treatment automatization should follow five steps which include investigation on information needed within the organization, office environment analysis, working target analysis, system function analysis and equipment selection. And great importance needs to be attached in the construction process such as the substantial results and economical character and reliability and advanced character of equipment selection, the application meets the practice with effective results, the training of work staff, having complete understanding on document treatment and office automatization construction, complete set of equipment and achievement on overall benefit.Thirdly, push forward the scientific and standard and institutional construction of document treatment. Clarifying the duty and principle and rules of document treatment should be put into the first place. The fundamental principle of document treatment is to keep the scientific and standard and institutional principle, to keep the accurate and on-time and safe and classified principle, and to keep the simplified and unitive and effective principle. The rules of document treatment are the implement and reflection of these principles. The main rules are concentration and unity, linking up and good order, and close operation. The active CPC Organization Document Treatment Bylaw and State Administrative Organization Document Treatment Rules are the basic guide line of document treatment. But their implementation must fit the real situation within the organization. The document treatment organization takes an important position in constituting and implementing the document operation rules and working system within the organization, and its range to use and duty and process must be clarified. And the related system must be established according to the need through the work.Fourthly, strengthen the construction of working staff in three points. The first one is the outfit of working staff. The working staff should be outfitted according to the different level and quality requirement on various positions. The general structure of document treatment staff should be reasonable and their position should fit their ability and quality. The second one is the training of working staff. Clarify the main body, target, plan, means and content of training and implement the qualification and certification of working staff in document treatment. The third one is the management of working staff. Implement target-oriented management and establish scientific target management system. The fundamental requirement is to select practical target, establish obligation system according to positions, build-up assess system and implement rewards and punishment.