Ensuring the efficient operation of any enterprise is associated with the proper organization of document flow. Of no small importance is the control over the deadlines for the execution of documents. The fact is that both ordinary employees and heads of departments bear responsibility for the timely and correct resolution of the issues contained in the documents. Next, consider what are the deadlines for the execution of documents.
General information
The deadlines for the execution of documents are established by regulations, resolutions or organizational and administrative papers.
Availability of an information and reference system at the enterprise provides a quick search for registered documents by any sign. In particular, during registration, the basic details of documents are entered into the database: incoming / outgoing numbers, information about the sender and addressee, due date, etc.
Classification
There are individual and standard termsexecution of documents. The latter are determined by law. These include, in particular, the deadlines for fulfilling instructions from the Government, heads of executive federal structures, parliamentary inquiries, civil appeals, resolutions/decisions of management bodies of commercial organizations, and so on.
Individual deadlines for the execution of documents are determined, as a rule, directly in their texts or in a resolution. Such indications are present, in particular, in regulatory and administrative papers, statistical and other reports.
The deadlines for the execution of documents can be determined by the head orally.
Regulations
In the provisions of these regulations, the deadlines for the execution of documents vary depending on their types.
For example, orders marked "urgent" must be executed within three days from the date of signing. Please note that the countdown does not start from the date of receipt of the paper, but from the date of signing.
If there is an indication "promptly", then no more than 10 days are allotted for the execution of the document.
If not specified, the execution period of the order is no more than a month.
Date changes
In practice, situations often arise when, for objective reasons, it is impossible to execute a document on time. In this regard, the enterprise must approve the procedure for changing the period for the implementation of certain acts. It should be noted that applyingthe rules are necessary, if possible, only in exceptional cases.
The decision to change the deadline for the execution of a document can only be made by the employee who originally installed it. Current business rules do not define minimum and maximum transfer limits. Therefore, the management of the enterprise must independently establish them based on the requirements of reasonableness and validity.
According to the general rules adopted in practice, an increase in the period is allowed by no more than 3 days. In this case, the initiative should come from the employee who was entrusted with the task. He should justify and agree on the change in the deadline for the execution of the document with management.
Transfer order
Any actions related to changing the deadline for the execution of a document must be recorded in the relevant acts.
The transfer of the period must be justified. To do this, the interested person can make one of the following proposals:
- On the postponement of the deadline with justification of the reasons why the document cannot be executed within the specified period.
- On the involvement of co-executors if the person does not have enough authority to implement the order.
- On the appointment of other performers.
It should be said that the performer needs to act quickly. Do not contact management 2-3 days before the end of the deadline.
Control operations
Monitoring compliance with deadlinesassignments includes:
- Fixation during registration of all documents and orders of the company's management.
- Checking the delivery of tasks to the performers on time.
- Reminder to employees and heads of departments of approaching deadlines or their expiration.
- Entering into the registration forms information about the transfer of orders from one executor to another, changing the period allotted for the execution of tasks.
- Notification of managers about the process of execution of documents.
- Entering information about completed orders into registration forms, removing tasks from control.
- Formation of analytical references and reports on timing control.
Nuances
All acts requiring execution and response should be put under control. In administrative papers, decisions are the subject of monitoring. At the same time, each item contained in them (that is, each task, assignment) is put under control.
The secretary of the head needs to control the execution of the verbal orders of the head.
Automated monitoring system
Recently, many enterprises use computer programs and databases in their work. Automated systems greatly facilitate the activities of organizations, save time for employees.
When registering documents, the control is carried out automatically when filling in the "Due date" column. At the same time on myselfthe document may be stamped on its acceptance for control. Its presence is more necessary for the performer.
To ensure current control, the responsible employees daily, usually at the beginning of the day, check the list of documents, the execution time of which expires on that day. In enterprises using an internal e-mail system, warnings about expiring periods are sent to the performer's PC in an automated manner. You can also set the software to automatically print the appropriate papers.
Completing long-term tasks
Control of the execution of documents containing complex instructions is carried out in stages. It includes current, preventive and follow-up monitoring.
The current control has already been discussed above. Preventive monitoring is carried out on documents, the deadline for which will expire in 2-3 days. Accordingly, the employee still has time to complete the task.
The order is removed from control after its execution. It can be expressed in compiling and sending a response, receiving documented confirmation, etc. The result of the execution is recorded in the registration card. It also indicates the date of execution, the number of the case in which the paper is filed.
Final control
It is provided, as a rule, at large enterprises. The final monitoring is carried out by employees responsible for monitoring the execution of instructions, or secretaries.
Usually, the company sets the frequency of monitoring. Monitoring can be carried out every month, quarter or week. In fact, the final control is an assessment of the performance discipline at the enterprise and in its structural divisions.
FZ № 229
One of the forms of protecting the interests of subjects is judicial proceedings. In practice, the most common claims are considered to be statements demanding the award of compensation for certain violations of rights. Such proceedings end with enforcement proceedings.
After the entry into force of the decision on the case, the applicant is issued executive documents. The deadline for fulfilling the requirements for them is determined by the employees of the FSSP (bailiffs).
In Part 1 30 of Article FZ No. 229, it is stipulated that the basis for initiating proceedings is the executive document and the claimant's statement. These papers are presented at the place of application of coercive measures provided for by law, determined in accordance with the provisions of Art. 33 of the said normative act.
The deadline for submitting a document for execution is 3 days from the date of submission to the FSSP division. IL (writ of execution) containing a demand for the return of a child illegally transferred or held in the Russian Federation, for the exercise of access rights in relation to him in accordance with an international treaty, as well as a request for his search, is transmitted to the bailiff no later than the next day after entering the FSSP.
Initiation of proceedings or refusal to do soissued by decree. It is issued within 3 days from the date of receipt of materials by the bailiff.
If the IL must be executed immediately, after it is accepted into the FSSP unit, it is transferred to an employee whose authority extends to the place of execution. If it is absent, then another bailiff receives the materials. In this case, the decision to open production or to refuse it must be made no later than one day after entering the Service.
If the writ of execution entered the FSSP for the first time, the bailiff determines the period for the voluntary execution of the writ of execution. The relevant period is indicated in the resolution on initiation of proceedings. At the same time, the bailiff is obliged to warn the debtor about the possibility of applying coercive measures after the expiration of the period allotted for voluntary execution. The debtor is also notified that he will be charged the costs of carrying out the actions provided for in Articles 112 and 116 of Federal Law No. 229, as well as a performance fee.
The term for the voluntary execution of the executive document, in accordance with Part 12 of Art. 30 is equal to five days. The calculation starts from the date of receipt by the debtor of the decision. In case of evasion from fulfilling the requirements, the obligated person is notified of the commencement of the enforcement process. The legislation provides, for example, such measures as the seizure of property with its subsequent sale.
