Knowledge Of Handling Incoming Documents

Incoming document handling Yes Document Handling work is an important part of the office work. Receiving documents refers to the process of receiving official documents, including signing register , review, proposal Approved , undertaking, urging, feedback, etc.

（1） Sign in and registration are the basic work for handling documents received

Strict procedures are the basis for ensuring accurate, standardized and efficient handling of incoming documents. Any organ generally has procedures for receipt, registration, review, proposal, approval, undertaking and feedback. Sign in is the beginning of receiving documents. Therefore, it is necessary to do a good job in counting and classifying, and pay attention to checking whether the incoming documents are sent to the organ or unit; Whether the documents are complete, if any, without attachments, pages, white pages, signature or official seal; Whether it conforms to the provisions of the Measures of the State Council. Those that do not meet the requirements should be returned in time, which can not only reflect the seriousness of official documents, but also scientifically and normatively handle the incoming documents to improve the handling efficiency.

The signed official documents shall be registered according to the degree of confidentiality, nature of documents, actual work needs, number of documents, etc. There is no unified limit for the scope of registration of documents, but documents of higher authorities, documents of lower authorities, important journals and materials with secret classification, documents of other authorities' consultation questions and needs to be answered, and documents of higher authorities such as conference documents printed and distributed at meetings must be registered. Registration items generally include receipt number (or sequence number), receipt date, receiving authority, document title (content), security level, document number, number of copies, etc. There are two main registration methods: (1) serial registration method. It is to register the received documents in chronological order, regardless of type, and briefly record the document handling process and transfer procedures in the same register. (2) Classified registration method. It is to register according to the document classification standard determined by the unit. For example, working committee documents, management committee documents, provincial, state and county department documents, etc.

The registration of documents received is an important basis for document processing, and also a regular work of secretaries. It should be registered item by item in strict accordance with the registration items, without missing items, duplication and skipping.

（2） Review is the key to handling incoming documents

Doing a good job of review and control is not only conducive to correcting the errors in the writing of the organ that receives the documents, but also to strict handling of official documents, reflecting the seriousness and standardization of official documents, and also conducive to timely and effective handling of incoming documents. In practical work, we often encounter the situation that some subordinates request for approval, but the "request" language is misused as "report", resulting in no timely response to the request. Because the "request for instructions" requires the higher authorities to respond, while the "report" may not respond; Some documents have delayed their effectiveness due to the lack of consultation and countersignature with relevant departments and units, and even contradictory documents have appeared; Some documents cannot be handled in time due to the non-standard format. Therefore, strengthening the review is an important link to ensure the receipt of documents from the source.

（3） Undertaking is the key point of receiving documents

First of all, we should carefully study the document content and approval opinions to find out whether it belongs to our own business scope. Secondly, it is necessary to clarify the time requirements for document processing, and then implement them according to the priorities. After receiving the assigned official documents, the handling department shall handle them in a timely manner without delay or prevarication. Urgent official documents shall be handled according to the time limit. If there are real difficulties, they shall be explained in a timely manner. If it is not within the scope of its authority or should not be handled by its own unit, it shall return to the designated secretarial department in time and give reasons. In the process of handling official documents, in case of any matter involving the functions and powers of other departments, the host department shall take the initiative to negotiate with the relevant departments; In case of any disagreement, the main person in charge of the host department shall coordinate. If no agreement can be reached, it can be reported to the higher authority for coordination or ruling. Third, on the basis of careful study of the content and requirements of the communication and the approval opinions of the leaders, we should handle it carefully. For documents within the scope of their own undertaking, if there are comments from leaders, they can be handled according to the comments from leaders. Official documents without the approval of leaders can be handled in accordance with the spirit of relevant guidelines, policies, relevant regulations or practices. Where the leader's approval comments clearly suggest that a department should take the lead in undertaking the project, the leading department should first prepare the handling comments, invite the co sponsoring department to sign it with the Chamber of Commerce, and then the leading department should be responsible for summarizing and sorting out the comments proposed by the relevant departments and reporting them to the leader for approval. In case of any difference, it shall be submitted to the leader for adjudication, or the leader shall discuss again according to the leader's opinions to obtain the handling result. The handling personnel shall put forward handling suggestions in a timely, serious, prudent and responsible manner, and shall report to leaders at a certain level for review and approval before replying to the sending or receiving authority. It should be noted that the handling opinions or results represent certain organs and departments and must not be answered in the name of individuals.

In addition, in order to speed up the processing of documents and improve the working efficiency of the organ, the Office shall be responsible for urging the handling of official documents sent to the person in charge for instructions or to the relevant departments. In the process of handling incoming documents, the handling department shall timely feed back the handling results to the issuing authority in addition to the well-known documents.