The most common confusion is between the professions of document technician and file clerk. Are we talking about the same profession or different ones? In fact, document specialists and clerks are related professions, but they are different.
Documentologists are specialists who organize the document flow at the enterprise.
Clerks are less qualified workers whose main task is to prepare and send official papers to various departments and divisions. As a rule, at small enterprises these duties are combined by secretaries or personal assistants of managers.
At a large enterprise or in a government agency document managers manage the department and have a staff of several clerks.
Duties of a document manager
Based on this, the question arises: what exactly does the document manager do at the enterprise? If briefly, then organizational work.
Preparation of documents (especially those of strict reporting) is also a technology. It is about the same as the production of parts for a machine. Any document has its own form. There are rules for its preparation.
At the same time, every document must comply with regulations, i.e. be brought into compliance with the law.
Finally, the purpose of any official paper (order, instruction) is to inform superiors and employees in time.
In addition, documents tend to become outdated. They should then be archived and properly filed.
The duties of a document manager can thus be enumerated in several points:
- Accounting, control and storage of various documents;
- Planning and ensuring document flow in the enterprise;
- Implementing advanced record keeping systems, primarily electronic databases;
- Participation in professional development of employees of the department.
Look job duties of the documentologist is not too exciting. In this profession is enough routine and what is contemptuously called hooking. But in reality, hundreds of processes directly depend on what the document specialist does – from the timely transfer of orders from superiors to the purchase of new equipment and the successful passage of tax audits
The first thing that a document specialist should know is the correct execution of any official papers. However, these requirements to his skills are not exhausted. A true professional knows to his teeth:
- the basics of law in terms of office management;
- legal acts and regulations and orders relating to the execution of any papers;
- the order of execution of documents, rules of their storage and examination of their value;
- archive management;
- basics of programming and database operation;
- labor legislation.
The key skill of a document scientist is the ability to work with databases. A good specialist knows all popular DBMSs and at least should be able to find a common language with programmers.
After all, the end result of his work is that any document can be easily found in the archive or through a search engine on internal servers.