CS230754B1 - System of file sheets - Google Patents

Abstract

A system of file sheets consisting of file sheets of various formats, without printing and with printing, solves the problem of managing written correspondence, including administrative activities associated with it. The essence of the invention lies in the fact that at least one, usually the lower right corner part of the file sheets, is provided with at least one shaping sign for visual expression of the degree of processing of the shaping file sheets, which, when processed, i.e. provided with text, become documents, i.e. carriers and intermediaries of information. The individual forming file edges are provided, usually on their left side, with holding holes, which overlap for all sheets placed on top of each other, while the holding holes of all forming sheets of smaller formats than the forming sheet of the basic format are created at a common level of their lower edges and arranged so that their right edges with the forming marks overlap the right edge of the forming file edge of the basic format. The separating fragments between the individual forming marks in the form of perforations can be provided with transverse, auxiliary forming marks for a more detailed division, expressing a greater number of stages of the state of the processed documents. In addition to the mentioned marks of the subject of the invention, there are other possible variants. The solution can be used for all cases of processing documents with their Part-time processing and relationships between documents, especially for the purposes of rational management.

Description

The invention relates to a set of file sheets, of the same or different formats, without printing, or possibly already having printing, for controlling correspondence.

In general, control is an influence on the course of objective processes. It takes place as an organized activity primarily in the area of national economy and further in the area of state administration, public administration as well as within social organizations, to the extent of all levels of management. To manage means to plan, organize, regulate and control, which in summary means to decide on the processes associated with fulfilling the tasks assigned. The quality of decision-making is dependent on an overview of the status of managed tasks, which is conditioned by the continuous provision of the most complete, reliable and quickly available information. The key factors influencing the quality of decision-making are the professional qualifications, experience, organizational and other skills and qualities of managers, the technical qualifications of the technical and economic staff charged with ensuring and executing management, the type, complexity and repeatability of the activity performed and management techniques.

Essentially, the management process is ensured by direct personal contact of managers with their professional staff, such as at work meetings, or indirectly, where the contact between the various levels of management along the vertical line, as well as between the parties on the horizontal line, ie between individual organizations and also within organizations, it is provided in the form of correspondence. In the field of Quantitatively strongly prevalent correspondence, the executive apparatus of the

administration, which provides mediation between external contacts

230 754 objects and the managing authority, for which it provides all activities associated with the preparation of correspondence, but mainly the written preparation of materials using sheets, which after the written action become written documents, that is, the bearers and intermediaries of information. An important task of the administration's workforce is to ensure the overall movement of correspondence for the management and professional staff of the department in accordance with the needs of the tasks to which the documents are processed, which in practice means all records of documents including and documents sent - handling. This task is usually accomplished by one administrative force, often for many professionals.

From the point of view of the rational conduct of correspondence for management and control purposes, the requirement is to provide an overview of the state of processing of documents and an overview of their timing for timely processing of documents, as well as to ensure prompt availability of any document, completeness of documents and reliable and clear identification of mutual relations between processed and processed documents. It follows that the effectiveness of correspondence is directly dependent on the possibilities of managing the overall course of correspondence, including administrative procedures, by which managers and professionals achieve the necessary overviews for the rapid and perfect processing of the assigned tasks.

An overview of the status of processing of received and sent documents related to individual tasks is currently insufficient, as it was not from the current method of processing, arrangement and registration of documents, the actual status of their processing is not apparent. The arrangement of the logs of incoming and outgoing documents does not include sections for the type of records needed, as the way in which the correspondence so far has been carried out does not create the prerequisites for such records. In practice, it is known that in such a situation, it is usually possible to obtain the best overview of the status of the document processing and of the whole task, in particular from the competent professional on the basis of his individual records and his ability to remember. However, in the case of a larger number of tasks to be processed with a higher frequency of correspondence, however

- The 3 230 7S4 also loses a reliable overview to the specialist. It is an undeniable fact that in today's state of proceedings, each file can be described as a black box, because no one can say with certainty which documents contained in the files are or are not processed) or in what state of processing they are, it basically illustrates the current unfavorable state of correspondence management today.

An overview of the timing of the documents being processed, that is, of the time limits for dealing with documents, is currently also insufficient, as it is provided to a limited extent by various monitoring means designed solely for this purpose, such as planning boards, terminators, filing cabinets, diaries and so on. However, the use of these means of tracing is usually limited only to documents in which the required deadline for replying to the document is unambiguously indicated. In the vast majority of cases, however, the term of the requested answer is not stated in the cell at all, or unspecified phrases are used instead, such as We expect your answer immediately! These documents are usually not monitored with sufficient care on the part of the addressee, and as a result they are often dealt with in a disproportionately long time. Sometimes they even escape completely and remain pending. Given that each document has a specific, time-bound, mission-specific mission, it is as such a particular link in the management chain as a whole in the management process, so it should be noted that breaking the chain in one article, it can mean seriously disrupting the task as a whole.

in the scope of finding out the mutual links between the written documents of individual tasks are also unsatisfactory under the current conditions of written correspondence management. It is well known that reliably detecting links between older documents in the file, when it is no longer possible to rely on memory and personal records, is very difficult, sometimes impossible. It is the fault that the vast majority of the documents do not contain an appellate

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230 7M brand. Another deficiency in the working order is the fact that there is still no uniformity in the management of assigned documents in the professional staff charged with their processing, which makes it difficult for superiors and co-workers in cases of sudden absence of one of the team members. The entry of processing data on received, processed documents and filing of documents in material files is also performed individually. Pending documents are sometimes filed with pending documents, which can then easily escape from observation after a certain period of time. In order to check the completeness of sent documents, in institutions where executives are aware of the importance of an overview of correspondence for the fulfillment of assigned tasks, files are kept with sequential copies of all sent documents, which is very *

conveniently. However, this single-purpose measure is not eligible for the rapid and reliable identification of the links between the documents.

It follows from the above-mentioned facts that, at present, the overviews of the state of processing of documents and their time course, as well as the possibility of establishing mutual links between documents, are at a very low level. In terms of today's management and control requirements, it is necessary to mark the current way of conducting correspondence as outdated and unsatisfactory. This is not surprising given that this is a practice that has been carried out in the same way for many decades without substantial changes. Although documents are now being processed by automatic computers, these are either documents with a stereotyped, programmed text frame that is supplemented with specific data, or relatively short letters with brief texts. Typically, it is not possible to write documents directly on company paper, as the computer does not use standardized file formats, so the processing of written documents requires additional copies of cover letters. The absence of letters from the Czech and Slovak alphabets is adversely affected by written texts, which can lead to confusion and misinterpretation. Instead of regular copies, it is necessary to create relatively rewritten 5 230 754 copies. The so-called memory processing of documents ** reproducible on displays can be considered as a useful solution under certain conditions, but it lacks the possibility of comparing and studying multiple documents at the same time.

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Furthermore, it is known that searching for documents and establishing links between them is not only time consuming but also disturbing and mentally exhausting in conditions of insufficient overview and insufficient records of documents. It is known that in departments where the necessary reviews of the status of documents are not provided, the health of workers may be seriously affected by the systematic nerve strain caused by such conditions. In such cases, uncertainty in decision-making, especially for executives, adversely affects the mental state and thus the performance of the staff throughout the unit, resulting in reduced labor productivity and disruption of good relationships between members of the working groups.

Another shortcoming of the current way of managing correspondence lies in a considerable burden on administrative forces, which, apart from writing documents, as well as their main activities, are usually entrusted with keeping records of documents and monitoring deadlines of incoming and outgoing documents using these means of monitoring, Often neglected completion of processing data in the records of incoming and outgoing documents. As time-tracking is an activity usually carried out between several professionals and one administrative force, there may be inadvertent records of time-tracking.

Furthermore, the necessity of acquiring various auxiliary means for monitoring the time limits of processed and handling documents in the course of correspondence should also be considered as a shortcoming of the current method of managing correspondence.

The above-mentioned drawbacks are eliminated by the file system according to the invention, consisting of files of various formats, without printing, even with printing, intended for the management of written

230 734-6. The essence of the invention is that at least one corner portion of the file sheets of the individual system formats is provided with at least one shaping feature for visually expressing the state of their processing, i.e., providing text with forming shaping sheets becoming carriers of information » has at least two gripping openings at its gripping, usually left edge, which are adjacent to each other on the formatting sheets of the system and for all forming sheets of smaller formats than the base format forming sheets are formed at a level corresponding to the common level of their lower edges, as a result, the shaping features of smaller-format file sheets also overlap.

In this case, small format paper form sheets have an overlap of their right edges over the right edge of the basic format sheet, which, when forming shaped documents in the file folders, provides a visual overview of the processing status of individual documents of both the basic format and all smaller system formats.

At least two forming characters, preferably in the lower right corner of the forming file sheets of the individual system formats, are formed in the form of perfomations, among which separable fragments for forming documents according to their processing state, which include visually accessible document times their handling both at the sender and at the addressee.

For form sheets of individual system sizes, intended primarily for use as copies of documents, only one chamfer is formed in the lower right corner of the form sheets in the form of a chamfer, which is located at a location identical to the form markers in form sheets of the same formats form of the deepest perforation. The chamfer can be either straight, angled or rounded.

The size of the forming features of both types may be smaller for smaller format forming sheets than for basic format sheets.

230 754

At least one perforation separable piece of the forming file sheets of the individual system sizes may be provided with at least one auxiliary shaping feature in the form of a transverse perforation for successive separation of the document if more detailed classification of the stages of the document processing is required.

The overlapping of the right edges of all smaller format forming sheets over the right edge of the basic format forming sheet is achieved either by holding the holes in the smaller format forming sheets smaller than the basic format forming sheet at the same width as the basic format forming sheet, offset to the left edges of the forming paper sheets, or by the fact that the gripping holes of the forming paper sheets of the individual system sizes are equidistant from the left edges of the forming paper sheets, the width of the individual smaller sized paper sheets being the same but larger than the width of the forming paper sheets. file format basic file ·

The upper edge of the deepest forming feature of forming file sheets of the individual system formats in their lower right corner is at the level specified for writing, where, by being closer to the writing, it produces a stronger visual signal than the graphic mark sometimes mentioned for this purpose on the left edge of the file.

The novel effect of the forming sheets of the system according to the invention consists in obtaining a visual overview of the state of processing of individual documents, which is made possible by forming at least one corner of the forming sheets of individual system formats to be used in combination with , in the form of chamfers, which allows quick access to both types of forming file sheets of all sizes after texting and inserting them into file files or bulk files

230 754

- 8 binders. The formation of forming file sheets is subject to the prior asymmetric pre-punching of smaller sized file sheets and the unsymmetrical pre-punching of the forming file sheets of the largest largest file format file. Said forming sheet formation provides a material basis for forming a writing system for the high-activity cinder forming an integral part of the overall management. The cited management system makes it possible to organize, plan, and control the overall course of the correspondence of each task with the ability to quickly and responsibly decide on the ongoing tasks based on the timely acquisition of new and readily available complete previous information in previous documents. Through the general application of the above-mentioned management system it is possible to achieve more efficient management performance and higher work results in the whole society. The advantages that result from the use of forming file sheets in the system of correspondence management are as follows:

- shaping file sheets of individual report formats processed in the form of documents adapted for direct filing in file folders allow gradual or one-time separation of fragments in the corner - formable part of the file sheets and thus a visual overview of processing status received - processed as well as own, sent - processing and definitively processed documents according to specified stages of their processing,

- forming sheets in the form of documents enable the general introduction of continuous planning and thus reliable monitoring of the course of correspondence on the part of both the sender and the addressee of the document by simply stating the time, visually apparent deadline for processing the document on the separable document snippet the time limit in the appeal data of the same document,

Shaped writing sheets in the form of songs allow the introduction of a tracing file as an effective operative tool

230 754

- 9 each management professional. Creating copies of handling documents and related documents in tracking files provides an overview of the status of processing documents, an overview of their time course and an overview of the links between the documents of each task, making the tracking files become a general overview of the status of tasks processed. Tracking files enable the professionals to systematically and quickly organize their work in the processing of documents and related tasks. Furthermore, the introduction of tracing files will prevent undesirable free movement of documents, since they will become the only place where documents may be located during processing. Tracking files of individual professionals enable executives to gain a complete overview of the status of processing of all assigned documents and their respective tasks throughout their department without any problems and independently of the professionals, as well as a continuous overview of the performance of individual professionals in terms of quality and amount of work over a period of time, such as a month. Above all, however, it will enable them to reliably organize the professional management of the tasks assigned on the basis of complete and readily available information from the whole range of correspondence, which represents a significant use of management reserves in comparison with the current situation,

- sheet formers in the form of documents allow the removal, if any, of the relatively costly auxiliary means of tracing used so far for the observation of time-limits in correspondence, since time-frames are indicated directly on separable fragments of documents and, moreover, permanently in appeals. At the same time, the elimination of the existing monitoring means will save the workforce of the professional staff and the administrative workforce so far spent on the use of these means,

- forming sheets in the form of documents represent the simplest and cheapest technique for executing proceedings. They allow a rational division of activity between professionals and administrative staff, since optimally simplified tracking of deadlines directly on separating snippets and separating these snippets depending on the stages of the writing process will become a minimally demanding activity for professionals, which they can easily Knowing that there are no mistakes that can be made in the mediation of workflows. From copies of processed or partially processed documents stored in the tracing files, experts can reliably and without difficulty record additional processing data, ie processing dates and symbols stages of the processing of documents, the records of incoming documents, which is also time-consuming activity. Due to the constant repeatability of the type of activity with forming sheets in the form of documents, the complexity of this activity is reduced to a minimum for both professional staff and administrative forces. With a substantial lightening of administrative forces, these forces can focus more on their main content, ie writing documents, or they can be used for other activities, shaping files in the form of documents in the monitoring files of professional workers and in file files, optimum control of the management of correspondence by both organizational and senior supervisors.

In addition, there are other advantages within the correspondence management system which does not constitute a solution to the technical problem, but which are no longer directly related to the nature of the solution according to the invention.

The stack of sheets according to the invention will be described in more detail below using exemplary sheet formers of three formats both with perforation forming features in their lower right corner and with a bevel forming feature also located in the lower right corner. The accompanying drawing, in which FIG. 1 shows a set of file sheets formed by a base format forming sheet and two other forming sheets of successively smaller formats, each

Forming purposes, 230 734 of forming sheets is provided with two forming features in the form of perforations disposed between two separable fragments and, on the left, gripping side, two dimensionally identical deflection openings, of which the sliding openings of the smaller size forming sheets are slip-on holes of the base format forming sheet are shifted closer to the left edges of the forming sheet to achieve an overlap of their right edges over the right edge of the base format forming sheet. The necessary overlapping of the right edges of the forming paper sheets of smaller sizes than the base paper forming paper sheets, as shown in dotted in the left, edge portion of FIG. The common edges or joint portions of the superimposed forming sheets of the formats used are represented by thickened lines or thickened broken lines.

Giant. 2 illustrates a right bottom portion of a forming sheet having a forming feature in the form of a straight chamfer extending across the lower right corner of the forming sheet located at a location corresponding to the second forming feature of the forming sheets with forming features in the form of perforations.

According to FIG. 1, the unprinted forming sheet 1 of the base, i.e. the largest format, is provided in the lower right corner with two forming features 11 and 12 formed by perforations located between the right and lower edges of the forming sheet 1 and forming a moldable portion thereof. The first forming feature 11 is followed by a first detachable fragment 11a of the sheet 1. Between the first forming feature 11 and the second forming feature 12 is a second detachable fragment 12a of the sheet 1. At its left edge, the sheet 1 is provided with a perforation formed by two gripping holes 13, which are approximately symmetrical with respect to its transverse bisector.

On the base forming sheet 1 is placed a second forming sheet 2 of smaller size, the so-called three-quarter sheet, whose upper edge is at the same level as the upper edge of the shape sheet.

At its left edge, the forming paper sheet 2 is provided with two gripping holes 23 which overlap with the fixing holes 13 of the forming paper sheet 1 so that they are located asymmetrically with respect to the transverse bisector of the forming paper sheet 2 and are located closer to the lower edge of the forming sheet 2. Compared to the position of the gripping holes 13 in the first forming sheet 1, the gripping holes 23 of the second forming sheet 2 are displaced towards its left edge to overlap the right edge of the forming sheet 2 over the right edge of the base sheet forming sheet 1. In the lower right corner, that is to say, the forming sheet 2, is provided with two forming features 21 and 22. The first forming feature is followed by a first separable piece 21a, and a second separable piece 22a is provided between the first forming feature 21 and the second forming feature 22 forming sheet 2.

On the second sheet 2, a third sheet A5 is formed. The lower edge of the forming sheet 3 is flush with the lower edge of the second forming sheet 2. At its left edge, the third forming sheet 3 is provided with two gripping holes 33, which they are partially unbalanced to the transverse bisector of the forming sheet 3, but, like the gripping holes 23 of the second forming sheet 2, are displaced towards its left edge in order to overlap the right edge of the forming sheet 3 over the right edge of the first forming sheet 1, wherein the right edge of the forming paper sheet is flush with the right edge of the forming paper sheet 2. In the lower right corner, i.e. the moldable portion, the forming paper sheet 3 is provided with two forming features 31 and 32. The first forming feature 31 is followed by a first separating feature. snippet 31a, and between the first forming feature 31 and the second forming feature 32 is a second separable snippet 32a of the forming paper sheet

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230 7S4

The overlapping of the right edges of the forming paper sheets 2 and 3 of the smaller formats over the right edge of the base paper forming sheet 1 allows access to their formable sheets when the forming paper sheets are inserted into the file folders. parts.

The forming features 11 and 12, and hence the separating fragments 11a, 12a of the base format forming sheet 1, may be dimensionally identical to the forming features 21, 22 and 31, 32 of smaller format forming sheets, but may be smaller in size, especially when the system is expanded. The common edges of the individual forming sheets of the system are shown in bold lines in FIG.

Form sheets of all three formats of the system with a right bottom corner shaped in the form of a forming feature as a grain of grain, as indicated in FIG. 2, are intended to be used as copies to form sheets of all three formats with a formable right bottom corner. The base format shaping feature 112 of the base format is similar to the shaping feature 222 of the second smaller format shaping sheet 2, and the shaping feature of the third smallest format shaping sheet 3 is formed in the form of a straight chamfer. Shaping features 112, 222,

332 of the three forming formats 1, 2 and 3 of the three lower right corner sections are coincident with the lower right corner sections and the lower right corner sections are in the same position with the lower right corner sections. The deeper-facing shaping features 12, 22 and 32 of the forming sheets 1, 2 and 3 of identical formats. In addition to the straight guiding of the shaping features 112, 222 and 332 as chamfers, they can be rounded or angled.

For the following example description of the use of the forming files according to the invention for the system of correspondence management, the following conditions are set as yet unknown, whereby the printing arrangement of the forming files in the form of documents remains substantially the same as the prior documents. In cases,

1430734, where the information information at the lower edge of the print-formed forming paper sheets is distributed so as to extend into the moldable part, it will be necessary to relocate it.

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For the purpose of the systematic maintenance of the relationship between the various documents in the file files, in particular the tracing file, and for the improvement of the records of the course of correspondence, references to the documents according to the place of delivery of the assigned reference numbers , which prompted their elaboration, the reference number being only part of the reference as a whole. For example, in the case of an outgoing document processed on the basis of a received document, the number of the document received for processing the designated document according to the document of the received documents or the reference number of other received documents relating to to the point. In the case of a written document drawn up on the basis of its own previously sent written document, such as in the case of urgency to reply to a previously sent document, the reference number shall be given below the reference number of the previously sent document according to the document of the sent documents. For each of the two types referred, it is expedient to define the space, preferably by printing the corresponding distinguishing feature. For references according to the documents received, the distinguishing sign P shall be indicated, for references according to the documents transmitted the distinguishing sign ”0” shall be entered one line below. Organizational abbreviations should be added to the reference numbers, which usually replace the multi-seat organizational markings.

In order to quickly distinguish received documents from sent documents, the organizational abbreviation, preferably expressed in capital letters, is given for the received documents before the reference number and for the sent documents after the reference number. The overall reference is completed with a shaping symbol, which will be discussed later.

In order to visually express the various stages of the state of processing of documents, it is also necessary to introduce the corresponding forming symbols, which, as mentioned above, are placed after the reference number

230 754 documents received. In the absence of such a document, the forming symbol shall be placed after the reference number of the document previously sent. In the case of a document drawn up on its own initiative by the competent handling department, the forming symbol shall be indicated directly after the organizational abbreviation.

According to said forming symbols, corresponding forming of the formable parts of the documents is performed, i.e. separating the fragments from the forming features. In the example description of the use of forming sheets with a forming portion having two perforating forming features and two separable fragments, three stages are provided for expressing the state of the processing documents for which three forming symbols are selected. In the case of a simplified description of the handling of form sheets in the form of documents during their processing, only the basic form form sheet 1 with form features 11, 12 and 112, separating stubs 11a, and 12a and plug-in holes 13 will be mentioned in the following.

The first stage of the processing of documents using the "p" forming symbol is based on the assumption that the content of the received, processed document requires initial processing, which constitutes preparation for either preliminary or final processing of the matter, depending on the particular request of the sender of the received document. . Usually, at the place of processing the handling documents one on finding the necessary information in third place. In this case, the copying of the serving document is not yet done by the serving party. For the second and subsequent sheets, the multi-sheet documents are used on all embodiments of the forming file sheets with the forming feature 112 in the form of a chamfer, i.e. without the washed lower corner. In this way, a larger set of multi-page documents in the file folders provides greater clarity about the status of processing individual documents. Shaping the main document, that is, the original, is always carried out at the addressee. The shaping of copies sent 'note' is carried out at the places for which they are intended, which themselves shape according to their position on the matter. If it is only a copy of the note, then both fragments will be separated. If the copies are an incentive for the action to be expressed in writing, it shall be treated as if it were to take action

230 754

Originálο ο the original of the letter, which implies the preparation of an appropriate handling document, as already mentioned in the description of the exemplary embodiments.

Scheduling the timing of the documents shall be ensured by stating the date of the expected response on the first piece 11a of all copies of the dispatching document to be handled, and that date is also stated in the same document at the end of the appeal. responses to the delivered document within the given deadline, for the sender, this means for the professional to monitor the delivery of the requested response to the deadline. Written marking of the first stage of processing of documents is carried out by introducing the symbol p, as the first letter of the expression initial processing on the reference, that is, after its own reference number on the executing documents. Upon completion of the processing document, the first piece 11a, dated with the date of the requested processing, is separated from the received-processing document to indicate that the processing of the thing is in progress and in addition to the relevant place of the document, usually in the presentation stamp. . Depending on the stage of processing of the document, the formation of the document by separating the separating fragments is always performed only by the expert who processes the case and who after the orderly establishment of one properly shaped and signed copy of the document together with the relevant document processed to the monitoring file to be discussed, it also monitors from these points of view. Filing of formed and signed documents into factual file sheets is carried out by an administrative sxla, which records the documents in the records of received and sent documents, but mainly after the receipt of documents by specialists, to a much greater extent than hitherto provide writing documents.

In the second stage of the state of processing of the document using the forming symbol u in the reference of the processing document, which can occur in case of sufficient information even if the first stage is omitted, the requesting party deals with the requesting party. The forming symbol u at the end of the reference, as the first letter of the word terminated, means that the processing status of the document in the sense of the preliminary termination of the proceedings at the executing party is meant and for further proceedings is expected to reply to the addressee. procedure. For the executing party, this means the termination of the first, i.e., the initial stage of the document processing stage, with copies of both fragments 11a and 12a being separated, and of the corresponding document being processed, the second fragment 12a. In the case of a new handling document, the deadline for the reply to follow the case shall be placed on the second scrap 12a. The documents received and processed are separated * from the first shaping feature 11 by the first piece 11a to indicate that the matter is being processed but not yet completed. The date and number of the document dealing with the case, which is shaped according to the second stage, shall be entered in the appropriate place of each document handled. The use of sheet forming sheets for copies is similar to the first stage of processing.

In the third stage of the state of the document processing using the forming symbol "U, expressing the definitive Termination" of the procedure, which may occur after the first and second stages, or only one of the two previous stages, or none of them, which is always given only The written document contains the final opinion of the executing party on the matter, for example, the sender's request, which may be positive or negative, but it is clear that the sender processing the document on any other written intercourse in this case will no longer occur. However, this does not preclude the possibility of further negotiations on the matter. In his eventual document to the sender, the reference will again include the proper reference number in accordance with the document of the received documents to ensure further link between the documents. The state of the final processing of the document is expressed by the shaping of the processing document, in which, depending on the shaping symbol U used, at the end of the reference the second tear 12a is separated from the second shaping feature 12 of the document.

Depending on how the proceeding has proceeded, either the remaining second piece 12a is separated from the second shaping mark on the documents received or processed, or on several documents received, as the case may be.

-18 to '12, optionally separating the two fragments 11a and 12a at the same time. In addition, the written documents referred to above shall bear the date and number of the document dealing with the case. The use of sheet forming sheets for copies of the document is similar to the previous cases.

The description of the course of the correspondence with the three stages of the state of processing of the documents according to the exemplary embodiment seems to be very acceptable in practice. However, the number of stages of the writing process can be increased, if necessary, either by introducing a plurality of shaping features, which may optionally be rounded or broken and arranged side by side, or by dividing individual separating fragments by transversely forming auxiliary shaping features, e.g. However, in the case of files of the same size, the last one, i.e. the deepest situated in the file sheet, must be the forming character 12, expressing the final state of the document processing, locally identical and the forming character 112 formed by the shaped file in the form of BAND in the lower right corner of the document.

An important prerequisite for the successful management of correspondence based on the use of forming file sheets is the introduction of the aforementioned tracing files, led by each employee involved in the correspondence, including managers.

In their monitoring files, the professional staff files temporarily received, processed documents, always with a copy belonging to them, ordered, shaped and signed, sent processing documents. According to the reference numbers given in the references on copies of the processing documents, the experts gradually add in the records of incoming and outgoing documents the numbers of the processing documents listed in their appellate data Our Mark, as well as forming symbols representing the stage of processing of the processing documents. the documents received, of course, relate to those documents received. One additional, equally processed copy sent - processing documents is immediately filed directly into the material file of the task, this establishment ensures

- 19 230 754 administrative force. The shaping of received, processed documents as well as copies of sent - processing documents in terms of the stages of their processing, expressed by the shaping symbol, is carried out in the manner shown in the exemplary embodiments and is always performed only by a specialist processing the documents. Documents are handled according to the scheduled deadlines indicated on the separating slips received - processed documents and further on the separating slips sent - processing documents * and also in the appeal data “your mark” of processing documents.

If the requested response is not delivered within the scheduled time, it is obvious in the daily scrolling of the expert in the formable parts of the documents on the specified day, so that the written urgency of the response can be immediately proceeded. If, on the other hand, there is a delay in the processing of the received document, which makes it impossible to send the processing document within the time limit scheduled by the sender, a new time limit may be proposed to the other party. ingredients.

With a relatively rapid renewal of the documents between the participants in the

contacts at the scheduled time, when the addressee's response to the sender's processing document with the initial or preliminary stage of processing usually handles at least one sent, processing document and very often also the corresponding received, processed document, the processed documents gradually transferred to the material file individual task folders. As a result, space in the traceable portion of the documents is continually freed up in the tracing file. Freeing up this space is aided by the fact that copies of the multi-sheet documents are produced by means of forming file sheets with the forming file mark in the form of a bevel, i.e. without a corner portion. In those circumstances, an overview of the stages of processing of the remaining pending documents still provided with separable snippets, as well as an overview of the scheduled timescales indicated on the separable snippets of those documents, is substantially facilitated.

230 7S4 of the aforementioned facts shows that the monitoring file contains the summaries of the stages of processing of received and sent documents, as well as of the planned deadlines for their processing. Whereas, until the final processing, all the received, processed documents for the relevant sequential copies of the executing documents, as well as copies of the already processed executing documents, bearing in their references both the numbers of the received and sent documents according to the document The records of the documents received and sent, which were taken as the basis for their processing and also by their own reference number in the appellate data, provide the tracing files also the possibility of perfect identification of mutual links between individual documents of each task. As a result, tracing files become the most important instrument in managing correspondence.

The introduction of separation of documents in tracing files, for example after individual months, when, apart from the marking of months, the separation tabs also contain reference numbers for the interface of individual months, it will be easier to identify mutual links between documents. In addition, the measure also provides an overview of the volume of work carried out by the individual correspondents in the relevant period of time. By their arrangement, the tracing files enable fast and reliable processing of all tasks to be performed and operative discussion of tasks on various occasions, especially at working meetings. They can be very useful for executives and co-workers, especially in cases of sudden absence of their co-workers, as they enable you to get a quick and complete overview of the status of processing individual tasks.

For the rational management of correspondence using the sheet forming system of the present invention, it is important that the tracking of documents from all these aspects takes place in a single location with one specialist, with obvious links between the documents, in continuous continuity, and without using any auxiliary tracking means .

The solution according to the invention can be used for all cases of document processing, where it is desirable to visually express the individual stages of the state of their processing and obtain the overviews needed for the purposes of rational management.

Claims (7)

OF THE INVENTION _ββη _ 230 784 A set of file sheets consisting of file sheets of different sizes, whether or not printed, intended for the control of correspondence, characterized in that at least one corner part of the file sheets (1, 2, 3 ... n) of the individual system sizes is provided at least one forming feature (11, 12, 21, 22, 31, 32, 112, 222, 332), wherein the individual forming files (1, 2, 3 ... n) are provided with at least two plug-in holes at their gripping edge (13, 23, 33), which are adjacent to each other on the formatting sheets of the system, and in all forming sheets (2, 3 ... n) of smaller sizes than the basic format forming sheet (1), are formed at a level corresponding to the common level of their lower edges, the smaller forming sheets (2, 3 ... n) having an overlap of their right edges over the right edge of the forming sheets in (1) the base format. 2. The file system according to claim 1, characterized in that at least two forming features (11, 12, 21, 22, 31, 32) in the lower right corner of the forming forming sheets (1, 2, 3 ... n) of the individual The system formats are formed in the form of perforations, between which fragments (11a, 12a, 21a, 22a, 31a, 32a) are separable. 3. The file system according to claim 1, characterized in that one form feature (112, 222, 332) of the form files (1, 2, 3 ... n) of the individual system formats is formed in the form of a chamfer in the lower right corner. In the case of forming sheets of the same formats as the forming sheets with the forming features in the form of perforations, it is located at a location identical to the forming feature (12, 22, 32) in the form of the deepest perforation. File system according to Claims 1 and 2, characterized in that at least one separable piece (11a, 12a, 21a, 22a, 31a, 32a) is perforated by means of a perforation (11, 12, 21, 22, 31, 32). ) forming sheet sheets (1, 2, 3 ... n) of individual system formats is provided with at least one auxiliary forming sheet - 23 230 754 by a feature (11b, 12b, 21b, 22b, 31b, 32b) in the form of a transverse perforation for sequentially separating the stub (11a, 12a, 21a, 22a., 31a, 32a) ₀ 5 _e system filing sheets according to claims 1-4, characterized in that on the "sliding openings (23, 33) in the molding filing sheets (2, 3« «« n) of smaller size than the forming classification sheet (1) of the basic format, o 'the same width as the basic format forming sheet (1), they are offset to the left edges of the forming sheet (2, 3, o ·· n) · 6 * ₀ Assembly filing sheets according to claims 1-4, characterized in that on »· sliding openings (13, 23, 33) of forming filing of sheets (1, 2, 3 o.» N) each format systems are at the same distance from the left edges of the forming paper sheets, wherein the width of all the forming paper sheets (2, 3o, n) of smaller formats than the basic paper forming sheet is the same but at the same time greater than the width of the basic paper forming sheet (1) 7o A file system according to any one of claims 1 to 6, characterized in that the upper edge of the deepest forming pattern (12, 22, 32, 112, 222, 332) of the forming file systems (1, 2, 3 ° ..n) of the individual system formats in the lower right corner portion forming filing of sheets (1, 2, 3 o..n) is situated at the level set for the termination handwriting ₀