(1) is obviously political and policy-oriented. With the emergence of class and country, official documents have become a tool for the ruling class to maintain its dominant position and class interests. As far as our socialist China is concerned, they are tools to safeguard the interests of all the people and realize the interests of the broad masses of the people. Therefore, official documents have a distinct political color, and the issuance of official documents is a manifestation of political activities, and the content it carries has a clear political intention, which is the most essential feature of official documents. At the same time, the state power and social political groups representing certain class interests must formulate a series of principles, policies, laws and decrees in order to realize political rule, social management and production management. In order to ensure the implementation of these principles, policies, laws and decrees, it is necessary to adopt some specific mandatory implementation methods and measures, and official documents are an important tool to convey the contents of these methods and measures, so official documents have a strong policy nature.
(2) It is highly authoritative and serious. Official documents shoulder the heavy responsibility of state organs and units to exercise power, organize and promote various official activities. Therefore, it has a high degree of authority and unshakable binding force on the recipient. In the process of document execution, the addressee shall not change, modify or misinterpret the spirit of the document without authorization, and shall not resist. It is precisely because the official document represents the legal authority of the issuing authority and has administrative binding force that the official document is serious. Making and distributing official documents is a serious task, which must be carried out in accordance with established procedures and formats. It ensures the accuracy, validity and rationality of official documents through drafting, revision, review and proofreading.
(3) It has a strong tendency and symbolism. Official documents issued by organizations and organs at all levels have a strong tendency in terms of their ideological and political content. What is in favor of, what is against, what is advocated and what is restricted must be clear and unambiguous, and cannot be ambiguous. This is determined by the clarity of its ideological and political content and the purpose of the official document itself. In fact, any official document is formulated on behalf of organizations and organs, and it is the packaging of the written language of their actions by first-level organizations and organs. The official documents issued by any organization and organ are undoubtedly a flag and symbol set up by the organization and organ in front of the society and the world, which not only let people know their ideological tendency and political attitude, but also let the world know their face and image. Therefore, official documents have a strong tendency and strong symbolism.
(4) Realistic orientation and timeliness. Official documents are produced and used with the development of specific work. Telling people what to do, how to do it, what not to do and what not to do is a code of conduct in itself, aiming at guiding practical work. Therefore, there are also relative time limits. With the continuous development of the work schedule, the constant change of the situation and the constant change of the issuing authority itself, the old official documents will be replaced by new ones. After a job is completed, the official document formed and used for this job naturally ends its mission. The service life of official documents varies, and some have long timeliness, such as normative documents, which can be valid for more than ten years, decades or even longer, and can be continuously extended through continuous revision and improvement; Some are short-term, such as the deployment and inspection of a single job. With the end of this work, the effectiveness of official documents will also end.
(5) It has strict formality and standardization. The so-called procedure means that there are a series of principles, methods, procedures, norms and procedures for the writing and processing of official documents. The formulation and release of official documents should follow strict procedures and specific structures. From the content of official documents, it has a set of self-contained writing formats and standard requirements; From the form of official documents, it has a standard face, eyebrows, text, version notes and so on. , and bring all parts into standardized and standardized management; As far as document management is concerned, it has a series of procedures and management systems. These stylized rules and requirements must be strictly observed in written form, and no unit or individual can make another set, go its own way and change it without authorization.
(6) It has specific confidentiality and scope. Official documents will be determined by the issuing authority according to the purpose and requirements of document production. Except for public documents such as announcements, notices and circulars, most official documents are internal documents, which are confidential and need to be kept strictly confidential. All documents with classified restrictions are collectively referred to as confidential documents. Anyone who can contact and read official documents according to regulations has the obligation and responsibility of confidentiality. Generally speaking, the classification restrictions of official documents are generally consistent with the distribution scope. For documents with high classification, the distribution range is relatively narrow, while for documents with low classification, the distribution range is relatively wide. Therefore, the distribution scope of official documents often varies according to the needs of work and the degree of confidentiality.
Functions of official documents
Official documents play different social roles because of their different nature, types, characteristics and circulation scope. Any kind of official document or document does not always play a single role, but often has several functions and functions at the same time.
First, leadership and guidance. One of the most important leading roles of the party and government organs is to formulate the line, principles and policies and formulate various methods and measures. Lines, principles, policies and measures are usually issued in the form of various official documents. The document issued by the superior directly releases the intention of the leader, shows the attitude towards the relevant problems, and puts forward the opinions and methods to solve them; These documents have played a leading and guiding role in the work of all fronts and regions.
The second is to contact the official role. Party and government organs and units at all levels are an integral part of the party and state organs of political power, and all organs and units must keep close contact in order to communicate from top to bottom, coordinate from left to right and get to know each other. Official documents were originally produced to meet the needs of contacting and handling official business. The scope of contact and handling official business is very extensive. The activities of an organ or unit, such as reflecting opinions, exchanging information, answering questions and consulting, are often realized through official correspondence. For example, lower-level organs often report problems in their work to higher-level organs in the form of instructions and reports. This is very necessary for the leading organs at higher levels to understand the situation, exercise their functions and powers and promote their work.
The third is the role of publicity and education. Any kind of official document, from the "red-headed documents" of the CPC Central Committee and the State Council to the notices and announcements of towns and streets, is to persuade and educate the broad masses of party member, cadres and the masses by propagating some ideas and expounding some truths, so as to convince the broad masses of party member, cadres and the masses that the contents and viewpoints of the document are correct, thus making them consciously implement them. The publicity and education function of official documents lies in putting forward working principles, tasks and measures, explaining the significance of work, so that people not only know what to do and how to do it, but also know why to do it; So as to reduce blindness, enhance consciousness, and turn the intention of the party and the government into conscious action.
The fourth is the role of standardizing words and deeds. In China, many party disciplines, administrative decrees and rules come into effect through official documents, and some official documents, such as notices, circulars, instructions, orders, regulations and rules, have legal effect themselves. Once issued, it must be resolutely implemented, and no one can violate it. In this way, they will inevitably become people's speech and behavior norms in a certain aspect.
Fifth, the work basis and the role of legal documents. Official documents are used to record and convey the intentions of the authorities. After it is issued, relevant departments and individuals are required to comply with it, which naturally makes the official document play the role of working basis and voucher. People should handle their work according to the content and spirit of official documents, so relevant official documents are the basis of this work. Any kind of official document, after it is formed and published, has legal effect, and it is a kind of legal certificate in itself. Therefore, after several years, in order to explain or clarify a certain problem, it can be based on the text, or brought to court or made public. Law enforcement and arbitration institutions can also use this as a basis to make an objective and fair ruling on the merits of the matter.
The sixth is the role of facade and image. The most direct and realistic purpose of any official document or any form is to convey and record the intentions or activities of an organ or organization, and make statements on behalf of the organ or organization, which should also be the most basic function of the official document. This is the main reason why official documents can be produced and become a reality. When the image of the party and state leading organs becomes a certain principle and policy, it must be recorded in official documents and transmitted to the whole country or relevant departments and units if it is to be issued and implemented. In this sense, official documents are the phonograph, mouthpiece and facade of organs or organizations. Its quality not only directly affects the authority of an organ or organization, but also affects its image. In this sense, the official documents of an organ or organization are actually a mirror and window for departments and units outside the organ or organization to observe and understand the organ or organization. Through this mirror and this window, people can clearly see the character and style of the official document producer.
Seventh, the role of historical records and documents. All kinds of official documents officially issued by party and government organs or organizations are produced to convey instructions and guide the work. Once the official document is filed, it will naturally become historical materials after ten years, a hundred years or even longer. These materials are preserved as archives, which not only have important historical document value, but also have high scientific research value, and can provide reliable materials and reliable evidence for future generations to consult and study history.