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eCounsel group

A boutique firm with unparalleled expertise in business and technology. We have good command of industrial ecology and legal practice, and have undertaken highly regarded cases. Because the small business scope, we pay more emphasis on effectiveness and efficiency, and choose clients with deliberation. The managing partner not only has extensive experiences in various legal issues more over than 20 years, but invests and manages several technology companies. In addition, he always checks each case rigorously. Clients’ business objectives are our primary focus. To achieve the same in the most cost-effective fashion trumps all seemingly sophisticated legal discussions.

Document Mangement is the Core of Internal Control System

2011 - 10 - 18

Information and communication is the core among 5 factors of internal controls, and document management is the most important practice of information and communication.

「文件管理」是內部控制制度的核心觀念

資訊與溝通是內部控制五大要素中的核心要素,而「文件管理」則是資訊與溝通中最為重要之實踐。

人類的知識、常識或是各種人類所思、所知的內容都必須藉由特定的媒介才能將其呈現出來而讓他人得以感知、聽聞進而達到溝通之功能,而這些承載人類所思、所知內容的媒介形式,我們即稱之為資訊。

在企業當中的資訊會有哪些媒介形式?傳統紙本資料如契約、訂單、對帳單、往來書信、財務報表….等;數位資料如電子郵件、電子檔案等,這些媒介都是企業所擁有的資訊。

而不論是傳統紙本或是數位檔案,都是本書所謂的「文件管理」所欲涵蓋的「文件」範疇,換句話說,我們可以認為,不管大小、內外、重要與否的所有資訊都是以「文件」的形式存在於企業內部。掌握文件,就掌握了企業內部的所有資訊。

此外,除非有人會「心電感應」或是「讀心術」之類的技巧,否則企業當中仍需藉由「溝通」的過程來達成各種營運目標,而「溝通」主要就是以「文件」的傳遞為主,例如管理階層已發電子郵件之方式下達公司新政策、業務部門接到訂單後傳真給工廠生產線、內部稽核人員撰寫稽核報告呈交董事會等。

經由這個溝通的過程,資訊本身才能發揮其功能,這正是之所以資訊與溝通這麼密不可分的緣故。缺乏資訊,溝通猶如失根蘭花;缺乏溝通,資訊毫無用武之地!

經由上述說法,本書提出前所未有的創新觀點:既然資訊與溝通是貫穿內部控制的要素,資訊與溝通的良窳對企業內控制度影響深遠,而資訊與溝通在企業中的實踐則是以企業內的「文件」為主,所以,「文件管理」的成功與否便成為企業內部控制制度決定性的因素、核心中的核心!

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