Administrative Documents: Characteristics, Types, and Structure

Characteristics of Administrative Documents

Administrative documents have special characteristics that differentiate them from other public documents:

• Media documents
• Proof documents
• Citizen documents

Distinguishing Citizen Documents

Citizen documents are addressed to a particular administration, while administrative constancy documents serve to accredit determined facts and events.

New Documentary Requirements and Supports

New documentary requirements must be met. The following can be considered as supports of public administrative documents:

• Graphics: Content is represented by shapes or colors, such as plans, maps, drawings, and graphs.
• Sonic: Sound is used, such as magnetic tapes and discs.
• In-image: Photographs, videos, movies, etc., are used as support.
• Informatics: Readable by a computer (perforated cards, etc.).

Methods of Referral

• N/Ref: Our reference (here, it refers to the document itself).
• V/Ref: Your reference (the document being responded to).

Numerical References

The document consists of an identification number.

Alphabetical References

The name and surname initials of the person who drafted the document are written.

Alphanumeric References

A combination of numeric and alphanumeric references is used.

Meaning of References

Examples of references in administrative documents:

1. a) N/Ref: 7943 (Numerical)
2. b) N/Ref: CRS/PCC (Alphabetical)
3. c) N/Ref: APD/CCP-321 (Alphanumeric)

Referencing Documents: Examples

Here are examples of how to reference different types of documents:

a) Office written by Jesus Perez and Benitez Santallana, typed by Carmen Gutierrez. (Alphabetical)

b) Response to the previous paper registered with the number 8254. (Numerical)

c) Responding to the Documents section 'b'. (Alphabetical)

d) Registered office QMB number 843, sent to Asuncion and Villa Zubieta, typed by Cabrero Matias del Monte, answering office 731 - PQM/TAC. (Alphanumeric)

Starting a Professional Document

(This section requires specific examples of sentences to be provided. Please provide the sentences you would like to include.)

Greetings and Honorifics in Public Documents

Common greetings in administrative documents include:

• Dear Sir/Madam
• Sir/Madam

Honorific treatment can be used with the person's title and name. For example: Honourable Francis Moms, Minister of Economy.

Abbreviations and References to Administrative Rules

1. Boletin Oficial del Estado (BOE)
2. Diari Oficial de la Generalitat de Catalunya (DOGC)
3. Parc Mòbil Ministerial (PMM)

Location and Date in Administrative Documents

Administrative documents can be:

1. Internal: When the sender and recipient belong to the same public administration.
2. External: When the addressee is a body or a public administration unit different from the sender, a citizen, or a private entity.

Identifying Sender and Recipient

The sender is identified at the top, and the recipient is identified at the bottom of the document.

Purpose of Trades and Internal Notes

Trades are documents used by bodies and administration units to communicate among themselves and with individuals. Internal notes are used by bodies or units of the same upper body to communicate with each other.