Our group is mostly a bunch of engineers. We write letters, log them into the data management system, and take a copy to our administration section for formatting and any routing for approval needed. Formatting includes proofreading, putting things into standard format so that everything from our section has a standard look, and printing on letterhead.
Everything gets an XX:xx. Or if someone higher up will be signing it, an XX:XX:xx, with the first XX being the authority signer and the second XX being the writer. For some standard types of letters, there’s two signature blocks and 2XX signs over their own block, but under an unsigned 1XX block.
xx is responsible for seeing that it gets into the mail and sometimes for making requested edits. Other times 2XX makes edits and coordinates with xx. xx makes sure that CCs and emcs (electronic copies) are sent and that a copy is put into central files.
Years later, it’s possible to see who did what, and who might have a copy in their desk files. Most documents also have a file name and path printed at the bottom, so that we can pull up the electronic version easily.