Theoretical part
Define the term "document". Describe the functions of documents
A function is the intended purpose of a document, inherent in it. There are no documents that carry only one specific function. The document, speaking in ... The functions of documents can be divided into three blocks: informational functions (informational, social, political, communicative);Describe the documents by classification features
1.Document classification - this is the distribution of documents into classes, sections according to the most common signs of similarity and difference.
By method of fixing information (reproduction technique) documents are divided into:
written (on paper), graphic, film, photo, sound documents, machine-readable documents, electronic documents. This also includes technotronic documents (documents created using technical means) and virtual documents.
By the name of the document type distinguish a large number of documents. These are orders, protocols, acts, letters, certificates, etc.
By types Documents are typical, exemplary, individual and template.
Model documents are developed by higher authorities for subordinate organizations with homogeneous functions and are mandatory. Exemplary documents are also developed by higher authorities for organizations in their system, but they are advisory, exemplary in nature. Individual documents are developed by specific organizations for internal use. In stenciled documents, the permanent part of the text is printed at the time of production (on a computer or in a printer), and space is left for the variable text.
By degree of difficulty A distinction is made between simple documents containing one question and complex documents containing several questions. It is recommended to draw up simple documents, because they are easier to distinguish, form into cases, process.
By place of document preparation classified into internal and external. Internal - documents that are created in the institution in the process of documenting to resolve their issues and do not go beyond the boundaries of the institution. External - incoming and outgoing correspondence.
By deadlines documents are divided into urgent and non-urgent.
By origin documents are official and official-personal. At the same time, in turn, service documents are divided into: general and special (planned, accounting, monetary and settlement documentation).
By degree of publicity allocate ordinary secret documents and documents marked "For Official Use" (For official use).
By legal force Distinguish between genuine and fake documents. Documents issued in in due course in compliance with all rules. Authentic - this is a document, information about the place and time of creation of which, contained in it itself, corresponds to reality. Forged documents are considered documents, the design or content of which does not correspond to the truth. Genuine documents are divided in turn into valid and invalid. A document becomes invalid if it has lost legal force for any reason, such as expiration.
By stages of creation (methods of certification) documents are divided into originals (original) and copies.
Original- this is an original, original, original document., i.e. this is a document first created by any individual or collective author. The original may have several editions, variants. The originals can be in the form of a draft, white document, typewritten copy. Originals created in several copies are called multiplied . Sometimes "original" is used as a synonym for "original", although "original" has a slightly different meaning than "original". original the first or quality copy of an official document is considered. Script - This is the original, certified in the prescribed form. In other words, it has the props "signature". In order for the original to become an original, it must be issued on a letterhead, have a signature, a seal.
Copy is a multitude. There are the following types of copies:
Extract- this is a copy of a part of the document (extract from orders, protocols).
Leave a business letter– a copy of the document to be sent, i.e. letters. It is drawn up as a carbon copy on a blank sheet of paper and remains in the organization. In doing so, it acquires legal force.
Multiple copies- copies from a copy. Double copies - this is when 2 documents are created: for transmission and the document itself. These documents are not the same in their characteristics.
The emergence of a new technique of reproduction (reproduction) led to the emergence automatic (fax) copies. These copies are received simultaneously with the original. The concept of "facsimile" is closely related to this copy. Facsimile – automatically received signature. This means when the entire document is reproduced, including the signature. Such copies are also called facsimile originals . Here the signature is recognized as an original and does not need any certification. An example of a facsimile copy is a fax.
There are also such types of copies as photocopies and light copies. Them distinguishing feature- exact reproduction of the original.
According to the method of certification, copies are divided into:
officially certified;
simple certified;
notarized;
uncertified.
Officially certified copy when compliance with the polynyk is confirmed by another official and accompanied by formalities (the seal and signature of the official is affixed).
Simple certified copy- when compliance with the original is confirmed without observing the established formalities (without printing).
Notarized copy- when compliance with the original is confirmed by an official, a notary.
Uncertified copy- these are copies that do not have confirmation of their correspondence to the original.
By legal force, copies are divided into:
duplicates;
diplomatic copies.
Duplicate is a copy that has the legal force of the original. This is not the second copy of the original, it may have deviations from it.
Diplomatic copy- a copy that reproduces the document with all the features (old spelling, errors, punctuation).
By shelf life documents are divided into three main groups:
permanent storage period;
temporary storage period over 10 years;
temporary storage period up to 10 years.
By form documents are divided into:
certain form;
arbitrary shape.
According to a certain form, official documents are drawn up, and documents of personal origin are drawn up according to an arbitrary form. Forms of documents are voluminous, areal (drawings, posters), linear (film, scroll), card and code.
By carriers documents are divided into paper and documents on special media.
By recording techniques documents are: simple, verbatim and encrypted.
By activities documents are divided into: organizational, administrative and information and reference.
By degree of obligation Distinguish between directive and informative. Policy documents are documents that are issued by authorities and perform a managerial function. Informative documents include documents of a current nature.
Give the definition of the concept "USORD". Describe the composition of USORD
Standardization is the formal legal consolidation of the results of unification in the form of mandatory norms. The results of the unification of documents ... The object of unification and standardization is the content and form of the document. ... The main tasks of improving the content of the document should be: during unification - selection of details, ...Define the concept of "document details". Describe the types of props. Give examples of registration details
Each document consists of elements called attributes. Props - This is an element of the design of an official document. Different documents consist of a different set of details. The number of details that make up the documents is determined by their type, purpose, and other factors. The composition of the details certain types documents issued by public authorities and state administration (for example, passports, work books, diplomas, birth certificates), is established in legislative and regulations.
As mentioned earlier, a set of details of an official written document, arranged in a certain sequence, is called document form . 32 requisites are set by the sample form. This set of details is enshrined in STB 6.38-2004.
1 - State Emblem of the Republic of Belarus;
2 - emblem of the organization or trademark;
3 - code of the organization according to OKOGU or OKULP;
4 - code of the document according to OKUD;
5 - name. higher org-tion;
6 - name. org-tion;
7 - name. struct. divisions;
8 – postal address of the sender;
9 - communication (telegraph address, telephone, fax, teletype, telex, e-mail) and commercial data (account number, bank name);
10 – name of the document type;
11 - date;
12 - registration index;
14 - place of compilation or publication of the document;
15 - bar for restricting access to the dock;
16 - addressee;
17 - stamp of approval;
18 - resolution;
19 - title to the text;
20 – control mark;
21 - text;
22 - a mark on the presence of the application;
23 - signature;
24 - application neck;
25 - approval stamp;
26 - visas;
27 - printing;
28 - the name of the performer and his phone number;
29 - a mark on the certification of a copy;
30 - a mark on the execution of the document and sending it to the case;
31 - admission mark (registration stamp of incoming documents);
32 - a mark on the transfer of data to a machine carrier;
Details characterize the document. The purpose of the details is ambiguous. Some details carry information about the document, being its mandatory attributes (signature, date, number). Some details characterize the phenomena described in the document.
Details that characterize the document itself, the place that the document occupies in space and time. So the details of the name of the organization, addressee, resolution, approval stamp, communication and commercial data, postal address indicate the position of the document in space, its geographical location, hierarchical position, indicate the path that the document has already passed or which it will have to go.
The position of the document in time is characterized by such details as the date. It shows at what point the document was created. The date is accompanied by other details, i.e. they are dated: stamp of approval, approval, visas, a mark on the execution of the direction to the case, a resolution, a mark on receipt. The date is one of the main requisites, since it gives the document legal force.
The purpose of the document is characterized by such details as the type of document, the title to the text, resolution, text, codes for OKUD and OKGU and OKULP.
Requisites mark of certification of the copy, signature, stamp of approval, seal certify the authenticity of the document.
Details can report about the document and some information about the document. The presence of an application indicates that this document or does not have all the necessary completeness of information and should be studied together with other documents attached to it.
The presence of the attribute "text" indicates that we are talking about a very specific document, which is a means of transmitting and storing information.
2. The requisites used in the execution of the ORD are constant, variable and mutually exclusive (substitute).
TO permanent we can include such details that are constantly present on the document in an unchanged value and which, therefore, can be pre-applied to the letterhead of the organization. These are details such as:
State Emblem of the Republic of Belarus (if the organization has the right to depict the coat of arms on its letterhead), emblem of the organization or trademark (if any),
name org-tion,
communication (telegraphic address, telephone, fax, teletype, telex, e-mail) and commercial data (account number, bank name),
organization code for OKGU and OKULP,
code of the document according to OKUD.
When these details are changed, new forms are produced.
That. we can say that permanent details are details applied in the manufacture of a unified form of a document or form.
TO variables include details that depend on specific circumstances. For example, the attribute "date" depends on when the document is created, the attribute "text" - on what will be said in the document, i.e. the content of the issue covered in the document. In other words, variable details are the details applied when compiling a document.
Thus, the value of variable details will always be different, depending on the circumstances of preparation and the type of document, but their location on the document and the rules for their execution remain unchanged.
Mutually exclusive (interchangeable) requisites are requisites for which the same area is allotted on the Layout Key. They do not occur in the same document. These props include:
the sender's postal address and the name of the type of document;
Details can also be divided into mandatory and optional.
Mandatory details ensure the legal force of the document and they are always present on any type of ORD. These include:
name org-tion;
document index;
title to the text;
Additional details may not be on all types of documents (for example, an emblem, a control mark). Additional details may characterize the stages of document processing (for example, a receipt mark, a resolution, the name of the performer and his phone number, a mark on the execution of the document and sending it to the case). The absence of additional details on the document cannot affect the legal force of the document.
3. The sample form provides for two options for registration details:
angular and longitudinal.
At corner version the heading of the document form is located in the upper left corner of the A4 or A5 sheet. In this case, blank inscriptions should not exceed 72 mm horizontally.
At longitudinal version the heading of the form is extended to the border of the right margin.
There are two ways to design details: flag and centered.
At flag way attribute location, the beginning of the attribute is always located from the left border of the attribute location area. The border of the left field in this case acts as a flagpole, and the lines of blank inscriptions make up, as it were, the banner of the flag (hence the name of the way the details are arranged).
At centered way requisite locations The beginning and end of each row of requisites are equidistant from the boundaries of the requisite location area. They are centered, as a result of which they are equidistant from the conditional vertical axis, which divides the blank inscriptions into two equal halves.
The longitudinal version of the location of the details is used for administrative documents, and the angular one for organizational ones. For the form for letters, both longitudinal and angular options for the location of details are used.
When preparing a form, the most acceptable is the centered way of arranging the details, and when preparing documents not on the form, it is more expedient to print the details in a flag way.
5 Define the concept of "form". Describe the types of forms, the composition of the details, the purpose. Describe the procedure for the manufacture, use and accounting of forms with the image of the State Emblem of the Republic of Belarus
Blank document- a standard sheet of paper with constant information reproduced on it, and a place reserved for a variable. The use of forms reduces the cost of preparing a document, reduces the number of errors in its preparation and execution, and allows for the unification of document forms. In addition, the use of forms facilitates the perception of the document, improves its appearance.
Requirements for the development, use and storage of document forms are formulated in the following regulations:
STB 6.38-2004 " Uniform forms documentation. System of organizational and administrative documentation. Documentation requirements";
"Instructions for office work in state bodies and organizations of the Republic of Belarus";
Decree of the President of the Republic of Belarus dated June 28, 2000 No. 357 “On streamlining the production and use of document forms depicting the State Emblem of the Republic of Belarus”;
Decree of the Council of Ministers of the Republic of Belarus dated July 31, 2000 No. 1172 “On approval of the regulation on the procedure for the manufacture and use of document forms with the image of the State Emblem of the Republic of Belarus and amendments to the Decree of the Cabinet of Ministers of the Republic of Belarus dated August 7, 1995 No. 424”.
General requirements for forms are formulated in STB 6.38-2004. The standard sets uniform rules preparation of the ORD, as well as the forms used in their execution.
Forms of documents are produced on A4 (210x297 mm) and A5 (148x210 mm) formats. The manufacture of the latter is recommended in order to save paper. They are used in the preparation of small documents, such as cover letters.
The form must have margins: left - 30 mm, right - 8-10 mm, top and bottom - 20 mm, while applying margins or their restrictive marks on the form is optional.
STB 6.38-2004 establishes the following types of ORD forms: letterhead And general form. The first form is used exclusively for writing letters, regardless of their type. Therefore, there is no need to indicate the name of the document type on it. On the letterhead instead of the requisite "Name of the type of document" they have the requisites "postal address of the sender" and "commercial and communication data", and instead of the requisite "place of preparation or publication of the document" they have the requisite "reference to the date and number incoming document". On general forms, administrative documents of the organization (orders, orders, resolutions), as well as organizational (regulations, instructions) and reference and information (acts, protocols, certificates, memorandums, etc.) are drawn up. It is allowed to produce, on the basis of a common form, special forms for a specific type of document, for example, a form for orders, a form for protocols. According to the Model Instructions for Paperwork, the production of special forms for the types of documents is considered appropriate if more than 200 such documents are created in the organization per year.
When preparing a form for letters, the following details are used:
the postal address of the sender;
communication and commercial data;
· restrictive marks of details "Date", "Registration index", "Reference to the registration index and date of the incoming document" and "control mark".
Restrictive marks can also be applied to place the details "title to text" and "addressee". Indication of these details and marks on the form is advisable if the paperwork in the organization is carried out using a typewriter. Usage computer technology makes their application on the form redundant.
On the general form indicate:
State Emblem of the Republic of Belarus
emblem or trademark (service mark) for organizations not state form property;
organization code according to OKOGU (OKRB 004-2001 “Bodies state power and management" for state authorities and administration) and OKL (OKRB 018-2003 "Legal entities and entrepreneurs");
the name of the parent organization;
full and abbreviated name of the organization;
the name of the structural unit;
the place of compilation or publication of the document;
· restrictive marks and lines for the details "document code according to OKUD", "date", "registration index", "control mark".
It is possible to apply restrictive marks on the general form for the details "Heading to the text", "addressee" or "approval stamp". On the general form, there is a free space for the requisite “Name of the type of document”.
2. Forms of documents can be printed in the printing house, and when using a PC, the form can be entered into the computer's memory and automatically output when the document is printed. However, no matter how the form is made, it must be printed on white paper.
For the manufacture of forms of institutions in a typographical way, it is necessary to draw up a layout (drawing) of a form, which is built on the basis of a structural grid. The drawing should be done in ink on a 1:1 scale in strict accordance with the dimensions specified in STB 6.38-2004, and it should accurately represent the future form of the document. The drawing should show:
Form format;
The size of the fields
area of each item.
Permanent details are applied to the form in accordance with the established sizes and rules for the design of details, the locations of some variable details that should be in the upper (header) part of the document, as well as the details applied at the bottom of the form, are marked in the form of corners or lines.
An explanatory note is attached to the drawing, which indicates the type and color of the paper, the color of the printing ink, the name of the font, the size of the pins (for a set of details), the list of details that can be printed.
In the manufacture of forms, typographic fonts should be used in sizes from 6 to 16 size literary, ordinary and newspaper typefaces. It is permissible to highlight the name of the institution in a hand-drawn font from 6 to 24 pt. It should be borne in mind that within the same form, the fonts used should not differ significantly in size.
When preparing forms by printing or using a PC, the details are always drawn up in a centered way.
3. STB 6.38-2004 defines General requirements required for the preparation of forms of documents. In order to streamline the production and use of document forms with the image of the State Emblem of the Republic of Belarus, Presidential Decree No. 357 of June 28, 2000 (hereinafter the Presidential Decree) was issued.
By the Decree of the President, the right to place the image of the State Emblem on the forms of documents is granted only to state bodies and other state organizations. In accordance with the Regulations on the State Emblem of the Republic of Belarus, approved by Decree of the President of the Republic of Belarus dated June 7, 1995 No. 213, the reproduction of the State Emblem on the form of documents is mandatory for these organizations. At the same time, the image of the State Emblem of the Republic of Belarus should be placed by state bodies and other state organizations both on letterheads and on general forms, as well as on forms of a specific type of document.
By the Decree of the President, samples of official forms were approved:
For all types of ORD in the Belarusian and Russian languages with a longitudinal arrangement of details;
For letters in Belarusian and Russian languages with a longitudinal arrangement of details.
All stamp forms in accordance with the approved samples are drawn up in the Belarusian and Russian languages.
Presidential Decree prohibits leaders and other officials government agencies and other government organizations production and ... The right to place the image of the State Emblem of the Republic of Belarus on document forms ... Organizations of state ownership that do not use an image as a requisite of the form ...Give a definition of the concept of "official letter". Name the types of letters, describe the features of the compilation and design of types of service letters
Business letters are used to solve numerous operational issues that arise in the course of the organization's activities, so the content ... Official letters are prepared on special forms that have the appropriate ... The following permanent details and restrictive lines are applied on the form for letters:Define the term "help". Describe the features of the preparation and execution of certificates of a personal and official nature
The DOE distinguishes between internal official certificates that reflect the issues of the organization’s main activities (staffing, performance ... Official certificate - an official document containing information about the main ... Personal certificate - an official document confirming biographical and / or official information and issued ...Personal certificates issued to individuals for submission to other organizations are also external. They are prepared on a common form; in their preparation, basically the same details are used as in the preparation of official certificates. The peculiarity of personal references is that they are without fail must be certified by the seal of the organization.
Personal certificates usually certify any legal fact: place of work, study, residence, position, salary, presence of dependents.
A personal statement contains the following details:
· name of company,
The name of the type of document (HELP),
index;
Place of compilation
the addressee;
Signature(s)
· seal.
Since the text of personal references, as a rule, does not exceed 15 lines, headings are not compiled for them.
The text of a personal certificate begins with an indication in the nominative case of the surname, name, patronymic of the person about whom information is provided. You should not use in the text of a personal certificate phrases like: “issued real”, “really works”, etc.
For example:
________________________________________________________________ is a student
Full-time (correspondence) course of the _______________________ faculty of the Belarusian State University.
Personal certificates are often signed by two officials. In particular, certificates of a financial nature (for example, on the amount of wages) are signed by the head and chief accountant. Their signatures are placed one under the other in order of correspondence to the position held and certified with a stamp. The imprint of the seal must capture the last letters of the position and part personal signature.
|
Director of the Institute signature V.V. Fedorov
Chief Accountant signature M.I. Weaver
A personal certificate of the place of work, work experience can be signed by the head of the organization and the head of the personnel department.
Personal certificates can be sent to the applicant by mail or handed out. The name of the organization to which the certificate is submitted is indicated in the requisite "Address", it is not recommended to finish the text of the certificate personally with this information.
Personal certificates are registered on the same basis as external official certificates.
Define the term "report". Expand the features of the preparation and design of internal and external memorandums
Depending on the content and intended purpose, memos are divided into initiative ones (making proposals, statements of requests, facts, ... Depending on the addressee, memos are divided into internal and external. ... Internal memos are addressed to the head of the organization and are drawn up on standard sheets of A4 paper ...An indication of the organization or structural unit that is the author of the document is mandatory.
State Emblem of the Republic of Belarus
Emblem (trademark) Kontik Limited Liability Company MEMORIAL ... For the preparation of internal memorandums, forms are not used, as a rule, they are drawn up on a blank sheet ...Define the term "act". Describe the form of the act and the features of the preparation and execution of the act
Most often, acts are drawn up by commissions, both permanent and appointed by an administrative document (usually an order), although in ... Acts are drawn up for a variety of reasons, hence the large number of them ... First of all, members of the commission must collect all the information on the issue under consideration and study it. Naturally,…Define the term "protocol". Name the types of protocols. Expand the features of the preparation and execution of protocols
The protocol is often referred to as reference and information documents, since it contains information of a reference nature, which is necessary first ... Another feature of the protocol is that it is used for ... Protocols that record decisions on issues that are beyond the competence of the participants in the meeting ,…Protocol classification
Full minutes contain the speeches of all participants in the work of the collegiate body, they make it possible to judge not only the nature of the meeting itself, but also the activities of the entire organization as a whole. Brief and abbreviated protocols are drawn up in the presence of a transcript, sound recording. Transcripts of transcripts signed by the chairman and secretary of the meeting (of the collegial body) are attached to the minutes. Briefly, it is also recommended to record operational meetings.
In an effort to reduce the workflow, including by reducing the physical volume of documents, some organizations completely refuse to draw up full protocols, replacing them with short and abbreviated protocols. This entails a number of negative trends:
Documentary publicity disappears;
The information necessary for making managerial decisions is depleted;
One of the sources disappears, without which it is difficult to judge the correctness of a particular decision or to determine how it reflects the collective opinion, how it influenced the final result. Therefore, when choosing the form of the protocol, it is necessary to take into account the significance of the event being recorded, the legal consequences of the decisions made, as well as other factors that affect the processes of document formation.
The main normative act regulating the issues of drawing up and execution of the protocol is the Model Instructions for Paperwork. In addition to it, one should be guided by STB 6.38-2004 and USORD.
When drawing up a protocol, it is necessary to ensure its legal validity. It is determined by the presence of all the necessary details, the correctness of their execution and the strict reliability of the information contained in the protocol.
The details of the protocol are:
Ø Name of the body (organization);
Ø Name of the type of document (PROTOCOL);
Ø Registration index;
Ø Place of compilation;
Ø Title;
Ø Signature.
An additional requisite for some types of protocols is the stamp of approval (decisions on issues beyond the competence of the participants in the meeting, the collegiate body are subject to approval).
They draw up protocols on common forms of A4 format. The following permanent details are applied to the general form:
Ø State Emblem of the Republic of Belarus (organization emblem or service mark);
Ø Name of the parent organization (if any);
Ø Boundary lines for the details "Date" and "Document Index";
Ø Place of publication or compilation of the document.
Date protocol is the date of the meeting of the collegial body
Registration index protocol will be a sequential number within a business year.
Protocols are registered separately by type, i.e. minutes of meetings of the expert commission, attestation commission, minutes of meetings with the head of the organization, etc. are recorded separately. The minutes of the joint meeting have a composite index (1/25).
The heading to the text of the protocol is the name of a specific type of meeting, the name of the collegiate body (if the body does not have its own form) and the question (topic) of the meeting, if it is one.
The text of the protocol is divided into introductory and main parts.
In the introductory part, the initials and surnames of the chairman, secretary and members of the collegial body who were present, the names of positions, the surnames and initials of invited persons who are not members of the collegial body are indicated. The names of those present and invited are listed in alphabetical order.
If the number of members of the collegial body present at the meeting is more than 15 people, then the list of those present is compiled separately and attached to the minutes with an appropriate note.
For example:
There were 17 people present (the list is attached).
The list of invitees is drawn up separately and attached to the protocol with an appropriate note if the number of invitees is more than 10 people.
The minutes may additionally indicate the number of those present, necessary for the eligibility of making a decision.
In the minutes of the full form, after indicating those present and invited, the agenda follows. The agenda lists the issues to be considered, indicates the forms of their presentation (report, report, message, information), the names of the positions of the speakers, their initials and surnames.
For example:
On the preparation of state archival institutions for the autumn-winter heating season.
Information of the head of the department for ensuring the safety of documents OA Ledovskaya.
When two or more issues are submitted to the meeting, they are numbered with Arabic numerals. The sequence of issues on the agenda is determined by their degree of importance.
The main part of the protocol of the full form is built according to the scheme "HEARD - SPEECH - DECIDED (RESOLVED)" separately for each issue under consideration.
In the section "HEARD" the surname and initials of the speaker are indicated and the summary speeches. The text of the speech (message, report) may be attached to the protocol, about which an appropriate note is made.
For example:
Ivanova O.L. - The text of the speech is attached.
In the section "SPEAKED" the text is formatted similarly to the section "LISTENED". This section contains questions to the speaker and answers to them.
In the section "DECIDED (RESOLVED)" the decisions made on the issue are recorded.
The agenda is not drawn up in the minutes of the short form. The main part of the minutes of the short form is built according to the scheme "HEARD - DECIDED (RESOLVED)" without the text of speeches. In the section "HEARD" the agenda items are recorded, in the section "DECIDED (RESOLVED)" - the decisions taken.
In the event of fundamental disagreements, it is allowed to record individual speeches of the meeting participants in the minutes of the short form.
In the minutes of the abbreviated form, after each item on the agenda, the decisions taken on it are recorded.
The decision of the collegiate body in the protocols of any form is given in full. The adopted decisions are numbered with Arabic numerals, if there are several of them. Numbering is not performed if only one decision has been made on the issue.
The operative part of the protocol ends with an indication of the person responsible for monitoring the execution of decisions or individual points of decisions.
The minutes of the meeting are signed by the chairman (presiding at the meeting) and the secretary.
The procedure for the preparation and execution of protocols of collegiate bodies is determined by the regulations on these bodies or the regulations for their work.
Short form protocol is built according to the scheme: "WE LISTENED - DECIDED (RESOLVED)" and does not include the texts of speeches. In the event of disagreements in the minutes of the short form, it is allowed to record individual performances of the participants.
In an abbreviated form only the decisions taken on the agenda items are indicated. The agenda itself is not specified.
In addition to the texts of speeches, messages, reports, the protocol may have other applications. A document approved by the collegiate body must be attached to the protocol. This is noted in the text accordingly.
Approve the attached draft of the Model Instruction on office work in ministries, state committees and other central government bodies, institutions, organizations and enterprises of the Republic of Belarus and send it for approval to the regional executive committees.
The protocol is signed by two persons: the chairman and the secretary of the collegiate body. Not the positions are indicated, but the duties performed by these persons in the collegiate body.
The date of the minutes will be the date of the meeting, the course of which is reflected in the minutes.
In some cases, in organizations operating on the principles of unity of command, the protocols are subject to approval by the head of the organization. In the most important cases, the decisions made are formalized by orders.
Describe the features of the preparation and execution of administrative documents issued on the basis of unity of command
Perfection organizational structure institutions, content, methods and means of carrying out the main activity, ensuring the organization ... Administrative documents contain legally authoritative instructions of the subjects ... The administrative documents include:Expand the composition of the group of organizational documents. Describe the form and features of the preparation and execution of organizational documents
This group of documents includes: REGULATIONS ON ORGANIZATION; STRUCTURE AND STAFFING;Define "copy". Name the types of copies. Describe the features of making and certifying a duplicate, facsimile copy, officially certified copy, not certified copy, multiple and double copies
Document copy- this is a document that fully or partially reproduces the information of another document and all of its external features or part of them.
A copy taken from the document must reproduce all the details of this document (with the exception of visas); it should be drawn up on a form or a standard sheet of paper with a reproduction of the full text of the original form. The date, registration index, place of compilation (publication) indicated in the copy must correspond to the original, regardless of where, when and by whom the copy was prepared.
A characteristic feature of the copy is that it does not contain the personal signature of the person who signed the original (the name of his position and the transcript of the signature are reproduced in full). Therefore, a copy of the document in most cases is subject to certification.
Correspondence of a copy of a document with the original is made using the "Note of copy certification" variable below the "Signature" variable and consists of the following elements: the word "Correct", which is written from the 0th tab stop position with a capital letter, the title of the position and the personal signature of the person who certified copy, transcript of the signature, date.
The organization can certify copies only of those documents that are created in the organization itself. Making copies of documents is allowed with the permission of these organizations. As an exception, it is allowed to make copies (extracts) of documents issued by other organizations when deciding on the employment of citizens, certifying their labor, housing and other rights, when forming employees' personal files (copies of diplomas, education certificates, work books, etc.). ).
Copies of documents remaining in the organization can be certified with a seal that reproduces the name of the clerical service (“General Department”, “Chancery”, etc.) or the inscription “For Documents”. This seal is affixed in the place reserved for a personal signature, a mark on the certification of a copy is not issued. For example:
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One of the most common types of copies are copies that are obtained automatically when a document is typed on a typewriter (2nd, 3rd, etc. typewritten copies) or when printed using a printer. They're called multiplied copies. 1st copy. (usually printed on a letterhead) after its certification becomes original, and the rest are copies. These copies can be certified either using the “Copy Certification Mark” attribute or a simple seal that reproduces the name of the record keeping service (“General Department”, “Office”, etc.) or the inscription “for documents”. This seal is affixed to a copy of the document in the place reserved for a personal signature.
The development of documentation has led to the differentiation of the concept of "copy", in connection with which the design of various types of copies has its own characteristics.
Automatic (fax) copies are defined as facsimile originals in the case when, when duplicating a document mechanically, it is reproduced in its entirety, including the image of the signature (facsimile). As a rule, facsimile originals do not need any additional authentication. These include documents received using photocopying and faxing.
A special type of automatic (fax) copies are a photo- And blueprints, the distinguishing feature of which is the exact reproduction of the original.
In some cases, facsimile copies require special certification, including a seal (as a rule, these are copies of personal documents - birth certificates, diplomas, etc.). The word "copy" is not indicated on facsimile copies. It should also be remembered that according to the Regulations on the procedure for the manufacture and use of forms, documents with the image of the State Emblem of the Republic of Belarus, when replicating documents made on a stamped letterhead for the purpose of distribution, each copy must be certified by a seal.
Free copy of the document may be handwritten or typewritten. It can fully reproduce the text of the document, but absolutely accurately reproduce the external features of the document. A free copy is certified according to all the rules for certification of a copy.
With the development of technology for transmitting documents at a distance, the emergence of double originals and copies of documents. So, with telegraph and telephone communications, two documents are created - presented for transmission by telegraph or telephone and received through these means of communication. These documents are characterized in different ways. The transmitted telegram has a personal signature, is certified by a seal, i.e. it can be characterized as the original, and received by the addressee as a multiplied copy.
In addition to copies taken directly from the original or obtained automatically, there may be multiple copies: "copy from a copy", "copy from a copy of a copy", etc.
Copies also differ depending on how they are certified.
Notarized copies: compliance with the original is confirmed by an official official - a notary.
Officially certified copies: their compliance with the original is confirmed by other officials and is accompanied by formalities (the seal and signature of the official is affixed).
Plain certified copies(including certified by individuals) - certified without the necessary formalities (no seal).
Uncertified copies- not having confirmation in one form or another about their correspondence to the original.
A special kind of copies - duplicate. Duplicate - repeat copy. original official document, created to replace the lost or damaged one and having legal force.
These are legal copies of the original. The duplicate is not characterized as the second copy. original, because it is a repetition of the document, i.e. he has the most characteristic features copies. It is wrong to regard a duplicate as a multiplied original, since a duplicate sometimes has deviations from the original (for example, a duplicate of a passport can be issued by another police department and signed by another person).
Thus, depending on the requirements, a copy acquires legal force with appropriate certification (in one case, official certification is sufficient to give legal force to a copy, in another, notarization, etc.).
Another type of copy diplomatic copies. The name of this type of copy comes from the word "diplomatics", denoting a special historical discipline that studies ancient acts. Such copies reproduce the document with all the features (old spelling, errors, punctuation features, etc.).
The adoption in 2000 of the Law of the Republic of Belarus "On Electronic Document" approved the emergence of a new type of copy - a copy of an electronic document.
Copies of an electronic document (ED) are created by certifying in the prescribed manner the form of the external representation of an electronic document on paper (the form of an external representation of an ED is its reproduction on a display screen, on a paper or other material object separable from a machine medium in a form accessible for visual review, and in a form understandable to human perception). Copies of the ED on paper must contain an appropriate indication that they are copies of the corresponding ED.
Certification of the form of external presentation of ED on paper can be carried out:
ü A notary or other person entitled to make notarial acts;
ü An individual entrepreneur or a legal entity licensed to carry out such activities.
15 Define the concepts of "extract", "vacation". Describe the procedure for their preparation and assurance
Extract from an official document - a copy of an official document, reproducing its part, duly certified. The practice of preparing extracts from orders on personnel for inclusion in the employee's personal file is widespread.
Statements are issued on a common form, which saves time on reproducing the details of the document form. In extracts from protocols, orders, instructions drawn up on a common form, the word "extract" is included in the name of the type of document ("EXTRACT FROM THE ORDER", "EXTRACT FROM THE PROTOCOL").
An extract differs from other types of copies in that it reproduces not the entire text of the document, but part of it. For example, if the text of the order consists of 4 paragraphs, then 1, 2 or 3 paragraphs can be included in the text of the extract. The numbering of these paragraphs remains the same as it was in the original, while the ascertaining part in the extract is reproduced, as a rule, in full.
Compliance of the extract with the original is confirmed by issuing the requisite "certification of the copy".
The “Note on the certification of a copy” is below the “Signature” requisite and consists of the following elements: the word “Correct”, which is written from the 0th tab stop position with a capital letter, the title of the position and the personal signature of the person who certified the copy, the decryption of the signature, the date.
Head of the personnel department signature A.N. Petrov
The word “Copy” (“Copy is correct”) should not be indicated in the certification mark, because the very word "Correct" contains a semantic load indicating the copy of the document.
When sending a copy of the document to other organizations or handing it over to a private person, the certification mark is certified by the official seal (in non-governmental organizations - by the seal of the organization). The seal impression is affixed so that it captures part of the title of the person certifying the copy and his personal signature.
Copies of documents remaining in the organization can be certified with a seal, which reproduces the name of the clerical service (“General Department”, “Chancery”, etc.) or the inscription “For Documents”. This seal is affixed in the place reserved for a personal signature, a mark on the certification of a copy is not issued. For example:
Director of the enterprise V.N. Khomutsky
When sending a copy of the document to other organizations or handing it over to a private person, the certification signature is certified with the official seal (in non-governmental organizations - with the seal of the organization). The seal impression is affixed so that it captures part of the title of the person certifying the copy and his personal signature.
Vacation- this is a copy outgoing document, which remains in the file of the organization-author. On copies of outgoing documents, the details of the form are not reproduced, the date of signing, the registration index and the certification mark are affixed.
In the certification mark affixed on the holidays of outgoing documents, the date of certification, position and decoding of the signature of the employee who certified the copy may not be indicated.
SignatureA. N. Evseenko
Describe the functions of the SDOU: control, organizational, methodological
Define the term "document flow". Describe the principles of workflow
Document flow is the movement of documents in an organization from the moment they are received or created until the completion of execution, sending or sending to ... Document flow is an integral part of the DOW. Its purpose is - ... For the rational organization of workflow, the following principles should be taken into account:Technological scheme for receiving and primary processing of incoming correspondence
Define "registration". Describe the systems and forms of registration, their advantages and disadvantages
It follows from the definition that the main purpose of registration is to give legal force to the document, since until the document is finalized (date and ... Depending on the scale and nature of the organization's activities, the procedure ... Each document is registered only once (one-time principle);Approximate form of the log of registration of incoming documents
Approximate form of the log of registration of outgoing and internal documents
Disadvantages:
The journal form of registration cannot ensure effective control over the execution of documents and the creation of a high-speed help system according to the documents,
does not always provide a single registration.
This form of registration practically provides only accounting of documents and it is rational to use it in cases where small volumes of documents are registered, such as documents on education, passes, work books.
Use in organizations with a small amount of document flow
Advantages
20 Define the concept of "registration". Expand the goals and principles of registration. Describe the features of the registration of incoming and outgoing ... Registration of documents - recording credentials about the document in the registration ... It follows from the definition that the main purpose of registration is to give the document legal force, since so far the document ...Describe the order of execution of documents
Documents are considered, as a rule, on the day they are received. Telegrams and other urgent documents are transferred to the head as they arrive. ... The results of the consideration of documents are reflected in the resolution. The execution of a document (order) can be entrusted to several performers. The artist listed first is...Director
Department
For archives and record keeping
Ministry of Justice of the Republic of Belarus
Signature V.I.Adamushko
The document may also be agreed upon by letter or by a collegial body. In this case, the props "Variety of Approval" are drawn up according to the following scheme
AGREED
A protocol of a meeting
trade union committee
00.00.0000 № 00
AGREED
Ministry Letter
health care of the Republic of Belarus
00.00.0000 № 00-00/000
The stamp of approval is located below the requisite "signature" on the front side of the last sheet of the document from the border of the left margin. If there are two approval bars, they are placed on the same level. Several approval stamps are placed on the document in two vertical rows
AGREED AGREED
Director Director
National Archives National Historic
Republic of Belarus archive of Belarus
Signature V.D. Selemenev signature A.K. Golubovich
00.00.0000 00.00.0000
Approval sheet attached
The sheet is formatted as follows
APPROVAL SHEET
(Document title) AGREED AGREED... ...Give the definition of the concept of "control of the execution of documents". Name the departments and persons exercising control over the execution. Describe the types of control
Document execution control a set of actions that ensure the timely and high-quality execution of documents
The purpose of term control is facilitating the timely and high-quality execution of documents, obtaining information that can assess the quality of work of structural units, their heads and specific executors.
Time control tasks:
Daily check of deadlines;
Monitoring the quality of documents preparation;
Monitoring the timely receipt of information from subordinate organizations and executors;
Fixing the facts of execution and non-execution of documents;
Periodic accounting and reporting on results control work;
Analysis of the feasibility of documents.
Describe the technique of control operations
The execution control system includes: accounting controlled documents(orders) and their timely bringing to ... control over the timing of execution;Give the definition of the concept of "nomenclature of cases". Describe the purpose, types and principles of building a nomenclature of cases
Movement of documents, i.e. the document flow of the organization ends after the stage of execution of documents. However, the information contained in ... Documents are formed into cases in accordance with the approved nomenclature ... Case - a set of documents (document) related to one issue or area of \u200b\u200bactivity, placed in ...Types of ND.
· Typical; · Exemplary; · Individual (specific).Principles of construction of ND
An example of a ND scheme built according to the structural principle: 1. office; 2. department of economic forecasting;Describe the rules for compiling headings of cases and their systematization within sections of the nomenclature of cases
The heading of the case must correspond to the content and composition of the case documents, be concise, understandable, clear and specific.
The title includes:
name of the type of case (documents, correspondence, case) or types of documents (orders, protocols, plans, reports, memorandums, acts, certificates, etc.);
Example: Minister's orders... Committee report...
indication of the addressee or correspondent of the document;
Example: Correspondence with the Sonnet of Ministers of the Republic of Belarus...
Example: Committee report on financial and economic activities... geographical name locality or the territory with which the content of the documents of the case is related;
Example: Reports of secondary schools in Borisov, Berezinsky, Vileika, Volozhinsky and Dzerzhinsky districts of the Minsk region on educational work ...
an indication of the chronological framework of the documents of the case, the dating of actions or events reflected in the documents, but beyond the limits of the clerical year;
Example: Perspective plan of the factory for 1996-2010. an indication of the copy of the documents of the case.
In headings, non-specific wordings (such as "miscellaneous correspondence", "reports on wagons", "payment in kind", etc.), definitions in which the type of document is replaced by a certain action ("research", "consideration", etc.) .
In the headings, the term "case" is used when initiating personal, judicial, arbitration cases, as well as when combining various documents related to the sequence of resolving an issue.
Example: The case on the consideration of the complaint of Ivanov II. ...
The term "documents" is used:
when grouping documents into a case on one issue that are not related to the sequence of office work (at the end of such a heading, no more than three main types of documents in this case are indicated);
Example: Documents on holding the Republican Spartakiad of schoolchildren (regulations, protocols, reports, etc.); in cases containing attachments to the main document or group of documents.
Example: Documents for the minutes No.... of the meetings of the Academic Council (reports, information, references, etc.).
In the headings of cases containing correspondence with several heterogeneous correspondents (more than three), the names (surnames) of these correspondents, as a rule, are not listed.
Example: Correspondence about the supply of products for export.
In the headings of cases containing correspondence with several similar correspondents (more than three), the names (surnames) of the correspondents are indicated in general terms. Example: Correspondence with banks on financing and lending...
Correspondence with citizens about the payment of pensions and benefits.
The systematization of headings in the sections of the nomenclature of cases is due to the degree of their significance and interrelation. Headings are systematized in the following order: laws of the Republic of Belarus, resolutions of the National Assembly of the Republic of Belarus, decrees, decrees, orders of the President of the Republic of Belarus, orders of the Administration of the President of the Republic of Belarus, decisions and orders of the Council of Ministers of the Republic of Belarus, charters (regulations on the organization), protocols, orders, staff schedules, plans (annual and current), reports (annual, quarterly, monthly), information, certificates, information, acts, correspondence. The order of systematization of other categories of cases is determined by the compiler of the nomenclature in accordance with their significance.
The systematization of headings in the sections of the nomenclature of cases is due to the degree of their significance and interrelation. Headings are organized in the following order:
laws of the Republic of Belarus,
resolutions of the National Assembly of the Republic of Belarus,
decrees, decrees, orders of the President of the Republic of Belarus,
orders of the Administration of the President of the Republic of Belarus,
resolutions and orders of the Council of Ministers of the Republic of Belarus,
orders, orders of higher organizations,
organizational documents (charters, regulations on the organization and the joint venture, staffing tables, job descriptions, regulations),
administrative documents of the organization (orders),
plans (annual and current), reports (annual, quarterly, monthly),
information, certificates, information, acts,
correspondence.
The order of systematization of other categories of cases is determined by the compiler of the nomenclature in accordance with their significance.
Systematization of homogeneous cases is carried out alphabetically by correspondents or geographical names.
Describe the procedure for compiling, coordinating and formalizing the nomenclature of cases of the structural unit
The ND of a structural unit is drawn up on the letterhead of the structural unit, the heading of this ND is the year for which it is drawn up.
The heading of this ND will be the year for which it is compiled.
The ND of a structural unit is compiled on the basis of organizational documents (regulations on the organization, structural unit, job descriptions for employees of this structural unit).
The ND of structural divisions is compiled by the person responsible for documentation with the involvement of leading specialists who know the functions, tasks and documentation of these divisions, endorsed by the head. archive, coordinated with the EC of the structural unit (if any) and signed by the head of the structural unit indicating the date of signing.
The text is built in the form of a table, before which the name is given with the index of this department:
Column 1 indicates case indices, consisting of the number of the structural unit and the case number in order.
Column 2 indicates the names of sections and subsections and all the headings of permanent and temporary storage cases filed in the organization in the calendar year, including cases with a stamp of restricting access to documents, unfinished business cases (transitional), reference files for documents. Not included in ND printed editions, alphabets, indexes and other supporting documents.
The systematization of headings in the RD sections is determined by the degree of their significance and interrelation. Headings are organized in the following order:
Laws of the Republic of Belarus;
Decrees of the National meetings of the Republic of Belarus;
Decrees, decrees, orders of the President of the Republic of Belarus;
Orders of the Administration of the President of the Republic of Belarus;
Decrees and orders of the Council of Ministers of the Republic of Belarus;
Organizational documents of the organization (regulations, charters);
Administrative documents of a higher organization;
Administrative documents of the head of the organization;
Protocols
Information;
Information, etc.
Column 3 is filled in at the end of the calendar year. It indicates the number of cases (volumes, parts).
Column 4 indicates the period of storage and the number of Art. according to the List of documents indicating the periods of storage.
Column 5 indicates various marks of the SDOU - on the transfer of cases to other organizations, the loss of cases, passing cases, the inclusion of cases in the act of destruction.
ND SP is compiled in the 4th quarter of the current year for the next year. In newly created organizations - at any time.
At the end of the clerical year, a final entry is made to the ND JV indicating the number of categories of cases.
The final record is signed by the head of the joint venture.
When the final information is transferred to the SDOU, the final record is also signed by the person who submitted this information to the SDOU.
After registration of the ND of the structural unit, it is transferred to the DOW service for the preparation and execution of the organization's ND.
The DOW service controls the work on the development of RD of structural divisions and provides methodological assistance to compilers.
ND of structural divisions are stored for 5 years after the transfer of cases to the archive.
Describe the procedure for compiling, agreeing, executing and approving the nomenclature of the organization's affairs
In a newly created institution, ND is compiled at any time of the year, and then by the beginning of the business year (by January 1). In the same way ... ND is coordinated with the state archive 1 time in 5 years or after ... Before compiling a ND, it is necessary to carefully study the composition, content and number of documents circulating in ...Define the concept of "formation of cases". Describe the features of the formation of certain categories of documents in cases
Formation of cases - grouping of executed documents into a case in accordance with the nomenclature of cases and systematization of documents within the case. Documents are grouped into cases by employees responsible for office work ... Documents are grouped into cases according to the marks on the execution of documents "To Case No." It checks for correctness...Define the concept of "case management". Describe the complete and partial execution of cases. Name the categories of documents that are subject to full and partial execution
The affairs of the organization are subject to registration at their establishment and at the end of the calendar (clerical) year. Registration includes a set of works on the technical processing of cases and is carried out by employees of the relevant structural units with the methodological assistance of the archive and under the control of the service of the preschool educational institution and the archive.
Depending on the terms of storage, full or partial registration of cases is carried out.
Cases of permanent, temporary (over 10 years) storage and personnel are subject to full registration, which provides for:
filing or binding of the case;
numbering of sheets in the case;
drawing up a confirmation inscription;
drawing up an internal inventory of the case documents (if necessary)
cases);
cover details of the case.
Cases of temporary (up to 10 years inclusive) storage are subject to partial registration. At the same time, case documents are stored in folders, sheets are not numbered, cases are not reorganized, internal inventories and certification inscriptions are not compiled.
Documents included in the permanent storage file are filed into four holes in a hard cover (with a file volume of up to 50 sheets) or bound, taking into account the possibility of free reading of the text of all documents, dates, visas and resolutions on them. When preparing cases for filing (binding), metal objects (pins, paper clips) are removed from documents.
Permanent storage files consisting of documents of special scientific, historical, artistic and other value or non-format documents (drawings, manuscripts, etc.) are stored in folders with three flaps and strings or in cardboard cases (boxes).
If there are unclaimed personal documents in the file (employment books, passports, etc.), they are put into an envelope, which is filed into this file or glued on the back of the cover of the file.
At the end of each case, forms or blank sheets for a certification inscription are filed, and at the beginning of the case (if necessary) - forms for the internal inventory of the case documents.
All sheets in the file, except for the certification inscription and sheets of the internal inventory, are numbered in expanded form with Arabic numerals in the upper right corner, without touching the text of the documents, with a black graphite pencil or a numberer. The use of ink and colored pencils for numbering sheets is not allowed. Sheets of the internal inventory of case documents are numbered separately.
If the case has several volumes, then the pages of each volume are numbered independently.
Drawings, diagrams, photographs and other specific documents representing an independent sheet in the file are numbered on the reverse side in the upper left corner.
The folded sheet is unfolded and numbered in the upper right corner. A sheet of any size, bound at one edge, is numbered as one sheet. A sheet folded in half and hemmed in the middle is numbered as two sheets.
A sheet with tightly pasted documents (photographs, clippings, extracts, etc.) is numbered as one sheet. If the documents are glued with one edge, then each of them is numbered separately.
Envelopes with inscriptions or attachments available in the case are numbered independently: first, the envelope is numbered, and then each attachment in the envelope is numbered with the next number.
Documents filed into the case with their own numbering of sheets (including printed publications) are numbered in general order. Own numbering is retained if the document having it constitutes a separate file.
If there are a large number of errors in the numbering of the sheets of the case, they are renumbered. When renumbering, old numbers are crossed out with one slash and placed next to new number sheet. At the end of the case, a new certification inscription is drawn up, and the old one is crossed out, but retained in the case. If the detected errors in the numbering are insignificant, then the letter numbers of the sheets are used.
Example. 15a, 15b, etc.
To take into account the number of sheets in the case and fix the features of their numbering, a certification inscription is drawn up on the certification sheet of the case, which is placed at the end of the case (in the book - on the back of the last blank sheet).
The certification inscription is filled in according to the established form. In the certification sheet of the case on personnel, columns 1-2 are allowed to be excluded from the specified form if the case does not have an envelope with attachments. It is forbidden to make a certification inscription on the cover of the case or a blank back of the sheet last document. If the file is filed or bound without a blank sheet of the witness or a blank sheet of A4 format (for personnel files that do not have envelopes with attachments, A5 format is allowed), then they are glued or filed at the end of the file.
The certification inscription indicates in numbers and in words the number of numbered sheets of the case; the number of sheets of the internal inventory (if any); the presence of lettered sheets and missing numbers; numbers of sheets with pasted photographs and documents (with the exception of personal files); numbers of envelopes with attachments and the number of sheets enclosed in them; the results of numbering checks and the physical condition of the case are recorded.
The certification inscription is signed by its compiler indicating the position, decoding of the signature and designation of the date of compilation.
In cases of permanent and temporary (over 10 years) storage, accounting of which is caused by the specifics of documentation (especially valuable, personal, judicial and investigative cases, cases of awarding academic degrees and conferring academic titles, cases of copyright
certificates and patent inventions, etc.), an internal inventory of the documents of the case is compiled.
The need to draw up an internal inventory of the case documents is determined by the instructions for conducting office work in the organization or by special instructions and regulations.
The internal inventory indicates the serial numbers of the documents in the case, indexes (if any), dates, titles of the documents, as well as the numbers of the sheets of the case on which each document is located. A final entry is made to the internal inventory of the case, which indicates in numbers and in words the number of documents included in it and the number of sheets of the internal inventory. These sheets have a separate numbering and their number is indicated in the certification inscription after the total number of sheets. When the composition of the documents of the case is changed (withdrawal, inclusion of documents, replacement with copies, etc.), these changes are reflected in the "Note" column with links to the relevant acts. If necessary, a new final entry is made to the internal inventory and an attestation of the case.
The internal inventory is signed by its compiler indicating the position, decoding of the signature and indicating the date of compilation of the inventory.
If the case is bound or filed without the form of the internal inventory of documents, then the inventory drawn up in the prescribed form is glued to the inside of the front cover of the case.
Covers of cases of permanent and temporary (over 10 years) storage are drawn up in accordance with the established form.
The required cover details are:
the name of the parent organization, organization and structural unit;
case index according to the nomenclature of cases;
case title;
the date of the case or the deadlines for the documents included in the case;
the number of sheets in the file;
the period of storage of the case; case file cipher.
When designing the cover of cases, the name of the parent organization, organization and structural unit is indicated in full in the nominative case. If the organization or parent organization has an officially adopted abbreviated name, then it is indicated after the full name.
Example. Ministry of Justice of the Republic of Belarus (Ministry of Justice).
If during the formation of the case the name of the organization or structural unit changed, the last name is indicated on the cover, and the old one is enclosed in brackets.
Indexes and headings of cases on the covers are indicated in accordance with the nomenclature of the organization's cases. Their numbers are entered in the headings of cases with administrative documents, protocols.
In the headings of cases containing copies of documents, their number of copies is indicated.
Example. Orders No. 1-30 of the director of the institute for the main activity. Copies.
The authenticity of the case documents is not specified in the title.
On the cover of the case, the date of the case must be indicated - the year (s) of the establishment and completion of the case in office work.
If there are documents in the case - applications for an earlier period than the year the case was formed, then on the cover under the date a note is made: "There are documents for ... year (s)".
The dates of plans, reports, staffing tables, cases containing one document are reflected in the headings of the cases.
On the cover of cases containing a number of documents of different times (orders, protocols, certificates, information, correspondence, etc.), the deadlines of the documents are indicated, i.e. dates (day, month, year) of registration (compilation, approval) of the earliest and latest documents included in the case.
The deadlines for the personal file are the dates of signing the orders for the admission and dismissal of the person against whom the case has been filed.
In cases of permanent and temporary storage, the date is indicated on the cover in Arabic numerals.
Example. 09/21/1997.
If the day or month is expressed in single digits, then zeros should be placed in front of them.
Example. 05/01/1997.
The number of sheets in the case is put on the cover on the basis of the certification inscription of the case.
The retention period is transferred to the cover of the case from the organization's RD after clarification of it according to the corresponding list of documents. On cases of permanent storage, the inscription is placed: "Keep permanently", and on cases of temporary storage - "Keep ... years".
When a case is entered into the inventory, the archival code of the case is affixed on the cover, including the fund number (F.), the inventory number (Op.) and the case number (D.).
Example. F.4. Op.1. D.320.
The inscriptions on the covers are made clearly with lightfast ink, ink or ballpoint pen. It is allowed to pre-fill the cover form on a typewriter or computer, followed by sticking it on the cover of the case.
REGISTRATION OF CASES
The affairs of organizations are subject to registration at their establishment and at the end of the office year. Registration of cases is carried out by structural employees ... Depending on the storage period, full or partial registration is carried out ... All cases are subject to partial registration when they are opened in office work. Cases are to be completed…Give a definition of the concept of "inventory of cases". Name the types of descriptions. Describe the procedure for compiling, formalizing, coordinating and approving the inventory of the affairs of the structural unit.
Inventory of cases is an information retrieval guide containing a systematic list of units. storage and intended for their accounting, consolidation of systematization, disclosure of composition and content. The inventory also serves the purpose of an operational search for cases in the organization.
Descriptions of cases are compiled separately on:
Cases of permanent storage;
Personnel matters;
Temporary cases (over 10 years of storage);
Cases consisting of documents entered only in this organization (scientific reports on topics, technical and technological documentation).
Independent inventories can also be drawn up for some types of OSA (orders, resolutions, protocols).
The affairs of the trade union committee are included in a separate section in the organization's ND and a year after their completion with office work they are also transferred to the archives according to a separate inventory prepared by the trade union committee. The affairs of the trade union committee in the archive of the organization are included in a separate section in the annual section of the summary inventory of cases post. storage.
In the joint venture, inventories of cases are compiled annually in the prescribed form under the methodological guidance of the archive. These inventories are submitted to the archive one year after the completion of cases in office work. For example, the annual section of the inventory, which includes cases completed in 2008, must be submitted to the archive no later than December 31, 2010.
The heads of these departments are responsible for the timely and high-quality compilation of inventories of the cases of the joint venture.
Inventories of cases of structural divisions have serial numbers.
Before entering the headings of cases in the inventory, the compliance of the number of cases entered in the inventory with the number of filed cases according to the nomenclature of the organization's cases is checked. A review of cases is carried out, during which it is checked:
compliance of the heading of the case with the content of the documents in the case;
the correctness of the design and grouping of documents included in
quality of filing or binding;
numbering of sheets of the case;
the presence of an internal inventory of the case in the cases specified in legal acts, and the correctness of its design;
the presence of a certification inscription and the correctness of its design.
All detected violations of the established rules for the formation and execution of cases are eliminated in the joint venture.
In the absence of cases listed in the nomenclature of cases, the joint venture takes measures to search for them. Cases found are included in the inventory. If the search turned out to be unsuccessful, then a certificate of the reasons for their absence is drawn up for the sought cases. The certificate is signed by the head of the structural unit and transferred together with the inventory of the affairs of the structural unit to the archive.
When compiling an inventory of JV cases, the following requirements must be observed:
each case (volume, part) is entered into the inventory under an independent serial number;
headings of cases are entered into the inventory in accordance with the accepted systematization scheme based on ND;
the columns of the inventory (serial number, index, heading, date of the case, number of sheets in the case, storage period of the case) are filled in exactly in accordance with the information that is placed on the cover of the case;
if the case consists of several volumes, each volume is entered in the inventory under an independent number;
when several cases with the same headings are entered into the annual section of the inventory in a row, the title of the first case is written in full, and all other homogeneous cases are indicated by the words "same", while other information about the cases is entered in the inventory in full (on each new sheet of the inventory, the title is reproduced in full) ;
Example. Correspondence with the company "Spektr" about the supply of equipment.
The same with the company "Technology".
The column of the inventory "Note" is used to mark the features of the physical state of cases, the transfer of cases to other joint ventures of the organization, the availability of copies, etc.
At the end of the inventory, a final entry is made on a separate sheet, in which the number of cases included in the inventory, the first and last number and cases according to the inventory, the features of the numbering of cases in the inventory (letter and missing numbers) are specified.
The inventory of the affairs of the structural unit is signed by the compiler indicating his position, agreed upon by the head of the organization's preschool educational institution, EC SP (if any) and approved by the head of the joint venture of the organization's subdivision.
The inventory of the affairs of the structural unit of the organization is compiled in two, and if there is an EC - in three copies. One copy remains in the structural unit, the second is transferred to the archive along with the cases, the third is filed to the EC protocol.
After the transfer of cases to the archive, the inventories of the cases of the joint venture are stored in the archive permanently or until the cases are transferred to the state archive in the fund's file. Copies not included in the case of the fund are stored in structural divisions.
The inventories prepared by the JV of the organization serve to prepare a summary inventory of the affairs of the organization, which is compiled by the head. archive. In organizations where there is no position of head. archive, the compilation of annual sections of the inventory of cases is carried out by the office (secretary) or a person appointed by order of the head responsible for the archive.
The descriptive article of the inventory of cases of the joint venture includes the following elements:
serial number of the case (volume, part) according to the inventory;
case index (volumes, parts);
case title (volumes, parts);
the number of sheets in the file (volume, parts);
storage period of the case (indicated in the inventories of cases, the storage period of which is more than 10 years, including in the inventories of cases for medicines);
note.
The main requirements for compiling an inventory of cases are:
availability of a complete set of documents (cases) included in the inventory, formed in the activities of the joint venture;
the correctness of the description of cases;
compliance with the principles of systematization of cases when compiling an inventory of cases;
making an inventory of deadlines;
the correctness of the description.
Before entering the headings of cases in the inventory, the correctness of the formation and execution of cases, the correspondence of the number of cases entered in the inventory to the number of cases opened according to the RD SP are checked. When reviewing a case, the following are checked: compliance of the title of the case with the content of the documents of the case; the correctness of the design and grouping of documents included in the case; the quality of filing or binding cases; correct numbering of sheets in the case; the presence in the case, if necessary, of an internal inventory of the case and the correctness of its compilation; the presence and correctness of the certification inscription of the case; case cover design. Violations of the established rules for the formation and registration of cases in the joint venture must be eliminated.
The inventory includes the entire set of cases for a certain type of documents generated in the course of the activities of the JV, that is, not only cases filed in accordance with the RD, but also cases received from other JVs or organizations and not provided for by the RD. The inventory includes cases that are not completed by clerical work (transitional) cases, about which a note is made in the “Note” column of the subsequent sections of the inventories before they are closed: “For the documents for this year, see also the section for __________ year No. _______”.
In the description of the post. storage may include temporary storage cases marked with an EPC, for example: “5 years of EPC”; "10 years of EPC". As a rule, these are cases, the issue of assigning them to a permanent or temporary storage period was not resolved during the EC in the joint venture.
individual cases, necessary for employees The JV in operation for a long period of time and left for storage in the JV are subject to mandatory inclusion in the annual sections of the inventory of cases. After their description in the archive in the annual section of the summary inventory of cases, the archive of the organization draws up an act of transferring these cases for temporary use to the joint venture that stores them.
If it is found that there are no cases listed under the ID in the joint venture, measures are taken to search for them. Found cases are then included in the inventory. For cases not found during the search, the fact of destruction of which is established, a certificate is drawn up in the joint venture on the reasons for the absence of these cases. The certificate is signed by the head of the joint venture and transferred along with the inventory of this joint venture to the archive of the organization.
When compiling an inventory of cases of the joint venture, the following rules are observed.
Annotations of documents or repeated indications of the headings of cases (reference headings) do not have serial numbers.
The numbering of cases in the inventory is carried out in gross order. The erroneous repetition of case numbers is eliminated by affixing letters to the repeated case number (letter numbers). For the convenience of filling out the first column of the inventory, it is advisable that the number of cases entered in it does not exceed a four-digit number. If the case consists of several volumes (parts), then each volume (part) is entered in the inventory under an independent number.
In the second column of the inventory, indexes of cases for ND are entered (01-04, 02-08, 03-05).
In the event that a case is formed from several cases, the indexes of these cases are indicated. At the same time, it should be borne in mind that when the dismissed workers are entered into the inventory in the inventory of cases for drugs, their indices (column 2 of the inventory) will be the serial numbers assigned to them in the personal affairs book.
The third column of the inventory indicates the title of the case, annotations of documents, the designation of the annual section of the inventory (if the inventory of the joint venture is compiled on a chronological basis, that is, for 2-3 years at the same time).
The title of the case included in the inventory must completely match the title on the cover of the case.
When sequentially entering into the inventory of cases with homogeneous content and the same type of headings, only the heading of the first case is completely taken out. Subsequent headings are indicated by the words "The Same" with all differences (date, document numbers, number of sheets in the file, letters of the alphabet) and the volume (part) number of the file included in the heading. The number of the volume (part) of the case is indicated by Arabic numerals.
It should be borne in mind that on each new sheet of the inventory, the heading of the case is again reproduced in full. The systematization of cases in the inventory is determined by the type of documents included in it. When compiling an inventory of the cases of the joint venture, the systematization of cases is established by the archive of the organization. The location of the names of the cases in the third column of the inventory of cases of a permanent storage period is similar to their location in the ND SP. First, cases with organizational documents are indicated, then cases with administrative documents of a higher organization and cases with administrative documents of the head of this organization. After these cases, protocols, plans, reports, contracts, memorandums, correspondence are placed.
In the inventory of drug cases compiled by the personnel department, cases are also compiled in a certain sequence, which makes it easier to find them. All cases are arranged according to the cases of their compilation. If documents are formed in the case for several years, then the case refers to the year in which it was started. Personal files, personal cards of laid-off workers refer to the year in which they were completed, i.e. by the year of retirement.
Approximate layout of cases in the inventory for drugs:
Orders for drugs (acceptance, relocation, dismissal);
Personal cards of employees;
Personal files of laid-off workers No.
List (staffing) of employees;
Unclaimed work books and other personal documents of employees.
In the annual section of the inventory of cases for drugs, personal files and personal cards, unclaimed personal documents are systematized alphabetically.
In organizations where a small number of drug cases are formed per year, non-annual sections of the inventory may be compiled personnel service, and sections of the inventory on drugs, including cases for 2-3 years
On the separate categories cases on drugs (personal files of laid-off workers, personal cards of laid-off workers) it is allowed to draw up separate inventories of cases (Appendix 5.) The dates of documents and the number of sheets in the case are completely transferred from the cover of the case and are indicated, respectively, in the fourth and fifth columns of the inventory.
In the description of the post. of the storage period, the “Note” column is filled in to clarify the title to the case, when accounting information is changed (“departed”, “transferred”), when claim data is indicated in annotations to documents or cases (“See d. No.”, “Approved by Order No. ___ from ______") and in other cases.
In addition, in this column, the necessary notes are made on the physical state of the case or individual documents in it, on the transfer of cases to the joint venture, on the availability of copies.
In the inventories of temporary (over 10 years) and drugs in the column: the storage period and the number of Art. According to the list specified in the ND. In these inventories, the column "Note" is listed at number 7.
When filling out column 6 (Storage period and item according to the list), two lists of standard documents are used with an indication of the storage periods. This is the List of standard documents of state authorities and administration, institutions, organizations and enterprises of the Republic of Belarus on the organization of the management system, pricing, finance, insurance, state property management, privatization, foreign economic relations, indicating the storage period and the List of standard documents of state authorities and administration, organizations of the Republic of Belarus on operational and statistical accounting and reporting, electronic information resources, labor relations, social protection, work with personnel, education, customs control, logistics, administrative and economic activities, office work, work of archives of organizations with indication of storage periods.
When determining the terms of storage of documents, they are also guided by the so-called departmental lists. More than full list types of documents in relation to the activities of organizations of certain industry systems.
After the completion of the inventory of the cases of the joint venture, it is appropriately drawn up.
At the end of the inventory, following the last descriptive article, a final entry is made. In the final entry, in numbers and words, the number of cases entered in the inventory, the first and last number of each case according to the inventory, as well as lettered and missing numbers (if any) are indicated.
Following the final entry, the position and surname of the compiler of the inventory are indicated, his signature and date are affixed.
This inventory includes 10 (ten) cases from No. 1 to No. 10, including letter numbers: 8 a
missed: 4
Head office signed by V.V. Andreev
Then the inventory of the joint venture is coordinated with the head of the SDOU. If, in addition to the expert commission of the organization, there is an expert commission created directly in the joint venture, the inventory is coordinated with the expert commission of this joint venture. The inventory of cases is approved by the head of the joint venture. The stamp of approval is located in the upper right corner of the inventory.
Number of compiled copies. inventory depends on the presence of an expert commission in the joint venture. If there is one, then the inventory is compiled in 3 copies. 1st - is stored in the Joint Venture, 2nd - together with the cases is transferred to the archive of the organization, 3rd - is attached to the minutes of the meeting of the expert commission, at which the inventory of the case was considered.
In the absence of an expert commission in the joint venture, the inventory is compiled in 2 copies:
1st - transferred along with the cases to the archive,
2nd - remains as a control in the joint venture.
On the covers of the cases included in the inventory of the JV cases in agreement with the archive of the organization, temporary encryption of the cases is made. When ciphering cases, their numbers according to the inventory are put down in the lower left and upper right corners of the cover of the case with a soft black pencil. These ciphers are temporary, since after the cases are included in the annual sections of the summary inventory of the organization's affairs, they are numbered according to this summary inventory of cases (the archival code of the case).
Inventories of the affairs of the joint venture units are stored until the annual section of the summary inventory of the organization's affairs is agreed upon, post, time. (over 10 years) and for drugs with EPC, EMC of the state archive. This procedure is established for state organizations transferring documents for storage to state archives, and for non-state organizations concluding an agreement with state archives.
The inventories of the joint venture are assigned numbers according to the register of inventories, which is kept in the archive of the organization. The number of the inventory of cases of the joint venture consists of the digital designation of the joint venture according to RD and the indication of the year of the inventory: 01-2001; 02-2001; 03-2001.
Attention should be paid to the peculiarities of assigning numbers to inventories of cases of temporary (over 10 years) storage and drugs: the initial letter of the name of the category of documents included in the inventory is added to the numbers. So, the letter “B” is added to the inventory of temporary cases (over 10 years), and the letter “l / s” is added to the inventory of drugs cases: 02-l / s-2005, 01B-2005.
The transfer of JV cases to the archive of the organization is carried out according to the inventory in accordance with the schedule approved by the head of the organization.
The inventories prepared by the joint venture serve as the basis for the preparation of the annual section of the summary inventories of the cases of permanent, temporary storage and drugs, which is compiled by the archive of the organization (the person responsible for the archive).
Appendix
The form of the inventory of cases of permanent, temporary (over 10 years) storage
And according to the personnel of the structural unit
Public organization) organization
Name of the organization Name of the structural unit (public organization) Inventory No. ... No. p / p Case index (volumes, parts) Name ...Give the definition of the concept of "examination of the value of documents". Describe its purpose. Describe the criteria, principles and procedure for the examination of the value of documents
Examination of the value of documents- this is the determination of the value of documents in order to establish the terms of their storage and selection for storage.
Examination of the value of documents is carried out on the basis of the principles of historicism, complexity and comprehensiveness of the assessment of documents and in accordance with the criteria of origin, content, external features documents.
Origin criteria include:
the role and place of the organization in the system of state (non-state) management and (or) the functioning of a particular industry (system, association), the significance of its functions;
time and place of document formation.
Content criteria include:
the significance of the event (phenomenon, object) reflected in the document;
purpose, type and type of document.
The criteria for the external features of the document include:
legal authenticity of the document (presence of signatures, dates, seals); the presence of resolutions, litters; features of text transmission;
features of the material basis of the document and its physical condition.
Organization of examination of the value of documents
The composition of the documents of the National Archival Fund of the Republic of Belarus and the terms of storage of documents are determined by the standard and departmental (industry) ... A typical list (list of standard documents) includes documents ... Departmental lists include documents that reflect the specific functions of organizations inherent in a particular ...Conducting an examination of the value of documents in the office work of the organization
When conducting an examination of the value of documents in the structural divisions of the organization in the course of the formation and processing of files, a selection is made ... of permanent and temporary storage (over 10 years) for transfer to the archive; temporary (up to 10 years inclusive) storage for further storage in structural subdivisions;Examination of the value of documents in the archive
Documents of temporary (over 10 years) storage received by the archive are allocated for destruction as their practical use expires. ... Examination of value is carried out constantly as cases are received from ... When examining the value of documents in the archive, a comprehensive analysis of the composition of documents of the organization is carried out, starting ...Describe the purpose of STB 6.38-2004 “Unified documentation systems. System of organizational and administrative documentation. Documentation requirements. Describe sections of STB 6.38-2004
The result of unification and standardization is a standard, which fixes the norms and requirements for the object of unification and standardization. In the case of unification and standardization of management documentation, the main standard in the Republic of Belarus is STB 6.38-2004 “Unified Documentation Systems of the Republic of Belarus. ORD system. Documentation Requirements », in which the requirements for the execution of the ORD are fixed.
Along with other regulatory documents, STB 6.38-2004 is part of USORD.
After the collapse of the USSR, it became necessary to create their own standards in the field of preschool education, which established requirements for the preparation and execution of management documentation. STB 6.38-95 was the first standard establishing the requirements for the execution of management documentation in the Republic of Belarus. This standard was put into effect on 07/01/1996. In 1998, changes were made to it regarding the design of the postal address.
STB 6.38-95 established the composition of the details (32), the rules for their design. In this STB, a letter form, a general form and a layout key were also included as attachments.
In connection with the development information technologies, the emergence of new means of creating and replicating documents, the emergence of organizations of new forms of ownership and new national classifiers, STB 6.38-2004 was adopted, which was put into effect by the Decree of the State Standard of the Republic of Belarus No. 64 of 12/21/2004.
The standard is based on the following regulations:
OKRB 004-2001 Bodies of state power and administration.
OKRB 018-2003 Legal entities and individual entrepreneurs.
OKRB 010-95 Unified documents.
TKP 1.5-2004 System of technical regulation and standardization of the Republic of Belarus. Rules for the construction, presentation, design and content of technical codes of established practice and state standards.
GOST 3489.2-71 Typographic fonts. Typeface Journal chopped (for alphabets in Russian and Latin graphic bases). Appointment. Picture. Font line. Capacity.
GOST 3489.6-71 Typographic fonts. Typeface Poster (for alphabets in Russian and Latin graphic bases). Appointment. Picture. Font line. Capacity.
GOST 3489.10-71 Typographic fonts. Typeface Ordinary (for alphabets in Russian and Latin graphic bases). Appointment. Picture. Font line. Capacity.
GOST 3489.33-71 Typographic fonts. Typeface Literary (for alphabets on Russian and Latin graphic bases). Appointment. Picture. Font line. Capacity.
STB 6.38-2004 establishes the scope. This standard applies to USORD and all documents included in it. (item 1)
STB 6.38-2004 establishes the composition of details and requirements for the design of details of documents (clauses 3, 5), as well as requirements for forms and texts of documents (clause 4).
There are some differences in the composition of the details of STB 6.38-2004 compared to STB 6.38-95. So, in connection with the emergence of new classifiers OKRB 004-2001, OKRB 018-2003, instead of the requisite “organization code according to OKPO”, the requisite “organization code according to OKOGU and OKULP” was introduced (depending on the form of ownership). Also, due to the wider use of PCs instead of typewriters, the props "Warning Sign" were excluded. Instead, the props "Vulture of the application" were introduced, which was not in STB 6.38-95.
STB establishes 2 types of forms (general and for letters).
For registration of forms, A4 and A5 formats are used (for small documents).
STB also sets the size of the fields:
Top and bottom - 20 mm;
Left - 30 mm;
Right - at least 8 mm.
STB also establishes the methods of location and design options for details and font sizes in the manufacture of forms in a typographical way.
In connection with the spread of information technologies in the field of document production, the STB also establishes requirements for documents produced using technical means (clause 6). So, the text on the A4 form on the PC is drawn up after 1.5 intervals, and on the A5 form - after 1 or exactly 14 pt. The text is printed with Times New Roman borders, font size - at least 13 pt.
Requisites, consisting of several lines, are printed with an interval of exactly 14 pt.
The STB also sets the standard tab positions (indents on the PC) in mm.
0 – border of the left margin;
1 - 12.5 mm on PC;
As an annex to the STB, a sample form is provided, which indicates the dimensions and areas of the details, a general form (a form of a general form with a longitudinal arrangement of details in 2 languages, a form of a form with an angular arrangement of details in one language, a general form with a longitudinal arrangement of details in one language), a form for letters with a longitudinal arrangement of details in two languages.
That. Based on the foregoing, it can be determined that STB 6.38-2004, as a result of unification and standardization in the Republic of Belarus in the field of OSA, is the main normative document in the preparation and execution of documents, because establishes the composition of the details, the procedure for their execution, the forms of forms, the procedure for their application, and the sample key for all OSA, taking into account the use of information technology.
Practical part
Compose and submit a request letter
We ask you to place in the newspaper "Minsk Courier" information about those who entered the college ...Compose and format a response letter
Chief editor Signature N.A. Krot Vilkova 256 09 45Compose and format a reminder letter
We remind you that on 13.01.2008 contract No. 512 was concluded for the supply of office furniture, the deadline for which is 19.04.2008. We kindly ask you to fulfill your obligations before the deadline, or we ... Deputy. CEOCompose and issue a letter of guarantee
We ask you to organize a buffet reception on behalf of the Minister of Foreign Affairs - Deputy Prime Minister of the Republic of Belarus - on August 29 at 18.30 at 55 ... We guarantee payment. First DeputyCompose and issue a notice letter
General Director Signature A.P. StoryginCompose and format an invitation letter
About the seminar We invite you to a seminar dedicated to the changes made to the Instructions on ... To participate in the seminar, you need to transfer 80,000 rubles. (including VAT) for each participant to our current account until…Draw up and issue an order
On Ensuring the Implementation of the Knitting Shop Plan in the IV Quarter of 2008Draw up and issue an initiative order for the main activity
Open Joint Stock Company "Granit" (JSC "Granit") ORDER ... On the establishment of an expert commission and the examination of valueDraw up and issue an order for the main activity in pursuance
On the transfer of the working day of May 8 to Saturday May 26, 2008Compile and issue a personal certificate
Wage Ternova A.S. in 2008 was: August - 256,000 rubles, September - 260,000 rubles, October - 300,000 rubles. Director of the institute Signed V.N. Mitin seal Chief accountant Signed T.A. DovganCompile and issue a certificate of official nature
On the purchase of computer equipment for the period from 01/01/2007 to 01/01/2008Compile and issue an internal memorandum
Safety Department has repeatedly informed you of non-compliance ... I ask you to urgently take measures to ensure the safety of work on the construction site.Compose and format a cover letter
GERB of the Ministry of Economics of the Republic of Belarus Ministry of Economy of the Republic of Belarus ... In pursuance of the order of the Council of Ministers of the Republic of Belarus dated January 9, 2008 ... Appendix: 5 p. in 3 copies.Compose and issue instructions
On consideration of the proposal of the German company "Fos + Gosh" on the organization of a jointDraw up and execute a deed
On the write-off of property Reason: order of the General Director of Trikotazh LLC dated June 19, 2008 No. 29 “On conducting an inventory of property”What will we do with the received material:
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The system of administrative documents includes not only orders. The larger and older the organization, the more often it uses other types of administrative documentation: resolutions, decisions, orders, instructions. Let us characterize all these types of documents, and also consider the examples of the design and storage features of each of them.
ADMINISTRATIVE DOCUMENTATION
Unlike, for example, information and reference documents, each of which has its own goals and objectives, all administrative documents are issued with a single goal: to convey the will of the leadership to the executors.
The difference between them is only in the “rank” of the administrative document itself: each of them stands on its own rung of the hierarchical ladder, and any movement along this hierarchy is completely excluded (Fig. 1).
Let's define the purpose of each of these documents. The source of all definitions is the Dictionary of Types and Varieties of Modern Management Documentation (VNIIDAD, M., 2014).
■ Decree
The authors of most of the decisions are state bodies Russian Federation or its subjects. A significant number of these documents are also accepted by the collegiate management bodies of the organization.
The resolution is the highest administrative document in terms of importance, which means that it is issued by the highest collegial governing body in especially important cases.
So, a resolution can formalize the decision of the meeting of shareholders on the reorganization of a joint-stock company, on its liquidation or on changing the organizational structure (Example 1).
■ Solution
The second option does not interest us, since it does not apply to the general office work of the organization.
The executive and advisory collegiate bodies of the organization in most cases have enough decisions to document their management actions (Example 2).
.PNG)
■ Order
The order is undoubtedly the most common of all administrative documents. Even the smallest organization has necessary minimum orders (as opposed to other types of administrative documentation).
Orders are issued by the general director and only by him: the word “solely” appears in the definition of the document.
The right to sign orders can be delegated by the general director to a deputy or other top managers, but it is important to consider the following points:
The transfer of this right must be made in writing (an order is issued, again, or a power of attorney is issued);
When transferring, the term of office is strictly stipulated and what types of orders can be signed by each specific top manager.
The most common option: the deputy is vested with such rights during the absence of the general director. As soon as the manager returns from a business trip or vacation, the authority expires.
There are the following types of orders:
By main activity;
For administrative and economic activities (AHD);
By personnel.
The personnel department deals with the latter, and we will not consider them. Orders for the main and for administrative and economic activities have different storage periods: “permanently” and 5 years, respectively.
The range of topics related to administrative and economic activities is outlined in a single source - the List of typical administrative archival documents generated in the course of the activities of state bodies, bodies local government and organizations, indicating the periods of storage (approved by the order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, hereinafter referred to as the List 2010). Based on this information, it can be concluded that AHD orders include orders relating to:
Compliance with the internal regulations of activities;
Operation of buildings and premises;
Transport service, internal communication;
Ensuring the security of the organization.
We will not give an example of an order: there are a sufficient number of them in each organization.
■ Disposition
The order, although it is considered the “younger brother” of the order, close in purpose to the instruction, in the normative and methodological documents according to office work always follows in brackets exactly the order: for example, in methodological recommendations on the development of instructions for office work in federal bodies executive power(approved by order of the Federal Archive of December 23, 2009 No. 76, hereinafter - Methodological recommendations for federal executive authorities; Appendix 15) or in the 2010 List (Article 19).
The head of the organization may issue an order along with the order, and may also give the perpetual right to issue orders to top managers in areas. Moreover, each order will be valid within the boundaries of the direction: directorate, department, administration (Example 3).
■ indication
Instruction - a document created recently exclusively at the level of top managers. Just like an order, an instruction can be issued by the head of a structural unit, with the difference that this does not require special permission from the general director.
The boundary between an indication and an order is blurring more and more, and gradually they become administrative documents of the same order (Example 4).
COLLEGE BODIES
Collegial bodies in an organization are groups of people who either manage the organization or perform some tasks in it.
Any permanent collegial body is strictly organized: there is a document on its creation, a regulation on the collegial body, as well as its own management apparatus, consisting of a chairman and a secretary.
In its activities, the collegial body is usually guided by a drawn up and approved plan. Meetings of the collegiate body are strictly recorded.
Collegial bodies are divided into management bodies, executive and advisory bodies.
■ Collegial governing bodies, as the name implies, manage the organization at the highest level: a meeting of shareholders, a meeting of the founders of the company, etc.
If the organization has a collegial management body, then the general director is subordinate to it, reports to it and, by decision of this body, can be replaced.
The collegial governing body can influence the activities of the organization at the most global level, up to making decisions on reorganization and liquidation.
■ Executive collegiate bodies exercise direct control over the organization. This may be, for example, the board of directors, which includes all top managers.
The charter of the organization states that the general director (sole executive agency) has no right to make decisions without the consent of the collegial executive body.
■ Advisory collegiate bodies operate under the head of the organization. These are various commissions and boards. They cannot somehow influence the management of the organization, but they can offer, explain, recommend something to the CEO within their competence.
A striking example from the field of office work is the expert commission, which is constantly operating in the organization. The rules for the archival case explicitly state about it that it is “an advisory body under the head of the organization” (clause 4.8 of the Rules for organizing the storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other documents in state authorities, local governments and organizations; approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526).
Administrative documents that can be issued by collegiate bodies - resolutions and decisions.
For example, the Basic Rules for the work of archives of organizations, well known to secretaries and clerks, were approved by a decision of February 6, 2002 of an advisory body - the Board of the Russian Archive. IN joint-stock companies there are boards or meetings of shareholders.
PROCEDURE FOR WORK WITH MANAGEMENT DOCUMENTS
The procedure for working with an administrative document depends on how the document is created: in terms of collegiality or unity of command.
Collegial bodies, before making any decision, should discuss it at a meeting.
■ The procedure for working on a resolution and a decision includes:
1. Discussion of the issue at a meeting of the collegial body.
2. Registration of the minutes of the meeting of the collegial body.
3. Publication of the administrative document.
As you can see, the direct preparation of the resolution and decision takes a minimum of time. The key point here is the discussion of the issue. The decision taken is recorded in the protocol, and then, on the basis of the protocol, an administrative document is prepared.
■The procedure for working on an order, order, instruction
Under conditions of unity of command, no preliminary actions are required: the general director decides to issue an administrative document and instructs the secretary to prepare a draft, after which he signs it.
It is possible that the project will go through the approval process before this with the competent officials of the organization.
All of the above - which administrative documents are issued by whom - can be represented in the form of a flowchart (Fig. 2).
REGISTRATION OF DETAILS OF REGULATION DOCUMENTS
■ Details of administrative documents, as well as all organizational and administrative documentation, are drawn up in accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements.
As can be seen in examples 1-4, obligatory requisites of administrative documents are:
Name of company;
Name of the document type;
Registration number of the document;
Document date;
Place of publication of the document;
Title to the text;
Signature;
Mark about the performer - for orders, orders and instructions.
optional(optional) requisites can be considered:
The emblem of the organization (logo) (placed if it is customary for the organization to brand all documents, including internal ones);
Application mark (if any);
Approval visas (if required).
Administrative documents do not require any deviations from the rules for processing details set forth in GOST R 6.30-2003 and methodological recommendations5 to it.
■ General rules preparation of texts of administrative documents can be gleaned from the Guidelines for federal executive authorities and many departmental instructions for office work.
General rules for the design of texts of administrative documents are presented in the table.
Features of registration of details of administrative documents, including text, in commercial organizations should be described in their local record keeping manual. It is in it that the fonts and line spacings, the order of typing the words “I decide” or “I order” (in a row or in capital letters) and their location (in the center of the line or from the left edge of the text field) are regulated.
Guidelines for federal executive authorities are not a regulatory document for non-governmental organizations. This, however, does not prohibit taking them as a basis for compiling your own instructions: all necessary information contained in Annexes 14 and 15 to this document.
STORAGE OF REGULATION DOCUMENTS
The storage of administrative documents is carried out on common grounds. They are formed into cases according to types and subtypes: at the same time, decisions, orders and instructions are not simply stored separately, but orders for personnel are necessarily stored separately from orders for the main and administrative and economic activities.
Storage periods are established according to the List 2010 (section 1 "Organization of the management system"):
Resolutions: permanently (clause “b” - “e” of article 18);
Decisions: constantly (clause “b” - “e” of article 18);
Orders for core activities: permanently (clause “a” of article 19);
Orders on administrative and economic issues: 5 years (paragraph “c” of article 19);
Orders: similar to orders;
Instructions: The 2010 List does not contain such a document, therefore, the retention period for instructions is set by the expert commission of the organization.
Let's not forget: the storage period "permanently" for organizations that are not sources of acquisition of state (municipal) archives cannot be less than 10 years.
With regard to resolutions, decisions, as well as orders and instructions on the main activities of such organizations, when they are liquidated, the listed documents can be accepted for storage in the state archive if they pass an examination of value and are recognized as worthy of it. The administrative documents in the nomenclature of the affairs of the organization are as follows (Example 5).
Perhaps no aspect of quality management causes so much hatred and irritation among employees and department heads as document management.
The reasons for such hostility are quite understandable - there are a lot of papers, you need to follow them, spend a lot of time writing, monitoring use, and they (papers) are the goal in any check of the work of a unit and / or employee.
Why, despite the irritation of their colleagues, quality specialists are fighting so fiercely for these most hated pieces of paper?
To understand the importance of documentation, let's start with a definition - what is documentation?
May the wise experts forgive me for a simple explanation:
"documentation is a description of how we do our work."
Why is documentation needed?
Employees need documentation for proper coordination his work. Documentation is management tool she needs leaders unless they are personally in control performance of work by subordinates.
When is documentation needed?
Documentation is needed when we want to coordinate our work.
Rule of thumb - ask a few employees how they do a particular job. If the explanations differ, you need to write instructions or regulations, exactly describing the performance of this work.
How much documentation is needed?
The simpler the better, provided that we fulfill the main purpose of creating a document - to explain to the reader, how work is being done. That is, the purpose of any document is to accurately and unambiguously describe the activity. However, simple texts are easier to understand and remember, so any documentation is a compromise between ease of assimilation and sufficient information to describe the work.
Document management is like taking care of things. Some have clothes lying in heaps on the floor, some neatly folded in the closet on certain shelves. A slob loses his time in his personal life, and in business - money and time of the company.
Absence necessary documentation or its incorrect use leads to errors and losses in the work of the organization.
There are various types and types of documentation, I will try to describe them in a simple way.
Types of documentation
Organization (Enterprise) Standards- usually these are large documents describing important activities, large processes. They form the basis of the quality system documentation. Ideally, all the information collected in them should fully describe how the organization works.
Examples of such standards are the claim handling standard, the production standard, the supply management standard, the warehousing standard, and the like.
Please note that quality management focused on processes and not on divisions, so the standard usually describes a process in which several divisions can interact.
Regulations - documents describing a specific process. They are usually smaller than the standards and narrowly focused on the process. Historically, regulations were tied to production, which is why they are often called “technological regulations”, “banking regulations”, etc.
Often there is confusion and documents of the same type in some organizations are called standards, in others regulations. I do not see much point in establishing clear criteria for how to name a particular document. Therefore, for simplicity, I call a large document (more processes) a standard, a smaller document and by its nature tied to production - a regulation.
Instructions- this is usually a smaller document than the standard / regulation. The instruction describes a specific operation (small process).
There are several types of instructions
- official describing the responsibilities, duties and rights of the employee
- for the operation of the equipment describing how to use the piece of equipment (instrument)
- working/technological describing how to perform a specific operation
Almost all previous forms of documents describe processes. There are other types of organizational documents that do not focus on processes.
Regulations on divisions- documents similar to job descriptions, but describing the rights, duties and interaction of departments. The purpose of such a document is to clearly explain to the reader what processes are in the area of responsibility of the unit, what rights the unit has and how it interacts with other units.
Records (journals, reports, protocols, workbooks) - media, documents that store information about various operations in the organization.
The main difference between records and standards, instructions and regulations is that records describe specific results of activities, while instructions, regulations, standards describe how activities should be performed.
External Documentation - often the organization uses in its activities external documentation that is developed and created outside organizations (reference books, journals, technical literature, etc.). Despite the external origin, such documentation also requires accounting, control of adequacy, proper use and storage.
All the documents described above are elements of the documentation system.
Like any other system, the documentation system requires instructions for use. Such a document is usually called a quality manual. It briefly describes the main documentation processes and documents that contain more detailed description process systems in the organization.
Common elements of a quality system document (what does a document consist of?)
The name of the document, the revision number and its number in the documentation accounting system. Mark original or copy, copy number.
Why is it necessary? - Each document must be identified (distinguished) from others. The title of the document and its numbering solve this problem.
Foreword / introduction - in short, by whom it was developed, when it was put into operation, new document or replacing the old one.
Why is it necessary? - Know who developed what other document/old version was before the current version.
Why is it necessary? - as in any book, we sometimes want to quickly find a specific section.
2. Approval - the signature of the responsible person who approved the document, the date of approval.
Why is it necessary? - Someone has the right/duty to review the document and authorize it to be used. This person is responsible for all aspects related to the use of the document.
3. Scope - briefly outlines what the document describes and which departments / employees it affects.
5. Definitions - If we use an internal term or professional expression in the document, such as "proficiency testing", we need to explain it in the "definitions" section.
6. Designations and abbreviations - the cryptic abbreviation KFI, which is repeatedly used in the text of the document, should be deciphered in the appropriate section "designations and abbreviations". In this case, we are again talking about qualification tests.
7. General Provisions / Introduction - this briefly describes the structure of the document and the processes it describes.
8. The body of the document is a step-by-step description of the activity for which the document was created, divided into
- sections
- pages
- paragraphs
9. Change control - it describes who, how and when can make changes to the document
Why is it necessary? - avoid confusion. You can always check whether you have a new version on hand or an old one. Find out who made the change and ask them why. Find the old version and check how the work was carried out in the period you are interested in.
10. Document storage - this describes how, who, in what copies and how long the document is stored.
Why is it necessary? - The document itself is paper.
It receives value only at the time of development and its use. It is very important to establish a clear order of how much, how and where the document is stored. In this section, we determine who and how will read the document (the one who stores the document either reads it himself or provides access to other employees).
11. Signatures of the developers of the document and signatures of the coordinating employees / managers.
Why is it necessary? - Signatures are proof of document approval. The signer agrees to this version of the document and to all activities that the document describes.
12. Applications - schemes of operations, data tables, etc.
Why is it necessary? - Visual perception of information is much clearer than text, so I always recommend drawing simple diagrams instead of lengthy explanations.
Schemes and tables as an application are more convenient to change - you do not need to change and reconcile the entire document, but only the application.
It is also convenient to extract them - it is easier to print and hang on the wall in the office an application from the standard, which has a number and a mark that this is an application, than some unknown table printed from nowhere.
13. Change registration sheet - here we note the changes made and the date they were made.
Why is it necessary? - This is where the same change control is registered, which I mentioned in paragraph 11.
A few important clarifications about document elements:
Not all document elements outlined above are required in every document. But the more complex the document, the higher the need for the above elements.
Some elements are required. At a minimum, any document must contain the title of the document, the statement of the document, the body of the document, and the agreement.
The rest of the requirements can be fulfilled by monitoring and recording in third-party documents (for example, the requirements for storing forms can be described in a separate records management standard).
Document life stages
The life of a document in an organization is similar to the life of a living organism. He is born, lives and dies, leaving for the archive and / or disposal.
Document creation (development)
Since the document defines the process of performing the work, employees with the right / duty to develop documentation can develop documents. Typically, a document is developed by a person who is familiar with the process that will be described in the document.
In some companies, documentation is developed by specially appointed people. However, I would recommend dividing the development work like this - the one who knows the process is responsible for the content of the document, the documentation specialist is responsible for the form of the document.
Excesses in the division of development work are unacceptable. An incorrectly formatted document will lead to errors in the use of the document. An incorrectly described process will lead to errors in the work described in the document.
Document approval
Very often, the document affects the work of different employees and departments. Hence the need arises to coordinate the activities described in the document with these people. Often the document causes controversy and objections, so it is necessary to coordinate the introduction of changes in the approval process, holding meetings and discussions. In other words, it is necessary to have a document responsible for coordinating the document, which runs from boss to boss, smooths out disputes, offers compromises, settles confusion, etc.
Document Approval
So, behind the disputes and agreements, the document is ready. But in every company that professes the principle of unity of command, one manager is responsible for approving each document of a certain rank. Therefore, someone must take responsibility and authorize the document for use.
Registration of a document in the general list of documentation
This is no mere formality! I have already said that the document is the coordination of work. That is, each new document is part of the whole system of coordination of work in the organization.
For example - new instruction should be mentioned in the relevant equipment management standard. It should be mentioned in the quality manual in the general list of instructions of the enterprise. It is necessary to determine the terms of its storage and those responsible for its use. All this important activity begins with the registration of a new document in the system.
Distributing a Document in an Organization
Typically, documents are created to coordinate the work of different employees and departments.
Therefore, it is necessary
- determine who will use the document
- who will be responsible for its storage (there is a difference, for example, the instructions are used by workers, the master is responsible for storage)
- replace the old revision of the document (old version, if replaced)
- delete obsolete documents
- distribute copies of the new document to assigned staff (the original must be kept in the documentation center with the other originals)
Instruction / training
Any document is created to be read. Surprisingly, this banal idea is absent from the activities of many organizations. There, documents are simply created and put on the shelf, justifying the derisive definition of ISO 9001 - "paper factory". In other organizations, everything ends with half-measures - "on, read at your leisure," and the document falls on a dusty shelf after a minute of scrolling.
Only a few organizations have a procedure for checking knowledge after reading a new document - "read and tell the content", which guarantees a real acquaintance with the new document.
Alteration
Over time, the organization changes, the work changes, and the documents change.
It is very important to control the correct changes to the document. We must not forget that any change may affect the work of not only the initiator of the change, but also other employees.
Therefore, it is important
- coordinate the change with all interested employees
- approve the change with the responsible manager after approval
- replace obsolete original and copies with new edition document (the most common mistake in document management)
Periodic update
Despite the tight control of making (and not making) changes, they accumulate. And from time to time we should regularly (say, once a year) check the compliance of what is written with what is happening in reality.
If differences are found, there are two ways out - do as it is written or change the document.
Archiving (Retrieving)
There comes a time when the document ceases to be in use and is removed to the archive or disposal.
Although the process of describing work in a document is now obsolete, the fruits of this work may exist, so documents are usually archived for some time. It is important to remember to delete all obsolete copies, otherwise this can lead to confusion and errors.
The average department head in any organization deals with a large number of documents. He is required to comply with the rules of document management. In most organizations, these rules are described in lengthy documents dozens of pages thick. It's hard to expect busy bosses to memorize these rules.
My experience of working with large numbers of employees in different organizations has shown me that it is much more efficient to use document control checklists.
An example of such a note:
MEMO on document management in the unit
- Compile and approve a list of documentation (Quality Manual, Enterprise Standards and Regulations, regulations and instructions, external documentation) used in your department. Keep it in the unit.
- Request a retention period for each document from the quality service (if you do not receive a response, store it for 3 years).
Documents must be stamped "accounted copy". If your document does not have such a seal, contact the quality service.
- Determine who will use the document, where will it be stored? Remember that all documents must be available to designated employees and employees must know where documents are stored.
- When you receive a new or updated document from the quality service, check it. If you have any questions, contact the quality service immediately. If you accepted the document without remarks, execute it. Destroy all old copies.
- You cannot change anything in the document yourself. If something does not suit you, arrange a change through the quality service.
- Conduct staff training. They need to know what is written in the document. Check that they know the content of the document.
- Any excerpt from a document (diagram, table, figure, data column) - a reusable document must be approved by the signature of the relevant manager or there must be a record on it that this is an extract from the corresponding document indicating the number and name of the document and the signature of the person who made this extract.
- If you store documentation in folders, then the folder must be signed. If heterogeneous documents are stored in the folder, then the folder must contain a registry of documentation.
- The following forms are given in the Annexes to the Memo:
Appendix A "Form of the List of Documentation Used in the Department" with examples of filling out.
If you use external documentation (GOSTs, reference books, magazines, textbooks, etc.) in your work or the work of the department, treat them in the same way as with ordinary documentation. Also ensure the availability of printing, listing, update regularly. - Annually update (check the validity) of all documentation in the unit. Verify all documentation with that stored in the quality service. Check the correspondence of the list and documents.
- When accepting a new employee into the unit, ensure that he is familiarized with all the documentation he needs against signature.
- If you find a contradiction or discrepancy in various documents - contact the quality service. If you need to act immediately - accept for execution a document with a higher hierarchy.
- quality quide
- Standards and Regulations
- regulations and instructions
- records
article 14th implementation entrepreneurial activity without state registration as individual entrepreneur or without state registration as a legal entity - entails the imposition administrative fine in the amount of 5 to 20 times the minimum wage.
From the Criminal Code of the Russian Federation.
Article 171. Illegal entrepreneurship.
Carrying out entrepreneurial activities without registration or in violation of the rules of registration, but only submission to the body carrying out state registration legal entities, documents containing knowingly false information, or carrying out business activities without special permission
(licenses) in cases where such a permit (license) is obligatory, or in violation of license requirements and conditions, if this act caused large damage to citizens, organizations or the state or is associated with the extraction of income on a large scale, is punishable by a fine of 300 to 500 times the minimum wage... or compulsory work for a period of 180 to 240 hours... or imprisonment for up to three years.
QUESTIONS AND TASKS FOR THE DOCUMENT:
1. Describe the submitted documents. 2. why for the same offense (carrying out entrepreneurial activity without registration) different legal implications? 3. Give an example that would correspond to Article 14.1 of the Code of Administrative Offenses of the Russian Federation. 4. Give an example that would correspond to Article 171 of the Criminal Code of the Russian Federation.
1. You have to pay for violations, and if you have a document for entrepreneurship, the trust of customers is restored and some kind of protection for yourself.
2. an entrepreneur can engage in different types of business and therefore different punishment. something will illegally sell ice cream where the turnover is 1000-10000 rubles per day or sell oil where the turnover is 100000- and endlessly per day.
3. the entrepreneur opened a car repair shop and is called an official dealer and everyone believes, but suddenly he gets into a crisis and stops providing services, and takes money. Well, if he was licensed, then he could take out a loan at a low interest rate for renewal and customers would not worry, but he is unregistered and they give him a loan at a high interest rate, and there is also a chance when taking a loan to go to jail for illegal business.
Read also:
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Who is the testator and who is the heir?
When does a will take effect?
If E. Kh. Bychkov had not left a will, who could become his heir?
Imagine that the heirs who inherited an unwilled house could not agree on how to divide it. What should they do in this case?
^ V. Questions for self-examination.
Define civil relations. What is meant by content?
What are the characteristics of civil law relations?
Give your example of a civil legal relationship, highlighting its subject (subjects), object, grounds for occurrence and content.
Explain what civil legal capacity and civil capacity are. Describe yourself as a subject of civil legal relations.
What can be the object of property rights? Give examples.
What personal moral rights you know?
What is the nature of the right to intellectual property among other civil rights?
What is inheritance? What types of inheritance are there?
What are the ways to protect civil rights?
VI. Tasks.
Justify which of the following can become an object of civil legal relations: a) invented the new kind engine to the car, b) drawing up documents on the order of the owner of the car, c) poems about the car, d) stolen car, e) car repair.
Kochkin bought a concert grand piano in the store. The next day, Kochkin's wife came to the store and, referring to the fact that "her husband is just sick," she asked to take the piano back and return the money, since the piano takes up too much space in the apartment.
Who are the subjects of civil legal relations in this case? What is its content? How should this story end?
Bernard Shaw once wrote: “If you have an apple and I have an apple, and if we exchange these apples, then you and I will each have one apple. And if you have an idea and I have an idea, and we exchange these ideas, then everyone will have two ideas.”
What rights are we talking about, if you look at this situation from the position civil law?
VII. Thoughts of the wise.
"The misuse of material possessions is often the surest path to the greatest misery."
D. Defoe (c. 1660-1731), English writer
VIII. Final part.
Evaluation of student responses.