Instructions for office work in the organization. Rules for processing documents in office work Instructions for office work in an educational institution

From July 1, 2017, instead of GOST R 6.30-2003, GOST R 7.0.97-2016 “System of standards for information, librarianship and publishing. Organizational and administrative documentation. Documentation requirements. The text can be viewed on the website. federal agency for technical regulation and metrology: http://protect.gost.ru/v.aspx?control=8&baseC=6&page=0&month=2&year=2017&search=&RegNum=1&DocOnPageCount=15&id=197990

The standard was developed by the All-Russian Research Institute of Documentation and Archiving (VNIIDAD). The scope of the document is described as follows: “This standard applies to organizational and administrative documents: charters, regulations, rules, instructions, regulations, resolutions, orders, orders, decisions, protocols, contracts, acts, letters, certificates, etc. (hereinafter referred to as documents), including those included in OK 011-93 " All-Russian classifier management documentation"(OKUD), class 0200000". new standard, like its predecessor, defines:

composition of the details of documents;
rules for their design (but already using information technologies);
types of forms, the composition of the details of the forms, the layout of the details on the document; sample forms;
rules for creating documents.

The provisions of the standard apply to paper and electronic documents.

We will orient you what exactly has changed (except for the number and name of GOST).

List of props includes 30 positions (as before), but there are changes:

The coat of arms of the Russian Federation and the coat of arms of the subject of the Russian Federation are now considered a single requisite;
props "Emblem of the organization or trademark(service mark)" is divided into two: "emblem" and "trademark (service mark)";
the organization code, PSRN and TIN / KPP have disappeared;
instead of "name of organization" there will now be "name of the organization - the author of the document";
the details "name of the structural unit - the author of the document" and "name of the position of the person - the author of the document" appeared;
the attribute "link to the registration number and date of the document" will now be called "link to the registration number and date of the received document";
added props "access restriction to the document";
removed props "identifier electronic copy document", but there was a "mark about electronic signature»;
instead of "seal imprint" is now "seal";
instead of "document approval visa" - just "visa";
"app label" became "application label";
instead of “a mark on the receipt of a document by an organization” - a “mark on the receipt of a document”;
instead of “a mark on the execution of the document and sending it to the case” - “a mark on sending the document to the case”.

For example, in paragraph 5.5 it is said that name of company must correspond to the name of the legal entity in its charter. However, now the legislation allows the organization to use a model charter, in which case its name will not be in the charter. At the same time, it is necessarily present in the One state register legal entities(Unified State Register of Legal Entities).

In the props description "destination"(5.15) it is not taken into account that often the addressees are foreign organizations and individuals who are not citizens of Russia. The restriction of the address list to four, which has come down from the time of typewriters, as well as the provision that “when sending a letter by e-mail or by fax (without forwarding by mail), the postal address is not indicated”, can probably be considered optimization, but by no means case, non-mandatory (i.e. requiring mandatory execution).

The props "document date" did not begin to make changes, although since 2013 Civil Code The Russian Federation also requires that the minutes of the meeting indicate the exact time of its holding.

Clause 5.14 “Restriction of access to the document” requires the stamp to be stamped only on the first sheet of the document, although this is contrary to the law: secrecy stamps and the stamp “trade secret” must be indicated on each sheet (for unbound paper documents this is especially important as it would otherwise be difficult to hold perpetrators accountable).

The most dubious props, perhaps, can be considered "electronic signature mark"(Section 5.23). The practice of using marks that visualize electronic signatures has not yet developed. There are difficulties here 1 . And it can be problematic to comply with the requirement to place the visualization in the place provided for the signature; other approaches are used in world practice. In addition, it is strange when the signature visualization does not indicate the most important information about it:

is she qualified
what are the powers of the signatory,
restrictions on the use of the certificate (if any),
the name of the certification authority that issued the certificate,
date and time the signature was created.

In the props description "seal"(clause 5.24) not reflected last changes legislation that makes its use by commercial organizations optional. Those. GOST speaks of the need to affix a seal without the clause "if any".

In the props description "certified copy mark"(clause 5.26) shows the only design option that appeared in the old GOST, suitable only for certification of one page of the document and truncated compared to the composition of the elements that require including 2:

Guidelines for the development of instructions for office work in federal bodies executive power(approved by the order of the Federal Archive of December 23, 2009 No. 76) and
Decree of the Presidium of the Supreme Soviet of the USSR dated August 4, 1983 No. 9779-X (currently in force).

As you can see it is undesirable to use the recommendations given in the new standard uncritically.

The description of a number of details (for example, “document receipt marks” in clause 5.27) is formulated in a purely “paper” language and is not applicable to electronic documents. The proposal to note that in the case of electronic document management, this mark can be entered in the registration card of the document (or otherwise recorded in the system electronic document management) was rejected.

The section on forms moves the requirements for paper forms to electronic documents without taking into account the specifics of their creation, use and contrary to the already established practice in both the public and commercial sectors.

In general, the updated standard can be considered a temporary solution, since it is still predominantly focused on traditional paper workflow and in many respects does not fit very well with the increasingly widespread practice of "e-government".

We will tell you how to competently organize work with company documents, as well as their accounting and storage. We will give step-by-step instructions for organizing office work in a company.

From the article you will learn:

Related materials:

Why is it important to pay attention to business

Office work is an activity that ensures the creation of official documents and determines the procedure for working with them. Of course, the question of whether it is necessary to think over the procedure for working with documents arises when it becomes difficult to find any particular paper. On the one hand, we should be glad that the company is developing and growing, but on the other hand, a new task is on the agenda - how to properly and conveniently organize document flow.

It is easier with office work in official institutions - there this process is regulated by special regulations:

Order of the Ministry of Justice of Russia dated April 16, 2014 No. 78 “On Approval of the Rules for Notary Office Work” (together with the Rules for Notary Office Work approved by the decision of the Board of the FNP dated December 17, 2012, Order of the Ministry of Justice of Russia dated April 16, 2014 No. 78) approved the rules for document flow at notaries;
Decision of the Board of the Eurasian Economic Commission dated May 05, 2015 No. 46 “On the Rules for Internal Document Management in the Eurasian Economic Commission” defines the rules for working with documents in the EEC;
Order of the Judicial Department Supreme Court RF dated April 29, 2003 No. 36 approved Instructions for judicial office work in the district court;
Decree of the CEC of Russia dated 01.20.2016 No. 321 / 1831-6 adopted Instructions for office work in the Central Election Commission Russian Federation;
Decree of the Government of the Russian Federation of June 15, 2009 No. 477 approved the Rules for office work in federal executive bodies.

There are also specific regulations that mention how to conduct it at certain enterprises. For example, the Federal Law of April 15, 1998 No. 66-FZ “On Horticultural, Gardening and Dacha Non-Commercial Associations of Citizens” prescribes the procedure for conducting office work in such organizations.

In private companies, all issues of organizing office work are decided by the owners. Rather, they assign specific performers to develop office work from scratch - sometimes personnel officers, sometimes secretaries. Since such an instruction has matured, it means that there is indeed a need for such regulation.

How to work with documents: memos on the Sample Instructions for Paperwork

Download this and 9 more memos in the magazine

How to organize office work: step by step instructions

Office work in LLC from scratch step by step instructions will help you decide where to start and what result you should strive for. Ideally, an internal document should be adopted in the organization - instructions for office work. If the company is large, with subdivisions, branches, then the adoption of several local acts regulating these issues is justified.

Step 1. Decide which documents will be covered by the instructions. Recall that the entire mass of papers in the organization is divided into internal (local), outgoing and incoming. The order of working with them is different, so it is worth describing it in different sections.

Step 2 Write instructions. Separately provide for local acts:

how they are received;
how employees are introduced to them;
where and with whom local acts are stored.

According to the incoming documentation, it is necessary to describe who and where registers the incoming documentation, in what terms, how it fixes the transfer of the document for execution, where to store the incoming document after answering it and other procedural points. For outgoing - similarly resolve the issue of the registration procedure, the rules for sending, signing.

Instructions for office work: the procedure for registering internal documents

How to draw up documents according to the Sample Instructions

Step 3 Indicate in the instructions which documents have an approved standard form, and which ones should be drawn up, guided by the approved GOST.

How to implement GOST through the office work instructions

Step 4 Determine the responsible persons for the implementation of each section of the instruction. Decide in what order, where, under whose responsibility the documents will be stored.

Section "On-line storage of documents" in the Instructions for office work

Download sample instructions

Step 5 Determine if additional instruction sections are needed. Depending on the specifics of the organization's activities, it may be necessary to indicate the procedure for making copies, the procedure for working with seals and stamps, the procedure for exchanging documents between departments.

A number of documents may be subject to other local acts, for example, under the approved procedure for working with personal data or the order of safety trade secret organizations. It is desirable to make references to these local acts. In addition, work with documents in a number of organizations may also be regulated by special legislation. For example, paperwork in credit institution falls under the Federal Law "On Banks and Banking", which regulates the procedure for handling bank secrecy. These points should also be taken into account when drawing up instructions.

Accounting and storage of seals and stamps in the company: section Instructions

How to organize work with seals and stamps

Step 6 Approval of instructions and bringing them to the attention of employees. After this stage local act enters into force, and its execution becomes mandatory for all employees of the company.

How to organize HR

It is equally important for a company to consider personnel office work. The stages of the organization of personnel workflow, in principle, do not differ from the stages of the formation of office work as a whole. They also determine the list of documents that will be compiled, modified, copied and distributed in accordance with the instructions for personnel office work. Here it is necessary to take into account that the organization has much less room for "fantasy" in relation to personnel documents - the fact that in without fail must be present in the company for personnel records, indicated in Labor Code RF and other regulations. And for the absence or incorrect execution of personnel documents, considerable fines are provided. Therefore, the preparation of this instruction must be approached with all seriousness.

Sections of the instruction on personnel records management should contain information about the developed standard documents in the company, for example, the approved form employment contract, orders, as well as the procedure for familiarizing employees with documents. It is also necessary to reflect the specific aspects of the activities of a particular organization: if they draw up schedules, then when and in what order they are submitted for approval, if protective equipment is issued, then in what order they will keep records.

Instructions for HR records management: sample

Download full sample

It should also be taken into account that for organization of office work, including personnel, special software to automate these processes. Large companies currently use them, but this fact does not eliminate the need to develop and follow instructions.

Organizational forms of office work

There are three types of business organization:

centralized;
decentralized;
mixed.

With a centralized form, all technical operations for processing documents are concentrated in one structural unit. Usually this is a business office. The advantage of this form of office work is that you can create single base for all documents that are received or created in the organization. Find the papers you need faster. This form of office work is suitable for companies with a linear functional structure.

With a decentralized form of office work, DOW services are created in each structural unit. If the company is geographically distributed, this form will come in handy.

With a mixed form of office work organization, some operations are performed in service of the preschool educational institution, others - in structural divisions. The former are usually engaged in the reception, registration, control of documents, the latter create and draw up papers, systematize them and form them for storage. The same operation with this form of office work can be carried out both in the service of the preschool educational institution and in the divisions - it depends on the document.

Document routes will help speed up the document flow in the company

There are mandatory (provided) and recommended documents. If your KDP is a complete zero, you should vigorously take up the creation mandatory documentation. In the very general view it falls into two categories:

Local regulations.
Documents created during the registration of labor relations.

protection provision.

Here, but taking into account the specifics, we can include:

regulations on etc. (if such features exist at your enterprise).

personnel records (employment, civil law contracts; orders for personnel; personal cards of the employee);
documents on accounting of working hours and calculations (timesheets, payrolls);
employees' personal documents work books, personal documents).

Numbering of orders in personnel records management

Usually beginners have a question: how to number orders? Good news: legal requirements not installed, use common sense.

There are several hint questions, by answering which you can create your own order numbering logic.

How many full-time employees in the organization: 10, 50, more than fifty?
What is the staff turnover?
How often do you have to change working conditions (transfer employees from position to position, involve them in work on weekends, etc.)?

If you see that the volume of orders will be small, you can do continuous numbering with the addition of the letter "K" (annually starting from No. 01-K) to separate them from orders for the main activity. If there are a lot of orders, experienced personnel officers advise dividing and marking different types of orders with letters, depending on their topic.

In order not to get confused and keep the documentation in order, it is also recommended to keep a register of orders.

Managing personnel records

This difficult work is carried out on the basis, which contains a library of samples of all documents - you can take and use. By the way, since 2013, no one has the right to demand documents only in the form in which they are presented in the resolution: but why waste time on inventing a bicycle?

To begin with, it is recommended to issue an instruction or regulation on the KDP, where it is written how all personnel procedures are documented, how they take place within the organization, etc. Such an instruction will become a reliable basis for the entire KDP at the enterprise and will allow you to put it in perfect order.

INSTRUCTIONS

FOR BUSINESS MANAGEMENT

1. GENERAL PROVISIONS

1.1. This manual (hereinafter referred to as the "Instruction") is designed to establish unified order drawing up documents and organizing work with them in "_____________________" and its branches (hereinafter referred to as the "Organization") and is mandatory for all employees of the Organization.

1.2. In the branches of the Organization, office work is carried out independently in compliance with the requirements of this Instruction.

When developing the Instruction, the current regulations of the Russian Federation were used, which provide for the preparation of documents according to certain rules, the maintenance of a nomenclature (list) of cases, the creation of archives in organizations to ensure the safety of the most valuable documents, existing practice, as well as internal documents of the Organization.

1.3. The provisions of the Instruction apply to the organization of work with documents, regardless of the type of media, including their preparation, registration, accounting and control of execution, carried out using automated (computer) technologies.

Automated processing technologies documentary information used in the Organization must meet the requirements of the Instruction.

1.4. Responsibility for the organization of office work, compliance established by the Instruction the rules and procedures for working with documents in departments and divisions of the Organization are assigned to the heads of structural divisions "______________".

1.5. Direct office work in the structural unit is carried out by the secretary or an employee appointed by the head of the relevant structural unit.

Use in funds mass media, public speaking etc. information contained in official documents is allowed only with the permission of the management "______________".

2. RECEIVING, ACCOUNTING, REGISTRATION, PASSING AND SENDING CORRESPONDENCE

2.1. Acceptance of documents.

2.1.1. All correspondence received by the Organization is received and registered in the Office.

2.1.2. When receiving correspondence, it is necessary to check the correctness of its delivery. Erroneously delivered correspondence is forwarded to the owner. Received correspondence is opened (with the exception of correspondence marked "Personally" on the envelope).

2.1.3. Correspondence marked "Personally" is delivered personally to the addressee or his trustee. Correspondence marked "Confidential" is processed by the employee who has access to it.

2.1.4. When opening the envelopes, the employees of the Office check the conformity of the addressee, the integrity of the package, the presence of enclosed documents and attachments to them, as well as the presence of a signature on the document. When damage is detected, documents or applications are missing, etc. must be reported to the sender.

2.1.5. Envelopes from incoming correspondence are stored and attached to documents in cases where the calendar stamp on the envelope should serve as evidence of the time of sending or receiving this document or if the sender's address is on the envelope only. Be sure to save envelopes with letters of a claim nature, as well as with appeals from citizens.

2.2. Procedure for registration of incoming documents.

2.2.1. All documents addressed to the management of "______________" are subject to registration (except for the documents included in the approximate list of non-registrable documents) in the Office (Appendix No. 1).

2.2.2. On the received documents, a registration stamp is affixed, which indicates the date of receipt, the incoming serial number. If there is an attachment to the document, then a note about this is made next to the incoming number. The stamp is placed on the front side of the first sheet of the document in the lower right corner.

Serial numbers are recorded in the register of registration serial numbers (Appendix N 2).

On documents that are not subject to registration, a stamp is placed and only the date of receipt of the document is indicated.

2.2.3. Registration must respect the one-time principle: each document is registered only once at the Office of the Organization.

2.3. The order of passing documents.

2.3.1. The registered document is transferred to the head to whom it was received. Documents that do not require consideration by management are transferred to the heads of structural divisions and departments of the Organization in accordance with the issues raised in the documents.

2.3.2. After consideration and imposition by the head of the resolution (the resolution includes the name of the performer, the content of the order, the deadline for execution, signature and date), which may be the basis for taking the document under control, the document is transferred to the contractor against receipt in the register of incoming documents with the contractor stating the date of receipt. If several executors are indicated in the resolution, then additional copies of the document are made according to the number of specified executors. The original of the document is sent to the executor specified in the resolution first.

2.3.3. When a document is sent to several executors, the responsibility for preparing the material lies with the executor specified in the resolution first. The remaining executors are obliged to submit the necessary materials to the responsible executor within the terms agreed with him.

The response must be endorsed by all the executors listed in the resolution.

2.3.4. Documents received from the Office to structural units are not re-registered.

2.3.5. Documents registered with the Office are transferred from one structural unit of the Organization to another only through the Office.

2.4. Procedure for registration and sending of outgoing documents.

2.4.1. The documents signed by the management of "______________" must be submitted to the Office for registration and sending on the same day.

2.4.2. Before registering a document received for dispatch, the correctness of its execution is checked:

The presence of the form, signature, date, required visas and information about the performer;

The presence of a title to the text, the number and date of the document to which the answer is given;

The correctness of the recipient's address;

The presence of the attachments specified in the document, as well as the materials on the basis of which the outgoing document was prepared (if this is a response to an incoming letter);

The presence of a seal in cases where it relies.

Incorrectly executed documents are returned to the performers.

2.4.3. If the document is sent to several addresses, as many copies of the signed letter as necessary to send to all recipients, and one copy of the copy, are submitted for sending.

2.4.4. After checking the execution, the document is registered in the journal (Appendix N 3) and the outgoing number is affixed to all copies of the document in order.

2.4.5. The outgoing number consists of the index of the structural unit that prepared the answer, the case number according to the nomenclature of cases and the serial number.

2.4.6. On a copy outgoing document a confirmation stamp is placed in the upper left corner.

Correspondence is handed over for sending to the post office or delivered by couriers.

2.4.7. Certified copies of the sent documents on the same day are transferred to the relevant departments to the executors for filing in files.

3. PROCEDURE FOR PREPARING AND ISSUING SERVICE DOCUMENTS

3.1. General requirements.

Any document consists of a number of elements (date, text, signature), which are called requisites.

Each type of document (order, letter, act, etc.) has a specific set of details. The location of the details on the document and the rules for their design must comply with the requirements of the current regulations.

Among the most legally significant (i.e. to give the document legal effect) details include:

Signature;

Document date;

Document approval stamp;

Registration number of the document.

The signature is an obligatory requisite of any document. The right to sign is granted to officials in accordance with the organizational and administrative documents of the Organization (charter, job descriptions etc.). On behalf of the Organization, documents are usually signed by the Director General or his deputies. Documents of structural subdivisions are signed by their heads. Chief Accountant Organizations sign documents in accordance with their competence on the basis of the Federal Law "On Accounting".

The signature is put on the first copy of the document, if necessary (for example, signing a contract, agreement) and on other copies.

The date of the document is one of the most important details. The absence of a date on the document makes the document either invalid (for example, a power of attorney) or may lead to a reduction in the period limitation period under contractual obligations.

The seal is used to certify the signature of an official on the most important (including financial) documents, testifies to the authenticity of the document and is affixed to documents, the publication of which entails legal or material consequences for the Organization (reorganization, transfer material assets, certificate of rights, etc.).

The stamp of approval indicates the introduction of the document into action, the extension of its action to all employees of the Organization. Mandatory approval by the general director, the general meeting of participants or the board of directors within their competence is subject to:

Charter of the Organization, regulations on branches;

staffing schedules;

Acts of inspections, acts of acceptance and transfer;

job descriptions;

Estimates, business plans, reports, etc. the documents.

The registration number indicates that the document has passed all stages of processing, is registered and thus is official document Organizations.

3.1.1. Text official documents should be short and precise, not allowing for different interpretations. Little-known abbreviations and designations should not be used in documents.

3.1.3. Responses to received documents should be prepared in writing only in cases where the issues raised require mandatory documentation.

3.1.4. Making any additions or corrections to the signed (approved) documents that change the essence of what is stated in the document can only be made by the person who signed it.

General form;

letterhead;

The form of a specific type of document (with the exception of a letter).

The general form can be used to draw up any kind of documents, except for letters. It is recommended to include the following details:

Name of company;

Stencil parts of such details as the date and registration number of the document.

Approval stamp;

Title to the text;

Control mark.

The form of the letter contains the details:

Emblem (logo) of the Organization;

Name of the parent organization;

Name of company;

Reference data about the Organization (postal address, phone numbers, fax numbers, e-mail address, Web pages on the Internet).

It is recommended to include in it the stencil parts of such details as the date, registration number of the document and a link to the date and registration number incoming document; and also put down restrictive corners for the following details:

Destination;

Title to the text;

Control mark.

The form of a specific type of document (with the exception of a letter) is compiled on the basis of a general form and is supplemented with the name of the corresponding type of document, for example, "Order", "Instruction", etc.

3.2. Basic rules for paperwork.

3.2.1. The text of the document is accompanied by a heading that reflects summary document, which is written before the text on the left. The title usually answers the question "About what?".

If the document reflects several issues, the heading can be formulated in a generalized way.

The title is formulated directly by the executor when preparing the document.

Headings are not drawn up for letters, the text of which does not exceed half a page, as well as in responses to letters from citizens.

3.2.2. In responses to letters from organizations and enterprises, a reference is made to the date and number of the document to which the response is given. If the document is printed on a letterhead, then the link is indicated in a specially designated place, and in a document printed not on a letterhead, before the heading or body of the letter.

3.2.3. Each document (with the exception of a letter) must have the name of the type to which it refers (order, protocol, act, memorandum, etc.).

3.2.4. The text of the document can be divided into sections, subsections, paragraphs and subparagraphs, which are numbered with Arabic numerals. Sections are consecutively numbered, the remaining components of the document are numbered in order within each section.

For example: 1.; 1.1.; 1.2.; 1.2.1.; 1.2.2.

2.; 2.1.; 2.2.; 2.2.1.; 2.2.2.

Paragraphs within a paragraph are not numbered.

In the absence of sections, the entire text of the document can be divided into paragraphs with serial numbering.

3.2.5. The procedure for working with documents of limited distribution is set out in the draft instructions for working with confidential documents "___________".

3.2.6. When preparing documents on two or more pages, the second and subsequent pages must be numbered.

Page numbers are placed in the middle of the top margin of the sheet in Arabic numerals without the word "page" or the abbreviation "page." and punctuation marks.

Documents can be printed on the reverse side of the sheet.

3.2.7. The date of the document is the date of its signing or approval, for the protocol - the date of the meeting, for the act - the date of the event. If several organizations are the authors of the document, then the date of the document is the latest signing date.

The date of the document is issued digitally in the following sequence: the day of the month and the month are issued in two pairs of Arabic numerals separated by a dot, and the year is indicated by four digits, for example: 01/05/2003. After writing the date numerically, the letter "g" with a dot or just a period is not put, except when the sentence ends with the date.

It is allowed to design the date in the following sequence: year, month, day of the month, for example: 2003.01.05.

A verbal-numeric way of designing a date is allowed, in which after the numbers denoting the year, the letter "g" with a dot or the word "year" is necessarily put, for example: March 1, 2003.

3.2.8. If the document is printed on a form, then the date is affixed in the place reserved for it in the stamp of the form. In the same place (top left) the date is put on internal documents that are not printed on letterhead.

In the document to be approved, the date is put in the very attribute of the approval.

3.2.9. The registration number of the document, consisting of the subdivision index number, the case number according to the nomenclature of cases and the registration serial number, if it is printed on the form, is placed in the place specified on the stamp of the form. If the document is not printed on a letterhead, then the number is affixed in the same way as the date stamping rule.

The registration number of a document compiled jointly by two or more organizations consists of the registration numbers of the document of each of these organizations, separated by a slash in the order in which authors are indicated in the document.

3.2.10. When preparing documents jointly with several organizations, it should be borne in mind that all copies of these documents must be originals.

3.2.11. Organizations, their structural subdivisions, officials or private (individual) persons can be the addressee. The names of the organization and its structural unit are indicated in the nominative case, for example:

LLC "Romashka" Personnel Department

The position of the person to whom the document is addressed is indicated in the dative case, for example:

Ministry of Finance of the Russian Federation Administration

Chief Specialist A.B. Petrova

If the document is addressed to several homogeneous organizations or to several structural divisions of one organization, then they should be indicated in a generalized way, for example:

Heads of departments and branches of JSC "Mashstroyexport"

The requisite "Address" may include a postal address. The address elements are specified in sequence, established by the Rules provision of postal services.

The document should not contain more than four recipients. The word "Copy" before the second, third, fourth addressees is not indicated. When addressing a document to more than four addresses, the performer compiles a mailing list and only one address is indicated on each copy of the document.

3.2.12. If the document is addressed to an organization, indicate its name, then the postal address, for example:

Editorial Board of the magazine "Glavbuh"

B. Sukharevsky per., 2/24 Moscow, 127051

If the letter is addressed to a private (natural) person, then first indicate the postal address, then the last name and initials of the recipient, for example:

121019, Moscow, Novy Arbat, 4, apt. 25

A.B. Ivanov

3.2.13. The stamp of approval is affixed to documents that require additional certification of their authenticity and reliability. Documents may be approved by the head of the Organization, his deputies and other officials who have been delegated the appropriate powers.

When approving a document by an official, the signature stamp of the document must consist of the word I APPROVE (without quotes), the title of the person approving the document, his signature, initials, surname and date of approval (put in by hand), for example:

I APPROVE Director General ______________________ (name of organization) signature Full name the date

When a document is approved by several officials, their signatures are placed at the same level.

When a document is approved by an order, protocol, resolution, decision, the approval stamp consists of the word APPROVED (APPROVED, APPROVED without quotes), the name of the approving document in the nominative case, its date and number, for example:

APPROVED

Minutes of the general meeting of shareholders dated date no. _____

APPROVED

Order of the General Director "______________" dated date No. ___________

The document approval stamp is located in the upper right corner of the document.

3.2.14. If the document has attachments, then the mark about the presence of the attachment is made out as follows:

Application: for 3 liters. in 2 copies.

If the document has an application that is not named in the text, then indicate its name, number of sheets and number of copies. If there are several applications, they are numbered, for example:

Application: 1. Form N 2 for 2 sheets. in 1 copy. 2. Explanatory note to form N 2 per 1 sheet. in 1 copy.

If another document is attached to the document, which also has an annex, the mark on the presence of the application is drawn up as follows:

Attachment: letter of the Ministry of Taxes of the Russian Federation dated 04.25.99 N 03-58 / [email protected] and an appendix to it, only 15 liters.

If the application is not sent to all the addresses indicated in the document, then a mark on its presence is made out as follows:

Application: for 5 liters. in 3 copies. to the first address

If applications are bound, then the number of sheets is not indicated.

3.2.15. The document approval stamp consists of the word AGREED (without quotes), the position of the person with whom the document is approved (including the name of the organization), personal signature, signature decoding (initials, surname) and the date of approval, for example:

AGREED

Supervisor "_________"

Personal signature the date

If the approval is carried out by letter, protocol, etc., the approval stamp is drawn up in the following form:

AGREED

Minutes of the Board meeting dated 00.00.00. N____

The approval stamp is placed below the requisite "signature" or on a separate approval sheet.

The approval sheet is drawn up in cases where the content of the document affects the interests of several organizations, which is noted in the place of the approval stamp, for example:

The approval sheet is attached. Signature, date.

The approval sheet is drawn up in the following form:

APPROVAL SHEET document title

AGREED AGREED name of position, name of position, organization organization signature, initials, surname signature, initials, surname 00.00.00. (date) 00.00.00. (the date)

3.2.16. Internal approval of the document is issued with a visa, which includes the signature of the approver, the transcript of the signature (initials, surname) and the date; if necessary - the position of the approver.

If there are comments on the document, the visa is issued as follows:

Comments are attached Personal signature Full name 00.00.00. (the date)

Visas are affixed on copies of documents remaining in the organization, below the signature on the front side of the last sheet of the document. Draft resolutions, orders, decisions of collegiate bodies are endorsed on the first copy on the reverse side of the last sheet of the document.

3.2.17. The composition of the requisite "Signature" includes: the name of the position of the person who signed the document, his personal signature and a transcript of the signature, consisting of initials and surname.

In documents drawn up on the forms "______________" (order, letter), the position is indicated in abbreviated form: general director, the words "_____________" are not printed.

In documents that are not drawn up on "_____________" forms, the signature includes the name of the position and organization.

When drawing up a document on the letterhead of an official (if any), the position of this person is not indicated in the signature.

When a document is signed by several officials, their signatures are placed one under the other in the sequence corresponding to the position held, for example:

General Director personal signature Full name

Chief accountant personal signature Full name

When a document is signed by several persons of equal positions, their signatures are located at the same level.

The documents drawn up by the commission indicate not the positions of the persons signing the document, but their duties as members of the commission in accordance with the distribution, for example:

Chairman of the Commission personal signature Full name

Commission members personal signature Full name personal signature personal signature

The document may be signed by an acting official indicating his actual position and surname. In this case, it is not allowed to put the preposition "For", the handwritten inscription "Deputy." or a slash before the job title.

3.2.18. The seal certifies the authenticity of the signature of an official on documents provided for by special regulations and certifying the rights of persons fixing facts related to financial resources.

Documents are certified by the seal of the organization. The seal should be affixed in such a way that it captures part of the words of the position name of the person who signed the document, or in the indicated place.

3.2.19. When certifying the conformity of a copy of a document with the original, below the requisite "Signature" put down: the certification inscription "Correct"; the position of the person who certified the copy; personal signature; signature decoding (initials, surname); certification date, for example:

Signature

Correct Human Resources Inspector Personal signature Full name the date

3.2.20. The mark about the executor includes the surname (or surname, name, patronymic) of the executor of the document and his telephone number. A note about the performer is placed on the front or back of the last sheet of the document in the lower left corner, for example:

Sidorov or Sidorov Petr Ivanovich 321 58 79 321 58 79

In documents that have a restricted access stamp, a note about the artist is added with information about the number of printed copies of the document, indicating the addressees, for example:

Use Sidorov

2 copies printed.

Ex. N 1 - to the addressee

Ex. N 2 - in the case of the department

Draft and variants destroyed

Printed on the back of the last page of the document.

3.2.21. The mark on the execution of the document and its submission to the case includes the following data: a reference to the date and number of the document evidencing its execution, or in the absence of such a document brief information about performance; the words "In business"; case number in which the document will be kept.

A note on the execution of the document and its direction in the case must be signed and dated by the executor of the document.

4. PREPARATION AND REGISTRATION OF ORGANIZATIONAL AND MANAGEMENT DOCUMENTS (ORDERS, MINUTES OF OFFICE MEETINGS)

4.1. The text of the order is printed on a special form and, as a rule, consists of two parts: ascertaining and administrative.

The ascertaining part summarizes the facts and events that served as the basis for issuing the order.

If the order is issued on the basis of another document, then the date, number, full name and the content of this document in the part relating to "______________" are indicated in the text.

4.2. The administrative part of the order begins with the word I ORDER, which is printed in capital letters on a separate line.

The administrative part should contain specific tasks indicating the performers and deadlines.

Deadlines should be given real, based on the amount of work to be performed, as well as taking into account the time required for replication, distribution of documents and bringing the task to the contractor.

It is not allowed to change the terms established in the documents on the basis of which the order is issued.

The text of the administrative part is divided into paragraphs and subparagraphs.

Each paragraph (subparagraph) should state only one task with one specific deadline and indicate the specific executors of the task.

The last paragraph of the order indicates the structural unit or official who is entrusted with control over the execution of the order.

4.3. When listing performers in orders for the main activity, the names of officials are written without initials.

In orders on appointments, transfers and dismissals of employees, on incentives, on imposing administrative penalties, on the appointment of personal salaries, etc. the surnames, names and patronymics of the persons listed in the orders are indicated.

If the task in the order is addressed to a structural unit, then the head's surname is written in the nominative case and printed in brackets, for example:

Planning and Financial Management (Sidorov) to prepare ...

If the task is addressed specifically to the manager, then the surname is written in the dative case without brackets, for example:

Head of the Planning and Financial Department Sidorova to prepare...

4.4. Previously issued orders are recognized as invalid in whole or in part simultaneously with the issuance of a new document on the same issue. The list of invalid documents can be given both in the text and in the annex to the order.

If the order is subject to partial change, the project gives new edition amended paragraph or part of a previously issued order.

The order, which is an addition to the previously issued one, must have a corresponding reference in the text, for example:

In addition to the order CEO"______________" dated 25.02.00 N 321

4.5. Changes and additions to a previously issued order may be made by order only signed by the General Director or a person replacing him.

4.6. If there is an annex to the order, then on its first sheet in the upper right corner they write the word "Annex" indicating the administrative document, its date and registration number, for example:

Application

to the order of the general

director "______________"

If there are several applications, the number of each is indicated (without the No. sign).

4.7. The heading to the order is printed in the place allotted in a special form, on the left.

Headings are not drawn up for orders on personnel.

4.8. Prior to submission for signature, the draft order is endorsed by the deputies of the general director for areas of activity, the head legal management and other interested structural units.

When approving a draft document, lawyers check its compliance current legislation, as well as the correctness of references to regulatory documents.

4.9. Visas are affixed on the back of the last page of the original order in the following form:

The draft order has been prepared (title signature of the head structural structural. subdivisions subdivisions) date

AGREED:

Deputy CEO signature date, last name

Head of Legal Department signature date, surname

Comments on the draft order are set out on the back of the last sheet or on a separate sheet, about which a corresponding note is made on the draft.

If the contractor makes amendments and additions, the draft order should be agreed with everyone who endorsed the document earlier.

4.10. The surname and telephone number of the performer are printed on the front side of the last sheet of the original at the bottom left, if there is no space - on the back of the last sheet of the original.

4.11. Orders issued jointly with other organizations are not printed on a letterhead and are signed in several copies of the originals according to the number of authors of the document.

Heads of structural subdivisions endorse accordingly the copy of the order that is stored in the Organization.

4.12. The signature in the orders consists of the abbreviated name of the position, personal signature and its transcript, for example:

Director General personal signature initials, surname

4.13. The orders signed by the management on the day of signing are transferred to the Office for registration in a special journal and replication.

Orders are issued in a strictly limited number of copies and are sent only to those structural units that need them.

Responsibility for determining the circulation and the correctness of the distribution of the document rests with the heads of the structural units that prepared the order.

4.14. Draft orders for personnel are prepared by the personnel department of the personnel department.

In orders for personnel, the introductory part may be absent. The administrative part of the order begins with a verb denoting the action: ASSIGN, RELEASE, TRANSFER, SEND, then the surname, name, patronymic of the person for whom the order is issued, position, name of the structural unit are indicated. The text ends with an indication of the reason for issuing the order.

The wording in orders for personnel must exactly comply with the Labor Code. In cases stipulated by the legislation of the Russian Federation, documents on labor accounting are drawn up according to unified forms.

In orders for personnel, conciliation visas are recorded on the front side of the document, below the "Signature" requisite.

4.15. Orders on personnel are registered, formed into cases separately from other orders and have independent numbering: to registration number the letter "k" is added.

4.16. The original orders for the main activities are kept in the Office, and for personnel - in the personnel department of the personnel department.

4.17. Adoption management decisions and the decisions themselves are documented by the minutes of production meetings with the management.

The text of the protocol consists of two parts: introductory and main.

The introductory part contains constant information (words: chairman, secretary, were present) and variable information (initials and surnames of the chairman, secretary and those present). With a large number of participants in the meeting, a list of those present is compiled, which is attached to the minutes. The introductory part of the protocol ends with the agenda. The words "AGENDA" are followed by a colon. The agenda items are numbered. The sequence of questions is determined by the degree of their importance. The questions are listed in the nominative case, the title of the position and the last name of the speaker - in the genitive case.

The main part is built in accordance with the agenda items according to the scheme: listened - spoke - decided (decided).

Short and abbreviated forms of minutes are used when a detailed record of the discussion of issues is not required. In the protocol short form only the list of those present, the issues under consideration and the decisions taken are indicated.

4.18. The procedure for preparing, formalizing, concluding, registering and monitoring the execution of contracts is regulated by the order of the General Director "______________".

5. COMPILATION OF NOMENCLATURES OF CASES AND FORMATION OF CASES IN OFFICE WORK

5.1. Drawing up nomenclature of cases.

5.1.1. In order to correctly form cases in the current office work, record them, ensure the safety and quick search for documents, the structural divisions of the Organization annually compile nomenclatures of cases in a strictly established form (Appendix N 4).

5.1.2. The nomenclature of cases is a systematized list of specific names of cases brought to calendar year, indicating the terms of their storage, drawn up in the prescribed manner.

5.1.3. The nomenclature of cases of the structural unit is compiled by the person responsible for office work, with the involvement of specialists. The heads of structural divisions are responsible for the correct compilation of the nomenclature of cases.

5.1.4. On the basis of the nomenclatures of the affairs of the structural divisions, the Office draws up a consolidated nomenclature of the affairs of the Organization, which, in deadlines agreed with archival authorities.

5.1.5. The consolidated nomenclature of cases is drawn up in accordance with the structure of the Organization.

5.1.6. The nomenclature of cases of a structural unit should include all cases and documents generated in the activities of the unit. The nomenclature also includes all reference files, journals and other accounting forms.

5.1.7. All cases must have an index, which consists of a conventional numerical designation of the structural unit, the serial number of the case according to the nomenclature.

5.1.8. The nomenclature indicates the names (headings) of cases.

The heading of the case in the nomenclature should reflect the content of the documents in it, be brief and specific.

Headings of cases in the nomenclature are arranged according to the degree of importance of the documents included in them: organizational and administrative documents of bodies state power, orders of the management "_____________", plans, reports, protocols, certificates, etc. Cases consisting of documents of homogeneous content are placed side by side: quarterly reports follow annual ones, monthly reports after quarterly ones.

When compiling the title of the case, the name of the topic (subject, issue) is supplemented by an indication of the type of case being initiated (materials, correspondence, etc.), as well as data clarifying the content of correspondents, dates of events, an indication of the authenticity or copies of documents, etc.

The term "Materials" is used in the heading when it is supposed to combine documents of various types related to one issue. The term "Materials" should be disclosed by listing the main types of documents that make up the case.

The term "Materials" is also used when combining in one case documents that are an annex to any other document, for example: "Materials for the minutes of the meetings of the board of directors."

The term "Case" is used in the heading when starting personal or arbitration cases.

5.1.9. The storage periods for cases and article numbers are indicated in accordance with the List of standard management documents generated in the activities of organizations, indicating the storage periods for documents (approved by the Federal Archive on 06.10.2000).

The terms of storage of cases not specified in the List are established by specialists of structural divisions together with the joint archive.

5.1.10. Cases formed in the course of the clerical year and not included in the nomenclature of cases are additionally included in its corresponding section. For this purpose, several reserve numbers are left in each section of the nomenclature.

5.1.11. The nomenclature of cases is reviewed annually: the headings of cases and retention periods are specified, new cases initiated during the year are introduced. In these cases, the nomenclature of cases is reprinted and put into effect on January 1 of the current year.

The first copy of the nomenclature of cases must be endorsed by the head of the structural unit.

5.1.12. During the entire period of validity of the nomenclature of cases, it promptly puts down (in the "Notes" column) marks on the initiation of cases, on passing cases (i.e., on the continuation of cases from last year to New Year), on the allocation for destruction of cases with expired storage, etc.

5.1.13. Passing (unfinished cases) of the structural unit are transferred to the nomenclature of cases of the next year, while maintaining the original clerical index. For example, long-term plans, construction cases, etc.

5.1.14. At the end of the year, at the end of the nomenclature of cases, a final entry is made on the categories and number of filed cases, separately for permanent, long-term (over 10 years) and temporary (up to 10 years inclusive) storage periods. The final record is certified, and this information is reported to the archive (Appendix N 5).

5.2. Formation of cases.

5.2.1. Cases in the current office work are formed in strict accordance with the nomenclature of cases.

5.2.2. All documents are grouped into files and stored until transferred to the archive in structural divisions Organizations.

Only completed documents are filed in the file. The contractor writes off the executed documents "To case No. ____", confirming that the issue raised in the letter has been resolved.

Copies of documents filed in files are certified.

5.2.3. Executed documents are filed into the file in the order of solving questions in chronology, alphabetically, indexing (numbering), and the response document must follow the request document.

5.2.4. Documents of one business year are grouped into cases, with the exception of passing cases, the need for the long-term formation of which for more than one year is caused by the course of resolving the issue (for example, long-term plans, personal files, etc.).

Documents of permanent and temporary storage period should be grouped into separate files.

5.2.5. When forming a case, it is not allowed:

Inconsistency between the heading of the case and its shelf life with the name and shelf life according to the nomenclature;

Inconsistency of the content of the documents with the heading of the case;

Consolidation in one file of documents with different retention periods;

Filing unexecuted documents and documents without the mark of the executor "To case No.____", as well as uncertified copies of documents or scattered copies of documents;

Filing two or more copies of the same document into the files, with the exception of those documents that have any resolutions, visas, marks that supplement the content of the first copies;

Separation in the affairs of requests and responses;

Filing of cover letters without attachments or without marks about them;

Filing of documents marked "to be returned" (executed documents with such a mark must be returned to the appropriate organizations).

5.2.6. Each file should contain no more than 250 sheets (case thickness 30-40 mm). With a large volume of documents, either the chronological division of the complex into independent cases is performed, or the question is divided into sub-questions.

5.2.7. When opening a case, the cover must be drawn up in accordance with the established rules.

5.3. Systematization certain categories documents.

5.3.1. Orders of state authorities are formed into cases by types of documents and correspondents. Documents within the case are arranged in chronological order.

5.3.2. Orders are grouped into cases by numbers and chronology.

Orders for core activities are grouped separately from orders for personnel.

5.3.3. Protocols are formed into the case in chronological order and by numbers or separately each protocol, depending on its volume and documents to it.

Documents for the meetings are placed after the minutes in the sequence of consideration of issues or grouped into a separate file according to the numbers of the minutes of the meetings.

5.3.4. Plans, reports, estimates are grouped separately from the projects of these documents.

Plans, reports, estimates should be deferred in the cases of the year to which they relate, regardless of the time they were drawn up or the date of receipt.

For example, a 1999 report made in 2000 should be filed in a 1999 file, not a 2000 file.

The plan for 2001, drawn up in 2000, is formed in the cases of 2001, not 2000, etc.

Long-term plans for several years are formed in the first year of their operation. Adjustments to the forward plan refer to the year for which they are drawn up. Execution reports long-term plans are formed in action last year action of these plans.

5.3.5. Correspondence is grouped into cases for the period of the calendar year.

All documents arising in the course of resolving the issue are placed in the correspondence file. Correspondence is systematized in chronological order, while the response document is placed behind the request document.

Request and response must be filed in one file.

5.3.6. Documents in personal files are arranged in the following order: internal inventory of documents; job application or employment contract (agreement); direction or presentation; questionnaire; personnel record sheet; education documents; extracts from orders on appointment, transfer, dismissal, addition to the personal personnel record sheet, addition to the personal file on accounting for incentives, certificates and other documents related to this person.

Copies of orders for the imposition of a penalty, for incentives, for changing the name, etc. in connection with the introduction of these entries, in addition to the personal sheet on personnel records, they are not placed in the personal file.

5.3.7. Certificates from the place of residence, medical certificates on the state of health and other documents of secondary importance are formed separately from personal files.

5.3.8. Personal accounts of workers and employees are grouped into separate files within a year and are arranged alphabetically by last name.

5.3.9. Proposals, statements and complaints of citizens and organizations are formed separately.

Each application (complaint) and documents on its consideration constitute an independent group in the case. If received within one business year re-application(complaints) or occurrence additional documents they are filed in this group of documents.

5.4. Use and storage of documents in the current office work.

5.4.1. Documents and cases from the moment they are entered into office work until they are archived are stored in structural divisions in lockable cabinets. In order to improve the search necessary documents a nomenclature of cases is placed on the inside of the cabinet door. Storage of cases in tables is not allowed.

5.4.2. Withdrawal of documents from the cases of current office work is carried out with the permission of the management of the structural unit. Documents from cases are issued against receipt in a "substitute sheet", which is kept by an employee of the Office.

5.4.3. Persons responsible for record keeping ensure the accounting and safety of documents. Withdrawal of documents from the files of the permanent storage period after the completion of their office work is prohibited.

6. PREPARATION OF DOCUMENTS FOR SUBSEQUENT STORAGE AND USE

6.1. Examination of the scientific and practical value of documents.

6.1.1. Examination of the value of documents is the determination of the political, economic, socio-cultural and other significance of documents in order to select them for storage and establish storage periods.

6.1.2. Examination of the value of documents is carried out by a permanent expert commission "______________" (EC).

6.1.3. Personal composition Expert Commission approved by the General Manager. The composition of the EC includes specialists from structural divisions of the Organization.

In its work, the EC is guided by the Fundamentals of the legislation of the Russian Federation on Archival fund of the Russian Federation, Regulations on the Archival Fund of the Russian Federation, regulatory and methodological documents of the Federal Archives, orders and instructions of the General Director "_______________".

The EC of the Organization performs the following functions:

Considers draft nomenclatures of cases of structural subdivisions of the Organization;

Organizes the annual selection of documents for storage and destruction;

Reviews case notes permanent storage, personnel and long-term (over 10 years) storage;

Considers and approves acts on the allocation for destruction of cases that are not subject to further storage;

Considers proposals to change the storage periods for certain categories of documents established by the current lists of documentary materials with storage periods and makes decisions on submitting these proposals for consideration by the archival institution;

Participates in the preparation and review of draft lists of documents, standard and exemplary nomenclature of cases and other teaching aids on office work and the work of the archive "______________".

6.1.4. Members of the EC, with the participation of other specialists, check the correctness of the selection of documents for storage and destruction by reviewing inventories, acts and documents. The direct selection of documents is carried out by employees of structural divisions responsible for office work, and employees of the archive.

6.1.5. The selection of documents and cases for destruction is formalized by an act (Appendix N 7). The acts are considered by the EC, signed by the chairman, its members and approved by the management of "______________".

6.1.6. Cases subject to destruction are organized by the archive for processing or destroyed using special machines such as "Shreder" by at least two employees of the Organization.

Unauthorized destruction of any categories of documents by employees of the Organization without an archive department is not allowed. In accordance with Art. 27 of the Federal Law "On archiving in the Russian Federation" for violation of the law, including for the destruction of documents in violation of the terms of storage of documents established by the List, officials responsible for the safety of documents bear criminal, administrative or other liability established by the legislation of the Russian Federation.

6.2. Making cases.

6.2.1. Registration of the case includes a set of works on the description of the case on the cover, brochure, numbering of sheets and drawing up a certification inscription.

6.2.2. Cases of permanent and long-term storage (over 10 years) are filed in hardcover, sheets are numbered. At the end of the case, a certification inscription is put on a separate sheet (A4 sheet format). It indicates in numbers and in words the number of numbered sheets, specifies the features of the numbering, physical condition documents. The certification inscription is signed by the person who compiled it, indicating the position and date (Appendix N 8).

Temporary storage cases (up to 10 years inclusive) are drawn up in a simplified way: they are not intertwined, the sheets in them are not numbered, and an assurance inscription is not drawn up.

6.2.3. In the process of grouping documents into files of permanent storage, it is recommended to draw up an internal inventory of documents in the file. The internal inventory is placed at the beginning of the case. It indicates the dates and indexes of documents, summary, sheet numbers in the case. The sheets of the internal inventory are numbered separately, their number is indicated in the certification inscription after the total number of sheets of the case through the "+" sign (Appendix N 9).

6.2.4. Sheets in the case of permanent and long-term (over 10 years) storage are numbered with a black graphite pencil in compliance with the following rules:

6.2.4.1. The sheet number is put in the upper right corner, without touching the text of the document (the reverse side of the sheet is not numbered).

6.2.4.2. Photographs and other illustrated materials are numbered on the reverse side in the upper left corner.

6.2.4.3. Documents filed in cases that have their own numbering, including printed publications, are numbered in the general order.

6.2.4.4. The numbering of the sheets of cases divided into volumes is carried out separately for each volume.

6.2.4.5. Case covers must be designed in accordance with GOST 17914-72 (Appendix No. 6).

6.2.4.6. On the cover of the case with documents of permanent or long-term storage periods (over 10 years), the following information is displayed:

Directorate "______________";

Name of the structural unit;

Structural subdivision index;

Case index according to the nomenclature of cases;

case title;

Volume number, if the case consists of several volumes;

Deadlines of the case (dates of the beginning and end of the case);

The number of sheets in the file;

Shelf life.

The inscriptions on the covers of cases of permanent and long-term storage should be made clearly, with lightfast ink.

The covers of cases of temporary storage are drawn up in the same way as those of permanent storage, with the difference that the number of sheets in the case is displayed on the cover and the deadlines for the establishment and end of the case are not indicated, but only the year of the formation of the case is indicated.

6.3. Transfer of cases to the joint archive "______________".

6.3.1. Files of permanent and long-term (over 10 years), temporary storage period not less than a year after their completion in the current office work are transferred to the "__________" archive. Cases of a temporary storage period (up to 10 years) are transferred to the archive at the discretion of the management and the degree of workload of the archive.

6.3.2. The submission of cases to the archive "______________" is carried out according to the approved schedule.

6.3.3. The archive accepts documents for storage according to the delivery lists separately for permanent and temporary storage periods in 2 copies.

If individual cases need to be left in office work for current work, the archive issues the issuance of these cases for temporary use to a structural unit.

The archive worker signs for the acceptance of cases on all copies of the delivery lists, indicating the date of acceptance and the number of cases accepted.

One copy of the inventories is returned to the deliverer, the rest remain in the "______________" archive.

6.3.4. The issuance of cases for temporary use to employees of the structural divisions of the Organization is carried out on the basis of a special request.

The issuance of cases is made out by a receipt from the employee of the Organization and a corresponding entry in the book of registration of the issuance of cases from the archive.

Cases are issued for a period not exceeding one month. Employees of structural divisions are responsible for the timely return of documents issued by the archive for temporary use.

6.3.5. Employees of organizations and enterprises, as well as private individuals, are allowed to familiarize themselves with the documents stored in the archive by the management of "______________" in agreement with the head of the relevant structural unit and only upon written request.

6.3.6. Archival certificates, copies of documents and extracts from documents are issued by the archive upon written requests of institutions and citizens.

6.3.7. Employees of the archive "______________" are obliged to control the status and order of storage of files issued for temporary use.

6.4. Ensuring the safety of documents.

6.4.1. Employees responsible for record keeping must ensure the safety of documents.

Cases from the moment they are entered into office work and until they are archived or destroyed can be stored both in working rooms and in specially designated suitable and closed rooms. Cases are placed spine-side out in lockable cabinets to protect documents from dust and sunlight and ensure their safety.

6.4.2. Withdrawal and issuance of any documents from the files of permanent storage is not allowed. AT exceptional cases such seizure is made with the permission of the management of "__________________" with the obligatory leaving in the file of an exact certified copy of the seized document and the attachment of an act on the reasons for the seizure of the original.

6.4.3. During the business year, a substitute card is filled out for a case issued in case of official need. It indicates the structural unit, the number of the case, the date of its issue, to whom the case was issued, the date of its return, columns are provided for receipts for receipt and acceptance of the case.

7. RECORDING, STORAGE AND USE OF FORMS

7.1. Forms "__________" (orders, letters) are centrally produced, stored and accounted for by the administrative department of the Organization.

7.2. In structural divisions, the receipt, accounting, issuance and storage of forms is entrusted to the employee responsible for office work.

7.3. In structural subdivisions, forms must be stored in lockable cabinets; their storage in open cabinets and desktops is prohibited.

7.4. Responsibility for the correct use of order forms and service letters in structural units is borne by their heads.

8. HOW TO USE THE "______________" STAMP

8.1. The round seal "_____________" confirms the signature of the loan manager or persons entitled to carry out financial and economic operations in the areas of activity, and is certified certain types documents (Appendix N 10).

The office work instruction refers to the group of local regulations that make up legal basis company activities. It fully reflects the process of working with documents: from their creation to transfer to the archive. The instruction, developed taking into account the needs of the company, unifies office processes and makes the workflow more efficient. In this article, we will consider the main issues in the development of this regulatory act, its content and approximate structure.

From this article you will learn:

Is an office work instruction obligatory for a commercial company in 2017?
how to develop a draft instruction for office work?
what does the structure look like standard instruction on business?
what thematic sections can include instructions for office work?

Instructions for office work: mandatory or not?

Office work instruction is the main local normative act companies that regulate the technology of working with official documentation. However, she is not one of the binding documents enterprises. The only exceptions are government organizations. The act does not have a single unified form and its content is not regulated by law.

Despite this, the requirements of Gosstandart oblige all companies to formulate and fix the principles of policy in the field of office work. This is necessary so that any organization can “provide evidence necessary for work, reporting and other information about its activities” (GOST R ISO 15489-1-2007 SIBID. Document management. General requirements). In addition, documentation of information, according to federal law"On Information, Informatization and Information Protection", is prerequisite its inclusion in information resources.

Effective work with information requires normative regulations. First of all, this concerns technological processes office work. Documentation management is part of the quality management system. In order to improve efficiency administrative processes, a rational system of office work is needed. Rules, techniques, processes for creating official documentation, workflow procedures - all these processes should be regulated and standardized.

The office work instruction belongs to the category of local regulations. Its purpose is to regulate the technology of working with documents within a particular organization. The instruction is developed taking into account the specifics of the company's field of activity, its documentary and information processes. If this condition is met, the approval of the instruction contributes to the optimization of office work.

The legal basis for the development of instructions is the legislative legal acts in the field of information, documentation and archives. When creating it, you can be guided by the rules of office work and methodological recommendations for the development of instructions for office work in federal executive bodies.

How to develop a business manual?

If the decision to develop instructions for office work in 2017 is made, it is necessary to determine who to entrust this important and responsible task. As a rule, the documentation support service is engaged in its preparation. The process may also involve the archive and legal service. This distribution of responsibilities is typical for large organizations. If the company does not have a DOW service, the development of instructions is entrusted to the employee responsible for working with documents.

In general, the process of developing instructions can be divided into several stages:

data collection and analysis;
development of a draft instruction;
agreement and approval;
implementation.

Using regulatory, methodological, information and reference documents of the company, as well as data from surveys of line managers, it is necessary to decide what types of documents and office processes will be affected in the normative act. To do this, it is advisable to define:

the competence of managers in relation to decision-making, publication and approval of documents;
types of documents involved in office work;
used model forms;
documents that need to be certified by the seal of the organization;
registration forms and types of registered documentation;
sources of incoming documentation flows;
control over the execution of documents;
storage of official documentation and its transfer to the archive;
procedure for working with electronic documents.

The above information serves as the basis for the development of a draft instruction. After approval by the head of the organization or the issuance of the relevant order, the normative act is put into effect. Instructions for office work must be brought to the attention of each employee. If a we are talking about a large company, it is advisable to conduct staff training in order to explain its content, to talk about the new rules of work.

Structure and content of the office work instructions

Regulatory and methodological documents of intersectoral action do not regulate the content and structure of the office work instructions in 2017. When developing it, you can be guided by the example given in methodological recommendations Institute of Document Science and Archiving (VNIIDAD): "Development normative documents for documentary support of the organization. Information about the possible structure and provisions can be found in the mandatory government organizations methodological recommendations.

As a rule, the instruction for office work consists of general provisions, thematic sections and applications.

General provisions explain the purpose and purpose of the normative act, its regulatory framework, and responsibility for compliance with the instructions. This section contains a list of regulated processes and documents, defines auxiliary regulations, and describes the basic principles of office work. As separate section deciphering the basic concepts can be given.

Thematic sections cover the full sequence of business processes. The content of an office work manual usually consists of three main parts:

Drafting and execution of documents

This section contains a list of types of documents used in the company to document its activities: administrative, organizational and informational. The rules for the preparation and execution of documentation, the procedure for its coordination and approval are determined, its production and reproduction are regulated. The procedure for the use and storage of forms, seals, stamps is established.

Document flow and execution of documents

This thematic section of the office work instructions contains provisions regulating the workflow technology. Most often, it consists of the following subsections, reflecting the stages of the process:

Document flow (reception, processing and distribution of incoming correspondence; preparation and sending of outgoing documents; accounting procedure);
Registration (indexing rules; procedure, forms and methods of registration);
Reference work(technology of information retrieval activity, description of the reference array);
Control of execution (methods of control of execution, duties of performers, deadlines for the execution of official documents);
Operational storage (storage of documentation in the structural divisions and service of the preschool educational institution, registration and systematization of cases, use of the nomenclature of cases);
Preparing for archival storage(examination; preparation for transfer to the archive; description, execution and transfer of archival files).

The composition of the above sections of the instruction on office work depends on the specifics of the company's activities, working conditions and the adopted office work technology. It can additionally include subsections regulating the work with citizens' appeals, the use of documents with a limited scope, technical support office work.

Applications

The appendices to the office work instructions include reference and illustrative material containing up-to-date information on working with all types of documentation.

It includes approved forms, a list of unregistered, approved and certified documents, forms of registration journals, a form of nomenclature of cases. In addition, applications may include document flow diagrams, design examples and filling patterns, seals and stamps.

Instructions for office work - a normative act that reflects the entire process of working with official documentation. It serves as the basis for a rational workflow, reduces the time for processing and searching for documents, and establishes the rules for their storage. When the instruction is drawn up taking into account the needs of the company, it is able to minimize typical mistakes at work. In addition, this normative act contributes to the unification of office processes and, as a result, increases their effectiveness.