Drawing up and execution of administrative documents: orders, orders, resolutions, instructions.
The types of administrative documents of the trade union organization are resolutions, decisions, orders, orders, instructions.
All administrative documents must comply with GOST R 6.30-2003 " Unified Systems organizational and administrative documentation". Administrative documents are issued on the basis of or in pursuance of laws, resolutions and orders of higher bodies or within the powers and competence of the chairman of the trade union and for the fulfillment of the tasks assigned to the trade union organization.
Preparation of administrative documents is a complex process. It can be entrusted to one of the officials or the working group, the commission of the trade union committee.
The preparation of administrative documents may include the following stages:
- Studying the essence of the issue;
- Preparation of a draft administrative document;
- Document approval;
- Document signing.
For resolutions and decisions of the collegial body (trade union committee, presidium), the stage of discussion and adoption of these documents at a meeting of the collegial body is added.
1 Decree
Decree – normative act adopted by the collegiate body for decision critical issues activity of the trade union organization.
Resolutions are usually drawn up on forms and have the following details: the name of the governing body, the type of document, the date of adoption, the place of its publication, the heading to the text. In the administrative documents of collegiate bodies, the text is stated in the third person singular “decides”, “decided”. The words “decides”, “decided”, “decides”, “decided” are printed in capital letters or lowercase in a discharge, i.e. they are visually distinguished and thus separate the ascertaining part of the document from the administrative part.
The text of the resolution consists of two parts: ascertaining and ruling. The ascertaining part indicates the reasons for the publication and the goals that must be achieved during its implementation. If the decision is issued on the basis of an administrative document of a higher governing body, then a reference to it is given in the ascertaining part.
The administrative part of the resolution begins with the name of the body that adopts it. The administrative part, as a rule, consists of several paragraphs, each of which indicates the performer - the official, the commission, the prescribed action and the deadline for execution. In the last paragraph of the resolution, the person who is entrusted with control over the execution is named. Resolutions and decisions have two signatures - the chairman and the secretary of the collegial body.
For example:
GOST R. 6.30 - 2003
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TRADE UNION OF WORKERS OF PUBLIC EDUCATION AND SCIENCES OF THE RUSSIAN FEDERATION Krasnoyarsk territorial (regional) organization Trade union organization of KSPU Presidium of the trade union committee RESOLUTION 04/26/2014 Protocol No. 7 on participation in the May Day action of trade unions in 2014 In accordance with the resolution of the Plenum of the Krasnoyarsk territorial (regional) organization of trade unions dated 04/05/2014 DECIDES: 1. Take part on May 1, 2014 in rallies, processions organized by the Federation of Trade Unions of the Krasnoyarsk Territory. 2. Organize the participation of university employees in rallies, marches, using slogans that reflect the current requirements of the Trade Union, 5 people from the institute, faculty resp. chairmen of trade union organizations of institutes, faculties 3. To impose control over the implementation of this resolution on the chairman of the organizational-mass commission of the trade union committee Moiseeva V.N. Deputy Chairman E.N. Belova Secretary V.N. Moiseeva |
2 Order
Order- a legal act issued by the head to address operational organizational, personnel and other issues inner work within its competence.
The order is drawn up on the letterhead of the trade union organization and contains the following details: the name of the organization, the name of the type of document, the date, registration number, place of compilation, title to the text, text, signature.
The order comes into force from the moment it is signed by the head, unless another period is indicated in the text.
By appointment, orders are divided into:
- orders for core business;
- on personnel.
The text of the order, as a rule, consists of two parts: ascertaining and administrative.
The ascertaining part reflects the goals and objectives of the prescribed actions, the reasons for issuing the order, and provides a link to the document that served as the basis for preparing the order.
The administrative part contains the prescribed actions, the names of the officials responsible for their implementation and the deadlines for their implementation.
The administrative part is separated from the stating part by the word "I order", which is printed in capital letters and a colon is put. The administrative part of the text of the order, as a rule, is divided into paragraphs, which are numbered in Arabic numerals with dots. In each paragraph, the executor (commission, official), the prescribed action and the deadline for execution are indicated. The performer is indicated in the dative case. You can also specify in a generalized way, for example: chairmen of trade union organizations.
Each paragraph of the administrative part begins with an indication of a specific action, expressed by a verb in an indefinite form - “prepare”, “organize”, “provide”, “develop” and others.
For example:
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RUSSIAN FEDERATION Trade union organization of KSPU ORDER 04.03.2015 № 3 Krasnoyarsk About the introduction of the Instructions for office work In order to improve the work with documents and ensure their safety, the implementation of the decision of the presidium of the trade union committee of 03/02/2015 I ORDER: 1. Approve the Instructions for record keeping in the trade union organization. 2. Enter into force the Instructions for office work from 10.03.2015 responsible: specialist Nalimova N.A. 3. Be guided by all the chairmen of trade union organizations structural divisions the rules for working with documents, enshrined in the Instructions for office work. 4. Provide specialist Nalimova N.A. replication of the Instruction on office work and transfer to all trade union organizations of institutes, faculties until 01.03.2015 5. The control over the implementation of this order shall be entrusted to the Deputy Chairman Belova E.N. |
The heading of the order should be formulated clearly, briefly, express the main content of the document and answer the question "About what?". The heading can take no more than 5 lines, it is printed at the left margin, after 1 interval.
Registration of orders is the assignment of serial numbers within a calendar year.
Orders for personnel are issued on the basis of unified forms primary accounting documentation for the accounting of labor and its payment, approved by the Decree of the State Statistics Committee of Russia dated January 05, 2004 No. 1 and Labor Code RF. Orders on personnel are the basis for making entries in work books, personal cards for personnel records, awards and other documents and are stored for 75 years.
3 Order
Disposition- an administrative document issued by the chairman of the trade union organization or deputy, for individual work, events. In legal terms, the order and the order are equivalent. The difference between them is that orders are received according to general issues, and the order is private.
Therefore, in terms of the composition of the details and their location, the order does not differ from the order, but often does not contain a stating part. The text of the administrative part begins with the words "I offer" or "I oblige."
For example:
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TRADE UNION OF WORKERS OF PUBLIC EDUCATION AND SCIENCE RUSSIAN FEDERATION Krasnoyarsk territorial (regional) organization Trade union organization of KSPU ORDER 14.05.2012 № 12 Krasnoyarsk On holding a competition of artistic and creative works of university employees In connection with the decision of the Presidium of the Trade Union Committee dated April 20, 2012 OBLIGATE: 1. Conduct a competition of artistic and creative works of university employees. Responsible - a member of the cultural-mass commission of the trade union committee Tikhomirova V.I., term - 05/25/2012. 2. The control over the competition of artistic and creative works of employees shall be assigned to the Deputy Chairman Tsenyuga I.N. Chairman Sofronova O.G. Sofronova |
4 Note
Instruction - a legal act issued by the chairman or deputy chairman of the trade union organization on information and methodological issues, on the execution of orders, regulations, instructions.
An indication of the composition of the details does not differ from an order, and its administrative part begins with the words “I suggest”, “I consider it necessary”, “I recommend”.
For example:
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TRADE UNION OF WORKERS OF PUBLIC EDUCATION AND SCIENCE RUSSIAN FEDERATION Krasnoyarsk territorial (regional) organization Trade union organization of KSPU NOTE 03.06.2013 № 26 Krasnoyarsk On the subject of training trade union activists In order to fulfill the resolution of the Presidium of the Trade Union Committee dated April 20, 2013 "On the Personnel Program" OFFER: 1. Chairmen of trade union organizations of institutes, faculties to submit to the trade union committee the proposed topics for training trade union activists before 06/20/2013. 2.Organizational-mass commission of the trade union committee to draw up a training plan for trade union activists and submit it for approval to the presidium of the trade union committee before 07/01/2013. Responsible - specialist Nalimova N.A. 3. The control over the implementation of this instruction shall be entrusted to the Deputy Chairman Tsenyug I.N. Chairman Sofronova O.G. Sofronova |
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The head of the company can not do in their activities without certain control levers governing the activities of the company.
The main methods of influence in this case are administrative documents enterprises. There are two types of regulations most commonly used: order and order, but what is the difference between them?
Definition of terms and difference between concepts
Order- this is a legal act drawn up solely by the head and regulating the main activities of the enterprise. It concerns a wide range of people, most often, all employees.
The order is drawn up in order to solve any main task facing the organization.
Disposition- this is a legal act that can be created both directly by the director of the enterprise, and by the heads of structural divisions.
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The order concerns the solution of current issues of the organization's activities. This legal act may indicate the communication of the order to subordinates.
The order and the order are valid only within the jurisdiction of the enterprise, branch or structural unit, the head of which signed these documents. That is, the order to go to work on a day off for all employees of one enterprise does not apply to employees of another enterprise.
Types of administrative documents. Administrative documents come into force after their approval by the head firms. Or, directly, from the date indicated in the document itself.
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The order does not have its force without the signature of an authorized person (most often the director).
The order approves the normative acts of the enterprise, lists, lists of persons entitled to something (for example, the right to sign certain documents), staffing tables, price lists, nomenclatures, strategic plans for the development of the enterprise, etc.
Orders also approve lists of commissions for conducting inventories., write-offs of fixed assets of the enterprise, the creation and dissolution of certain working groups.
Orders cancel the production of certain types of products and introduce the production of others, approve the supply of certain materials and raw materials, etc.
To solve current, operational issues that arise before the enterprise, an order is created. This regulation deals only with specific, narrow issues that need to be resolved in order to achieve the main goals of the enterprise.
The order concerns a small, circle of persons capable of solving the task and ceases to be valid after their decision. For example, the order approved the creation of a new production site.
Therefore, the order will decide on the purchase of new production equipment and personnel training. production premises. If you give an example, the difference between the concepts is immediately visible.
Classification of orders and instructions at the enterprise
Orders and instructions are divided into:
- Orders for the main activity:
– on changing and approving the structure of the enterprise;
– on changes in the staffing of the enterprise;
- on the inventory of property;
– on the creation of structural units, commissions;
– on the organization of the investigation of accidents and etc.
- Administrative and economic:
- Compliance with internal regulations work schedule;
– on the issuance of one-time passes to the territory of the enterprise;
– on the acquisition of economic property;
- on the organization of general and fire protection;
- on the operation of buildings and structures, etc.
- Personnel orders:
- about hiring;
– about dismissal;
- about encouragement, bonuses;
–on the certification of employees;
- on the provision of vacations, etc.
The text part of the order consists of administrative and ascertaining parts. The ascertaining part often states the facts, events, conclusions, tasks that served as the basis for the creation of the order.
Neither an order nor an order can contradict the law, no matter what issues they concern.
What is the difference between an order and an order, what is the difference between these documents?
Although in the legislation the concepts of “order” and “instruction” are practically equivalent, nevertheless, they differ:
- The order implies strict and unquestioning execution, the order is advisory in nature for solving operational problems;
- The order, unlike the order, does not have a legal norm;
- The order creates long-term legal relations , a the order resolves current issues that constantly arise as a result of the activities of the enterprise;
- Orders are issued by the head of the company, while orders can be issued by his deputies - heads of structural divisions;
- Orders do not contradict the orders of the head of the enterprise. So that the issued orders do not conflict with the orders of the head, it is necessary:
- create consistency in the structure of the enterprise and a strict hierarchy;
– provide proper storage and registration of documents;
- clearly bring to responsible persons their goals and objectives.
- The order is valid for a limited time. for which it is necessary to solve a particular problem. The order is valid either permanently or until the moment when all the goals set in it are achieved.
The boundary between the concepts of "order" and "instruction" is very thin. Nevertheless, there is a difference, you need to learn the main thing: the order is the sole decision of the head, aimed at achieving common goals and solving the general tasks of the enterprise, while the order is a collegial decision of the management, aimed at resolving momentary problems that arise before the enterprise.
For information on how to register orders correctly, see this video:
The activity of any management or organization is associated with the creation of administrative documents, which record all their activities. The concept of "document" expresses evidence and acts as a carrier of information that has legal effect. Depending on the nature of the information, the document has its own meaning and is divided into several types.
Organizational - establish the structure, basic principles and mode of operation, determine the principles for the creation and liquidation of the company, determine the composition and style of the company's management. Administrative - establish the order of interaction between the manager and employees and are aimed at performing specific tasks.
Reference and information documents bring to the attention of managers the necessary analytical information that serves as the basis for the preparation of an order or other organizational and administrative document.
What groups exist
The main function of administrative documents is aimed at introducing order into the management process, reflecting its vertical orientation in the performance of tasks.
A significant part of administrative documents has legal nature, contains the authoritative instructions of government bodies addressed to lower enterprises, divisions, managers. These include legal acts (for example, decrees signed by the President of the Russian Federation, decrees of the Government of the Russian Federation, orders of the local administration).
The main group of such documents are:
- orders;
- orders;
- solutions;
- resolutions;
- indication;
- protocols. This is a special kind of document that can be both a carrier background information, and contain the operative part of the text.
Administrative documents are issued jointly, i.e. collectively and individually. In the case of the sole signing of documents by the head, the efficiency of completing tasks increases, and all responsibility for decision rests on his shoulders. Administrative documents are both external, i.e. come for execution from the administration, and internal, i.e. produced by this company.
When and by whom is the order issued?
Main legal act in the system of administrative documents is an order. He has legal basis, is official act and is created for the prompt solution of problems in the field of core activity.
The right to sign is granted to the head of the enterprise, or to an employee authorized by him by proxy. Methods, plans, regulations, company schedules, etc. are approved by this type of document. Orders have their own variety and, depending on the period of their storage, are issued according to personnel and personnel, and the main activity.
The records management service is responsible for the execution of documents for the main and administrative and economic activities (for example, an order to conduct an inventory, to approve a business model, regulations and staffing tables, on appointment, etc.).
The personnel service is engaged in the preparation of draft labor orders (for example, on the provision of various types of vacations, business trips, various kinds surcharges, etc.). But the main condition is the competence of employees preparing and issuing a legal act.
The order itself can be simple and touch on a specific issue, or it can contain the most complex structure of the text, affecting the solution of many problems.
The draft document consists of a statement (preamble) and an administrative part. The preamble begins with the words “For the purpose”, “In connection”, reflecting the reason for the creation of the document, and ends with the word “I order”. In the administrative part, the text is stated in an imperative form and is aimed at fulfilling the main issues of the functioning of the organization.
Attention: due to the huge variety of administrative documents, many organizations use an indexing system when registering orders, which greatly simplifies the search.
A certain letter or set of letters corresponding to the characteristics of the order is placed after the assignment of the number through a hyphen. For example, an order to grant maternity leave - this is a personnel document, in accordance with which the accounting department calculates benefits under the decree, will have the number 25-k.
When and by whom is the order issued?
An order is a type of legal act, the publication of which is aimed at the execution of more operational issues, affecting a small circle of performers. The order is subject to renewal annually.
The order can be signed by both the head himself and the heads of departments, based on the specifics of the task. Documents of this kind are issued, for example, to determine the circle of those responsible, apply the procedure for indexing documents, and so on.
The principle of issuing an order is the same as the principle of issuing an order. There is only one difference - “I order” is replaced by the word “I oblige”.
When and by whom is the instruction prepared?
Instruction - a legal act that is issued only by the head to solve tasks within the department or organization.
A few decades ago, the indication was widely used in government agencies, but thanks to the administrative reform, which gave the right to higher managers to issue orders, the indication, as a type of document, began to be squeezed out of the entire flow of documentation.
The instructions are drawn up in the same way as the order, only the word “oblige” can be replaced by the word “offer”, indicates the possibility of the executor of instructions that are not included in the scope of his tasks.
Solution - as a document
A legal act considered and adopted by a collective body to carry out the most important tasks in a company or government body is called a decision.
In its design, the decision is similar to the design of the order, only at the end of the preamble the name of the team is given, and then the word “decided” (for example, the council of deputies decided).
This type of legal act is legal document only after it is signed by the chairman of the deliberative body and the secretary, it is endorsed by the meeting participants in a separate agreement sheet, which is attached to the decision, registered and communicated to the performers.
Unfortunately, this type of document is rarely used in practice.
Design features
To give the administrative document an official business style, you need to follow some principles. The document should be presented concisely, clearly and in sequence. Regulatory framework for the preparation of organizational and administrative documentation is used state standard. It spells out the basic requirements and principles for compiling documents.
In any organization, in order to avoid various misunderstandings, it is necessary to create your own local document, in which you need to describe in detail the entire business process of the enterprise. Give examples, fix in local act samples of registration of administrative documents.
Advice: in order not to get confused in a complex workflow, approve only those types of documentation that are really necessary.
All administrative documents are created on a form approved by the organization, in accordance with GOST, which contains all the necessary details. The presence of details confirms the legitimacy of the document, i.e. legitimacy. The document must be approved by all interested parties, including the head legal service, only after that it is signed by the head and transferred to the office management service for registration.
Documents adopted collectively are submitted for consideration and discussed jointly at meetings in case of a positive decision, signed in in due course. In case of disagreement, the document is finalized and signed at the next meetings.
A prerequisite is to bring the document to the contractor and familiarize with it under the signature. This process is carried out within 3 days from the date of signing or approval of the document in accordance with applicable law.
Thus, I would like to note that a document is not just a piece of paper that is needed to avert eyes. And yet it is a carrier important information, which in the future will help to avoid many troubles, and from it correct design depends on the successful development of the enterprise.
How to draw up an administrative document, see the following video:
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All administrative documents must strictly comply with the provisions of the current legislation.
The first stage in the development of a draft regulatory document is to determine the range of issues that are to be reflected in it. First of all, study legislative acts and government decrees, previously issued administrative documents on this issue. Then they start drafting it. Further, the document is agreed and signed. Resolutions and decisions are still under discussion.
The text of the administrative document most often consists of two interdependent parts - ascertaining and administrative.
The ascertaining part is an introduction to the essence of the issue under consideration. Often, in the ascertaining part, a retelling of the act of a higher body is given, in pursuance of which this administrative document is issued. In this case, the type of act, its author, date and number, full title (heading), i.e. all search data is provided. The ascertaining part may be absent if there is no need to give clarifications.
The administrative part is stated in an imperative form. Depending on the document, it begins with the words: “decides” (“decided”) - in the resolution; "decides" (decided") - in the decision; "offer" - available; "I order" - in the order. These words are printed in capital letters, i.e. they stand out visually and, thus, separate the ascertaining part of the document from the administrative part. These words are located on a separate line directly from the fields. The text of the operative part is printed from the new line of the paragraph.
The administrative part can be divided into paragraphs, which are numbered with Arabic numerals. Each paragraph indicates the performer (organization, structural unit, specific official, for example, in orders), the action that is assigned to be performed, and the deadline. The performer is indicated in the dative case. It can also be indicated in a generalized way, for example: rectors of universities, principals of schools. The prescribed action is expressed by the verb in an indefinite form - “prepare”, “enroll”, “organize”, “provide”, “assign”, “develop”, etc.
At the end of the text of the administrative document, a list of documents that have become invalid or subject to change with the issuance of this act is placed. If administrative documents have applications, they are indicated in the relevant paragraphs of the text.
The text of the administrative document must have a heading.
Having prepared the text of the administrative document, they proceed to its execution on the form of a specific type of document. Prepared draft documents are submitted for signature. Orders and instructions are signed by the head or his deputy. Decrees and decisions have two signatures - the chairman and the secretary (managing director) of the collegial body. The first copy of the document, made on the form, is signed. Administrative documents come into force from the moment they are signed or brought to the attention of the contractor.
Solution –this is an administrative document, which is a legal act adopted by a collegial body : collegium of a ministry or department, scientific council, board of directors, etc.
Disposition –an administrative document issued by the head of a collegial body within the framework assigned to an official, government agency competencies.
Orders are divided into two groups: general orders, long-term orders and orders relating to a specific issue. Orders are issued by ministries, departments, administrations of regions, cities, districts, administrations of enterprises (institutions) within the limits of the rights granted to them by the laws of the Republic of Belarus. Preparation and execution of the order is similar to other types of administrative documents.
indication –administrative document issued by ministries, departments, organizations mainly on issues related to the organization of the execution of orders, instructions and other acts. The instruction must have specific executors and does not differ in execution from the order, its administrative part begins with the words "OFFER" ("I OBLIGATE").
Order –an administrative document issued by the head of an organization, enterprise, institution, acting on the basis of the principle of unity of command. The order is issued to solve the main tasks facing this organization. An order is issued on a form indicating the name of the organization, the name of the type of document - ORDER, place of publication, registration number, date, title to the text, signature.
Order –executive document issued official, to perform a specific task .