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What is office management and document flow (2019)? Tutorial, as well as modern economic dictionary, defines document flow as the movement of documents between their compilers and executors along information technological chains, making it possible to inform all interested parties, communicate to them the decisions made, and carry out accounting and control. In turn, office work is the activities for maintaining, updating and monitoring documentation.

Since the value of information in modern world It is difficult to overestimate the importance of office management and document flow in an organization. Often, the correctness of decision-making and the final result depend on the clarity of the wording and the speed at which papers are processed.

There are three types of document flow:

• incoming (entering the organization);
• outgoing (directed from the organization);
• internal (documentation created and used by employees in the management process).

Stages of work

Work with documents in an organization is divided into stages.

For incoming:

• reception and primary processing;
• preliminary review by the clerk;
• registration;
• consideration by the management of the organization and direction for execution;
• execution control.

For outgoing:

• development, design;
• registration;
• dispatch.

For internal:

• development, design;
• registration;
• processing, execution, preparation of responses;
• execution control.

For all:

• accounting and analysis of document flow volumes;
• storage.

The speed at which the stages are completed directly depends on the correctness of the paperwork, as well as on the document flow standards approved by the organization. A sample regulation on document flow in an organization (2019) can be downloaded below.

GOST standards for office work 2019

The requirements for the preparation of official documents are currently formulated in the national standard Russian Federation. He changed state standard Russian Federation GOST R 6.30-2003.

In our opinion, it is useful to start getting acquainted with GOST for office work by studying the terminology, which is described in detail by another national standard— (GOST office management and archiving), since this knowledge will help to correctly understand and use professional vocabulary.

It defines the concepts used in the article:

1. Document is information recorded on a medium with details that allow it to be identified.
2. Document execution - putting the necessary details on the document.
3. Document attribute is an element of document design.

GOST R 7.0.8-2013

Office work 2019: new requirements for paperwork

Taking into account the described definitions, let’s consider the rules for drawing up official papers.

For those who learned about the existence of a standard in the field of office work from this article, it will be useful detailed analysis sections of GOST. For experienced clerks, we suggest that you familiarize yourself with the changes that came into force on 07/01/2018 along with.

A new important section immediately attracts attention: “ General requirements to the creation of documents”, which systematizes and describes the rules relating to all types of details, including text:

• page numbers;
• preferred typefaces and font sizes;
• paragraph indentation;
• the amount of line spacing, intervals between letters and words;
• text alignment;
• maximum line length for angular and longitudinal arrangement;
• rules for highlighting bold text;
• title page design.

All changes are aimed at improving the requirements. The list of details has been expanded to include:

• access restriction stamp;
• mark about electronic signature;
• name of the structural unit - the author of the document;
• job title of the person who authored the document.

Some details are combined into one, for example, the “reference information about the organization” detail may include not only the postal address and telephone number, but also OKPO, OGRN, INN/KPP.

The “Registration of details” section has been supplemented with rules for the use of introductory addresses and final etiquette phrases, electronic signatures, as well as the signature of the person acting as manager.

Sample of order execution according to GOST (2019)

APPROVED

By order of the director

INSTRUCTIONS

FOR CASE PROCESS IN THE STATE BUDGET CULTURAL INSTITUTION TVER REGIONAL PICTURE GALLERY AND ITS DIVISIONS

1. GENERAL PROVISIONS

1.1. Instructions for office work in the State budgetary cultural institution "Tver Regional Art Gallery" and its divisions (hereinafter referred to as the Instructions) establishes uniform basis the office management system in GBUC TOKG, including departments, services, branches and other structural units included in its management structure.

1.2. The instructions determine the procedure for receiving, registering, recording, preparing, processing, duplicating, monitoring the execution of documents, sending, organizing them into files, storing and using them on paper and electronic media.

1.3. The provisions of the Instruction apply to organizational, administrative, information and reference documents (Appendix No. 1), to primary accounting, reporting, financial and other documents - only insofar as they relate to general principles their preparation and execution, formation and registration for submission to the archive.

1.4. Office work in GBUC TOKG and its divisions is carried out on Russian language, which is the state language of the Russian Federation. The order of use of languages ​​in official

office work is determined legislation of the Russian Federation. Details of document forms, seals, stamps and signs are also issued in Russian.

1.5. General management of office work is carried out by the Deputy Director for general issues. Responsibility for organizing office work in structural divisions rests with their managers. They ensure that employees study the requirements of this Instruction and monitor its implementation.

1.6. Direct clerical management is carried out by a specialist from the academic secretary service, who performs his functions in the director’s reception area (hereinafter referred to as the clerk); employees of the departments are responsible for fulfilling the requirements of this Instruction insofar as it relates to the scope of their official duties.

1.7. Documents and information contained in them are not subject to disclosure. Only employees who are directly related to them can view these documents. Transferring cases to another executor, familiarizing other officials with them, issuing them certificates or information of an official nature, copies of documents is allowed only on the instructions of the Deputy Director for General Affairs, who takes measures to protect confidentiality of information and bears personal responsibility for their protection.

1.8. Upon dismissal or temporary absence of an employee (vacation, business trip, etc.), all outstanding documents, seals, stamps, forms, office equipment in his possession are accepted under the responsibility of the head of the department and transferred to the newly appointed employee or other performer with a mandatory note in the accounting book , conducted in the department. The transfer of documents from one unit to another is carried out according to a reasoned resolution of the head of the unit in mandatory according to the act of acceptance and transfer of cases through the clerk.

Reception and transfer of cases upon dismissal and appointment of the head of an institution or unit is carried out according to the act of acceptance and transfer of cases.

2. ORGANIZATION OF DOCUMENT FLOW

2.1. General provisions

2.1.1. Reception, delivery and transfer of documents are carried out by the clerk. Documents are submitted for consideration and execution on the day of receipt at least twice a day in accordance with the established schedule. Urgent documents are delivered immediately.

2.1.2. The list of documents that are not subject to registration is given in Appendix No. 2.

When registering incoming, outgoing and internal documents in the GBUC TOKG, a standard stamp with a date and a unique number is placed on the document manually or printed (Appendix No. 3).

2.1.3. The passage, consideration and execution of documents is certified by marks on receipt, registration, direction, order of execution, control, transfer, write-off to the archive. All marks are dated and signed, the signature is deciphered.

2.1.4. The organization of document flow within the departments of GBUC TOKG is assigned to the head of the department under his personal responsibility.

2.1.5. Director of GBUC TOKG by virtue of the duties assigned to him job responsibilities has the right to sign all documents involved in the document flow of the institution. Persons having the right to sign on payment documents By non-cash payments through credit institutions, defined in the sample signature cards. The division of the right to sign documents in GBUC TOKG between the director and deputy director for general issues is given in Appendix No. 4.

2.1.6. Letters, orders, instructions, regulations, instructions signed or approved by the head of the institution, resolutions and extracts of coordination meetings, information letters, plans and analyzes are transmitted at the direction of the signing head of the institution for review and execution by heads of departments or executors. Persons who have read the document sign on the document itself.

2.2. Reception and primary processing of incoming documents

2.2.1. Primary processing of correspondence received by the institution, delivered by courier, mail, as well as through other communication channels and information systems general use (including telephone, fax and electronic communications) is carried out by the clerk.

2.2.2. All correspondence, with the exception of packages marked “Personally”, received by field communication to the institution, is opened by the clerk. Packages marked “Personally” are not opened, but are also taken into account by the clerk and are immediately transferred to their destination.

2.2.3. When opening the envelopes, the correctness of the delivery address, the integrity of the packaging and the presence of the specified attachments are checked. Erroneously delivered documents are sent to the correct address or returned to the post office. If there is a shortage or damage to documents received from organizations, a report is drawn up in two copies (Appendix No. 5): the first copy of the report is sent to the sender, the second is attached to the document. The act is signed by the clerk who opened the package and approved by the Deputy Director for General Affairs.

2.2.4. Envelopes or that part of the packaging on which postal details and an inventory of the documents enclosed in the envelope are indicated are pinned to the documents and retained by the contractor until a decision is made on them. If the date of sending and the return address are indicated only on the envelope, the dates of signing the document and its receipt differ by more than a month, there are no separate documents in the envelope or there is a discrepancy between the document numbers and the enclosed inventory, the clerk makes a corresponding mark on the envelope or inventory.

2.2.5. Stamp or hand mark indicating date of receipt and individual incoming

is indicated:

on documents received from institutions - in the lower margin in the right corner of the front side of the first sheet;

on postal items, not subject to opening - on back side envelope.

2.2.6. The clerk carries out primary processing correspondence, documents are sorted, documents that are not subject to registration are selected, part of the system number is registered in the book of accounting and control of incoming correspondence (serial number and index of the sending organization) and the correspondence is transferred to the head of the institution or his deputy on general issues for signature by the executors. The manager's resolution is written on the document itself, signed and dated.

2.2.7. Upon preliminary consideration of an incoming document endorsed by the head of an institution, the structural unit (official) is established where (to whom) the document should be transferred for consideration or execution; the index of the structural unit and the deadline date for consideration or execution of the document, if any, are entered in the book of accounting and control of incoming correspondence. The manager's visa is on the document. Documents are delivered by the clerk personally or via remote communication (fax, telephone message, Email) to structural units for consideration by the relevant manager or his deputy according to the distribution of responsibilities on the day the documents are received (if necessary, copies are made of them).

2.3. Registration, accounting of documents and cases

2.3.1. Incoming correspondence is registered in the book of accounting and control of incoming correspondence (Appendix No. 6), organizational, executive and other internal documents - in the book of accounting and control of internal documents (Appendix No. 7), outgoing correspondence - in the book of accounting of outgoing correspondence (Appendix No. 8) .

2.3.2. Documents are registered once: incoming - on the day of receipt, internal and outgoing - on the day of signing.

2.3.3. Correspondence on the same issues is carried out with reference to the number assigned to the document during registration, consisting of the index of the structural unit, the index of the correspondent and the serial number in the document registration book.

2.3.4. When registering documents, the correspondent is considered to be the institution or organization that directly sent or received the correspondence, and not a higher authority.

2.3.5. After execution of the document, the clerk fills in the date and signature in the appropriate columns of the correspondence book.

2.3.6. The director's orders are issued with a number according to the registration book (Appendix No. 9), instructions, orders, initiative documents (provisions, instructions, reviews, analyzes, etc.) - with a serial number according to the same registration book with the addition of the structural unit index through a fraction which prepared them. If several units took part in the preparation of the instruction or order, the index of the one that was responsible for its preparation is indicated. Serial numbering is carried out throughout the year.

2.4. Review and execution of documents

2.4.1. The execution of the document is entrusted by the head to one or more departments or officials. If a document is transferred to several executors, then the document is transferred to the responsible executor named first in the resolution. The copies taken by the clerk are transferred to the applicants for the preparation of a unified response to the instructions of the manager.

2.4.2. The document must be executed within the deadline set by the manager. If the document does not have a specific deadline set by the manager, an order containing the mark “urgent” is subject to execution within 3 days, the mark “promptly” provides for a 10-day execution period. If the head of the resolution does not indicate a specific execution date, then the document must be executed within a month.

2.4.3. Documents received by the institution are reviewed by the head or deputy as they are received during the current day until 16:00 in the evening, documents received after 16:00 - until 11:00 on the next working day. Instructions marked “urgent” are considered by the head of the institution within an hour from the moment they are received.

Having reviewed the documents within the established time frame, the manager is obliged to give specific instructions on the procedure, nature and timing of execution. On documents that do not require additional instructions, the surname of the executor is indicated.

2.4.4. The deadline for execution of the document is calculated from the date of its receipt at the Tver Regional Art Gallery. If a period of time is set as the execution deadline, its beginning is considered to be the date of signing the order. If the end of the performance period falls on a non-working day, then the last day of the period is considered to be the working day preceding it.

2.4.5. Before submitting the prepared document for signature, the contractor checks its content, the correctness of all details, the availability of the necessary visas, and attaches the materials that served as the basis for its preparation.

2.4.6. The text of the documents must be concise, reasoned, provide an accurate and unambiguous perception of information and contain the data necessary for its registration and prompt passage.

2.4.7. Documents are signed by the director of GBUC TOKG, his deputy for general issues or other officials in accordance with the established distribution of responsibilities and powers. In the lower left corner of the outgoing document the surname and initials of the responsible executor and his telephone number are indicated. Visas of the head of the department responsible for drawing up the document and the heads of other departments involved in the preparation of the document are placed in the lower right corner of the document

2.4.8. The first copy of the document is signed. If it is sent to several addresses, all copies are signed; When printing in a printing house or reproducing using small printing presses, only the original that remains in the institution is signed.

2.4.9. The executed documents are transferred to the clerk in the form selected for filing and sending, with a note from the executor about execution, or a brief certificate if a written response has not been drawn up.

2.4.10. Performers' performance notes must be signed and dated. It is not allowed to file documents without the appropriate marks.

2.4.11. If the document has not received final approval, then the deadline for the expected response is marked by the head of the department or the executor on a copy of the incoming document, signed and dated.

2.4.12. The clerk notes the specified new deadline in the correspondence registration book. A copy of the unexecuted document is stored in a folder labeled “for control” until the document is fully authorized by the executor within the control deadlines established for him.

2.5. Sending outgoing documents

2.5.1. All mail to be sent is kept by the clerk. Documents received by the clerk for sending before 16:00 are processed by him on the same day, after 16:00 - on the same day or on the next working day, taking into account the deadline for the execution of the document.

2.5.2. Correspondence for sending is processed by the clerk in accordance with

Postal rules and sent to destination on the same day. Documents marked "Urgent" are sent immediately.

2.5.3. Before packing documents, the clerk checks that the address is written correctly, that the document contains the number, date, signature and attachments specified in it. Documents executed in violation of the requirements of these Instructions and Postal Rules are returned to the department for revision.

2.5.4. The type of sending correspondence (with or without an inventory, by courier, simple, registered with a simple or registered notice, valuable letter, parcel post, parcel, express mail, field communication) is determined by the head of the department. The type of shipment is noted in the outgoing correspondence registration book.

2.5.5. Documents sent to the same person to the addressee, are placed in one envelope. Registered letters, parcels and parcels are delivered to the post office according to the inventory, which indicates the document numbers, date of dispatch, addresses and type of shipment. The postal code, address and name of the addressee, postcode and address of the sender are indicated on the correspondence.

2.5.6. The inventory is compiled in two copies. One copy returned from the post office is sent to accounting With advance report.

2.5.7. Documents addressed to institutions located within the city of Tver, as a rule, are transferred by courier according to the transfer register (Appendix No. 10). The register of documents signed by the recipient of the correspondence is returned to the clerk, on the basis of which a note is made in the journal of outgoing correspondence. Post offices usually ask for a register when sending registered or valuable letters in quantities over 10 pieces. (Appendix No. 11).

2.5.8. Documentation mass mailing(orders, instructions, instructions, work plans and analyses, information and methodological letters, reviews, report forms, books, brochures, etc.) are reproduced by the executor of the structural unit and transferred for sending to the clerk according to the unit's order. The order indicates the addressees and the number of copies to each address; it is drawn up, signed and dated by the responsible person.

2.5.9. Responsibility for organizing the mailing of the institution's correspondence lies with the clerk. At the same time, for its timely dispatch, the Deputy Director for General Affairs will organize transport for the institution and, if necessary, a courier from among the staff of the GU TOKG.

2.5.10. If a document sent to an addressee via various communication channels is returned, when it is sent again, a new addressee is created without deleting the previous one.

3. CONTROL OF EXECUTION OF DOCUMENTS

3.1. Control over the execution of documents is carried out by department heads. The clerk of the books of accounting and control of incoming and internal correspondence, in parallel controls the deadlines for the execution of documents, reminding executors of the deadlines and informing the director or deputy director on general issues in cases of untimely execution of orders.

3.2. Documents whose execution control is designed for a long period of validity (periodic reports to a controlling or superior organization, etc.), as well as materials related to their execution, are formed in structural units into files in relevant areas or issues.

3.3. . Instructions or tasks stipulated by for a certain period, are executed no later than the date specified therein. Draft documents pursuant to instructions are submitted for signature to the head of the institution or his deputy for general issues no later than one day before the expiration of the established deadline. The execution period is extended by the official who gave the order, unless he establishes a different procedure.

3.4. The document is considered executed and is removed from control by the clerk and/or head of the department after completing the order and sending the correspondence to its recipient.

4. RULES FOR EXECUTION OF DOCUMENTS

4.1. Documents, regardless of whether they are written on a blank sheet of paper or on a form, are drawn up on paper of the following sizes:

materials containing diagrams, tables with a large number of columns - A3 420 x 297 mm;

orders, letters, statements and other documents - A4 210 x 297 mm;

requirements, applications for use financial resources, receiving materials, orders

for making copies of official documents and other similar documents - A6 148 x 105 mm.

Documents issued on behalf of GU TOKG (initiative documents, planning, analytical, reporting tables), as well as internal documents, are drawn up without forms on a blank sheet, if necessary, in the required form.

4.2. In GU TOKG, for the preparation of official letters, one type of form is used, used for correspondence with government agencies: a general (company) form produced by printing. Appendix No. 12 provides a general longitudinal form of the GU TOKG, printed from a computer.

The composition of the form details and the order of their arrangement are established by GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for document preparation."

In addition, for correspondence with other organizations, forms are used that are generated on a computer when preparing documents:

form with a corner stamp, made on a computer (Appendices No. 13);

a form with a longitudinal arrangement of details for issuing organizational and administrative documents (orders, instructions, instructions) (Appendices No. 14);

fax message form (Appendix No. 15);

telephone message form (Appendices No. 16).

The use of free form forms is prohibited.

The first page of the document is printed on the form; subsequent text is printed on paper of the same size and quality.

4.3. The documents are addressed to the organization, its structural unit, official or individual.

The official is indicated in letters to regular correspondents and in other cases when identifying a specific person does not cause difficulties.

The initials of officials in the address are written after their surnames

4.4. When sending a document to an organization or its structural unit, their name is indicated in nominative case; when sending a document to an official, the name of the organization is indicated in the nominative case, and the position and surname - in the dative case.

4.5. If the document is sent to the head of the organization or his deputy, the name of the organization is included in the job title of the addressee.

4.6. If a document is sent to several similar organizations or to several structural divisions one organization, they are indicated generally.

4.7. The “Addressee” details may include a postal address, the elements of which are indicated in the sequence established by the Rules for the provision of postal services, with the obligatory indication of the postal code.

For example: Tver Regional Art Gallery

Sovetskaya st., 3

Tver, 170640

4.8. In letters with multiple addressees, the word “copy” is not included. When preparing for sending, the correspondent to whom this copy of the document is sent is noted.

It is not allowed to indicate more than four addressees on a document; at more A mailing list is compiled of recipients and one address is indicated on each document. The list is attached to a copy of the submitted document.

4.9. For international mail, the address is written in Latin letters and Arabic numerals. It is allowed to write the address in the language of the destination country, provided that the name of the destination country is repeated in Russian.

4.10. When sending documents to foreign addressees, indicate the name (initials of the name), surname and position of the addressee, name of the organization, house number, street name, name settlement, name of administrative entity (state, county, etc.), postal code (zip code), name of country.

4.11. The date of the document is: the day of its signing or approval; for solutions collegial organ - the day of its adoption; for the record - the date of the meeting (decision making); for an act - the date of the event. The date is written in Arabic numerals in the sequence: day, month, year (for example, 09/15/2011). A verbal-numeric way of formatting a date without quotation marks is allowed (for example, 15 September 2011 G.). In this case, the day of the month is entered by the person signing or approving the document.

4.12. Outgoing documents must provide a reference to the number and date of the document being executed.

4.13. The document (with the exception of a letter) indicates its type: order, instruction, certificate, memo, information mail and so on.

4.14. The title to the text must be in all documents, with the exception of telegrams and telephone messages. The title should be short and accurately reveal the content of the document, answer the questions: what is it about? (about whom?), what? (whom?) and be consistent with its name.

In the document, the title is formulated in general terms on a number of issues.

4.15. In documents drawn up on two or more pages, the second and subsequent pages are numbered. Page numbers can be placed in the middle (right) of the top (bottom) margins of the sheet in Arabic numerals without the word “page” (“page”).

4.16. A mark indicating the presence of the application named in the text of the document is placed below the text from the border of the left margin as follows:

Application for 5 l.

If the document has an application not named in the text, then indicate its name and number of sheets:

Appendix: comments on the draft instructions for 12 sheets.

If another document is attached to the document, which also has an attachment, a note indicating the presence of the attachment is drawn up as follows:

Appendix: letter from the Department of Finance of the Tver Region -05/2011 and an appendix to it, only 8 pages.

If the application is not sent to all recipients specified in the document, then a note about its availability is drawn up as follows:

Application: to the first address, only 10 liters.

If valuable or personal documents are attached to the letter (passport, diploma, certificates, etc.), they are listed indicating the name of the organization that issued the document, number and date of issue, last name and initials owner :

Enclosure: Diploma No. E 105122 in the name of graduation from Tverskoy state university, .

At large quantities applications, a separate inventory is drawn up for them, and in the document itself after the text it is indicated:

Appendix: according to the inventory for 15 sheets.

5. SIGNATURE AND VISORING OF DOCUMENTS

5.1. The “signature” detail includes the job title of the person who signed the document, personal signature and its transcript.

When signing a document, only the position is indicated on the letterhead of the institution, not on the form - the name of the position, structural unit, institution, personal signature and its transcript, for example:

Head of the scientific and exhibition department

State Budgetary Institution Tver Art Gallery Personal signature

5.2. When signing a document by several officials, their signatures are placed one below the other in the sequence corresponding to the position held.

When signing a document by several persons of equal positions, their signatures are placed at the same level.

5.3. The document can be signed by the acting official indicating his actual position and surname. In this case, it is not allowed to put the preposition “For”, hand-signed “Deputy.” Or a slash before the job title.

5.4. The document is approved by an official (officials) or a specially issued document. At approval of the document by an official, the approval stamp must consist of the word APPROVED (without quotation marks), the title of the position of the person approving the document, his signature, initials, surname and date of approval.

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

5.5. When approving a document by order, decision, protocol, the approval stamp consists of the word APPROVED (without quotation marks), the name of the approving document in the nominative case, its date and number. The approval stamp is located in the upper right corner of the document.

5.6. The approval stamp consists of the word AGREED, the position of the person with whom the document is being approved (including the name of the organization), personal signature, transcript of the signature (initials, surname) and the date of approval.

5.7. The approval of the document is formalized by a visa, which includes the personal signature of the endorser, a transcript of the signature and the date of endorsement, and, if necessary, the position of the endorser.

On organizational and administrative documents (orders, instructions, etc.), visas are affixed on the first copy of the front or back side of the last sheet, on outgoing documents - on copies remaining in the institution. On the left is the visa of the person who prepared the document; on the right are the visas of the persons with whom it is agreed.

If there are comments to the document, the visa is issued with the phrase: “comments are attached”, personal signature, its transcript, date.

5.8. The surname, initials of the performer and his office telephone number must be indicated in outgoing documents or on the reverse side of the last sheet of the document in the lower left corner.

5.9. Draft orders and regulations are developed on behalf of management or on the initiative of departments and officials. Each document must have a title, which is printed in the upper left corner on forms with angular details, and in the center of the form for longitudinal ones. The text consists, as a rule, of stating and administrative parts. The stating part sets out the goals and objectives of the prescribed actions. If the basis for publication is legislative, other legal act or an order from a higher organization, then the ascertaining part indicates its name, date, number, title and conveys the content of that part that directly concerns the institution.

The administrative part begins in orders with the word I ORDER, in instructions and orders - I OFFER, I OBLIGATE, which is printed in capital letters on a separate line. When typing on computers, it is recommended that these words be highlighted in bold. The paragraphs of the administrative part indicate specific actions, performers and deadlines. If a document supplements, cancels or changes previously issued acts, this is specified in the text. The last paragraph of the administrative part indicates the official to whom

control over the execution of the document is assigned. The text ends with an instruction to whom the document should be sent or who should be familiarized with it. Visas of the persons who prepared and approved the draft document are located in accordance with clause 5.7. of this Instruction. Orders, instructions and instructions are registered on the day of their signing; after signing the document, it is not allowed to make any changes or additions without the consent of the person who signed it.

6. RULES FOR REGISTRATION OF TELEGRAMS AND TELEPHONOGRAMS.

RECEIPT AND TRANSMISSION OF SERVICE INFORMATION VIA CHANNELS

FAX (TELEFAX)

6.1. Telegrams are issued in accordance with the Rules for the provision of telegraph services through the post office, indicating, if necessary, the category “urgent”,

The text of the telegram should be short (no more than 30 words), without conjunctions, prepositions, or punctuation marks, unless their absence distorts the meaning of the information being transmitted. Numbers are indicated by numbers; the most important data is written in words. At the beginning of the text of the telegram there is a reference to the number and date of the document being executed or the number of correspondence of the addressee, at the end -

The outgoing number of the sender's correspondence is given (TG index, see Appendix 16). After the number, the position and surname (legible) of the person who signed the telegram are indicated. Telegrams are signed by the director and his deputy for general issues. Below the manager's signature, the full postal address of the sender, the name of the organization without abbreviations, the date of dispatch, the position and surname of the person who signed the telegram are indicated.

For example:

Moscow Tretyakov Gallery to Ivanov

Sovetskaya st. 3 Tver 170640 GBUK Tver Art Gallery

Director Personal signature of Kuyukin

Spanish Armless,

6.2. The telephone message (see Appendix 16) is compiled in one copy of no more than 30 words and is transmitted by telephone directly from the structural units. It indicates the date and time of transfer, the name of the person who accepted and transferred it. In telephone messages it is recommended to avoid difficult to pronounce words and complex phrases. If a telephone message is intended for several addressees, a list and telephone numbers to which it is transmitted are attached.

6.3. Facsimile communication tools are designed for prompt transmission and reception of document texts; at the same time, information transmitted and received via facsimile communication channels is not considered a document having legal force (see Appendix 15), unless otherwise provided in the agreements counterparties contracts

6.4. Telegrams, telephone messages, fax messages are registered by the clerk in a separate journal (Appendix 17)

6.5. Received telegrams, telephone messages, fax messages are registered in the incoming correspondence book with the appropriate index (TG, TF, FS), delivered to their destination against signature on the day of their receipt, urgent without delay.

7. RULES FOR TYPING DOCUMENTS

7.1. Official documents are printed by executors or clerks on computers.

7.2. Manuscripts submitted to the clerk for printing, as well as insertions, footnotes, and edits, must be written on one side of the sheet, in compliance with the rules spelling , punctuation using contrasting dyes of blue, purple or black

7.3. In the upper left corner of the manuscript the number of copies, the surname and telephone number of the artist, and the correspondence number are indicated.

7.4. All documents must be printed clearly, without errors or blots, with the location and formatting of the text in accordance with GOST R.630-97, observing the rules for writing individual names, words and phrases, dates, numbers, units of measurement etc. Document text and

individual elements of its details are printed in one standard font.

7.5. When preparing instructions and regulations, different fonts may be used to highlight sections and subsections.

Documents must have margins (mm):

top - at least 20;

right - at least 10;

bottom: for A4 format - at least 20;

for A5 format - no less than 15.

Information and reference documents can be printed on the reverse side of the sheet.

8. COMPILATION OF THE NOMENCLATURE OF CASES

8.1. The nomenclature of cases is a systematic list of case titles indicating their storage periods. The nomenclature of cases is compiled in each structural unit of the State Department of TOKG for the upcoming period (Appendix 18) and is compiled in the last quarter of the current year with the participation of the clerk.

The unit's case index consists of two numbers, written with a hyphen: the first is the index of the structural unit (Appendix 3), the second is the case number.

The title of the case (volume) is a general short name of the documents filed in the case (volume). The number of volumes filed per half-year, quarter or month of the year, depending on the volume of dependency documents filed, is indicated in column 3 of the form.

8.2. The nomenclatures of cases are valid for a number of years, are subject to re-drafting and are re-agreed in the event of a fundamental change in the functions of departments, departments or structure.

If such changes have not occurred, the nomenclature of cases (no later than December of the current year) is reprinted with appropriate amendments, approved and put into effect from 1st of January next year. Cases on issues whose resolution continues for more than a year (transitioning cases) are included in the list of each year.

8.3. At the end of the year, the clerk of the structural unit, at the end of the nomenclature of cases, makes a final record of the number of opened cases and this data is used when transferring cases to the archive of the institution.

9. EXAMINATION OF DOCUMENTS FOR TRANSFER TO THE ARCHIVE

9.1. Examination of the value of documents - the study of documents based on criteria for their value in order to determine the storage period of documents and select them for inclusion in the Archival Fund of the Russian Federation.

9.2. To organize and conduct methodological and practical work for the examination of the value of documents and preparation for transfer to permanent storage, as well as for organizing the selection of documents for destruction in the institution, permanent expert commissions (EC) of at least 3 people are created by order of the head, chaired by the deputy director for general issues.

9.3. Expert commissions in their work they are guided by the legislation of the Russian Federation, the Federal Laws “On Archival Affairs in the Russian Federation”, “List of Typical Management Archival Cases Generated in the Process of Operations” government agencies, network self-government and organizations, indicating storage periods,” approved by Order of the Ministry of Culture of the Russian Federation dated January 1, 2001 No. 000 (Appendix 19) and these instructions.

The telephone message (see Appendix 16) is compiled in one copy of no more than 30 words and is transmitted by telephone directly from the structural units. It indicates the date and time of transfer, the name of the person who accepted and transferred it. In telephone messages it is recommended to avoid difficult to pronounce words and complex phrases. If a telephone message is intended for several addressees, a list and telephone numbers to which it is transmitted are attached. 6.3. Facsimile communication tools are designed for prompt transmission and reception of document texts; at the same time, information transmitted and received via fax communication channels is not considered a document having legal force (see Appendix 15), unless otherwise provided in the agreements concluded with counterparties. Get full text 6.4.

Instructions for office work

The nomenclature of cases is compiled in each structural unit of the State Department of TOKG for the upcoming period (Appendix 18) and is compiled in the last quarter of the current year with the participation of the clerk. The unit's case index consists of two numbers, written with a hyphen: the first is the index of the structural unit (Appendix 3), the second is the case number. The title of the case (volume) is a general short name of the documents filed in the case (volume).

The number of volumes filed per half-year, quarter or month of the year, depending on the volume of dependency documents filed, is indicated in column 3 of the form. 8.2. The nomenclatures of cases are valid for a number of years, are subject to re-drafting and are re-agreed in the event of a fundamental change in the functions of departments, departments or structure.

How to start HR administration from scratch in a budget institution?

N 152-ФЗ “On personal data”, dated 05/02/2006 N 59-ФЗ “On the procedure for considering appeals from citizens of the Russian Federation”, dated 07/27/2006 N 149-ФЗ “On information, information technology and on the protection of information”, dated December 27, 2002 N 184-FZ “On technical regulation” (as amended on December 1, 2007), dated October 22, 2004 N 125-FZ “On archiving in the Russian Federation” (as amended on 05/13/2008) (hereinafter - Law N 125-FZ); - Law of the Russian Federation of October 25, 1991 N 1807-1 “On the languages ​​of the peoples of the Russian Federation” (as amended on December 11, 2002); - Part 4 of the Civil Code of the Russian Federation; - resolutions Government of the Russian Federation dated December 27, 1995 N 1268 “On streamlining the production, use, storage and destruction of seals and forms with the reproduction of the State Emblem of the Russian Federation” (as amended on December 14, 2006), dated June 17, 2004 N 290 “On the Federal Archive Agency” (edited)

Organization of office work in a budgetary institution

The document can be signed by the acting official indicating his actual position and surname. In this case, it is not allowed to put the pretext “For”, hand-signed “Deputy.” Or a slash before the job title. 5.4. The document is approved by an official (officials) or a specially issued document.

Important

When approving a document by an official, the approval stamp must consist of the word APPROVED (without quotation marks), the title of the position of the person approving the document, his signature, initials, surname and date of approval. When a document is approved by several officials, their signatures are placed at the same level. Get full text 5.5. When approving a document by order, decision, protocol, the approval stamp consists of the word APPROVED (without quotation marks), the name of the approving document in the nominative case, its date and number.

Fundamentals of the State

The passage, consideration and execution of documents is certified by marks on receipt, registration, direction, order of execution, control, transfer, write-off to the archive. All marks are dated and signed, the signature is deciphered. 2.1.4. The organization of document flow within the departments of GBUC TOKG is assigned to the head of the department under his personal responsibility.
2.1.5. The director of the GBUC TOKG, by virtue of his official duties, has the right to sign all documents involved in the document flow of the institution. Persons who have the right to sign on payment documents for non-cash payments through credit institutions are identified in the sample signature cards. The division of the right to sign documents in GBUC TOKG between the director and deputy director for general issues is given in Appendix No. 4.
2.1.6.
Transferring cases to another executor, familiarizing other officials with them, issuing them certificates or information of an official nature, copies of documents is allowed only on the instructions of the Deputy Director for General Affairs, who takes measures to protect the confidentiality of information and is personally responsible for their protection. 1.8. Upon dismissal or temporary absence of an employee (vacation, business trip, etc.), all outstanding documents, seals, stamps, forms, office equipment in his possession are accepted under the responsibility of the head of the department and transferred to the newly appointed employee or other performer with a mandatory note in the accounting book , conducted in the department. The transfer of documents from one unit to another is carried out according to a reasoned resolution of the head of the unit and is mandatory according to the act of acceptance and transfer of cases through the clerk.

Correspondence for dispatch is processed by the clerk in accordance with Postal Rules and sent to its destination on the same day. Documents marked “Urgent” are sent immediately. 2.5.3. Before packing documents, the clerk checks that the address is written correctly, that the document contains the number, date, signature and attachments specified in it.

Documents executed in violation of the requirements of these Instructions and Postal Rules are returned to the department for revision. 2.5.4. The type of sending correspondence (with or without an inventory, by express, simple, registered with a simple or registered notice, valuable letter, parcel post, parcel, express mail, field communication) is determined by the head of the department. The type of shipment is noted in the outgoing correspondence registration book.

2.5.5. Documents sent to the same addressee are placed in one envelope.

Instructions for record keeping in budgetary institutions

The results of the commission's work are documented in an act approved by the head of the enterprise. Officials who have the right to impose an administrative fine Order of the Federal Archive No. 18*(6) approved the list of officials of the archival fund management bodies authorized to draw up protocols on administrative offenses under Art. 13.20 Code of Administrative Offences. These include: - the head of Rosarkhiv, his deputies; - heads of structural divisions of Rosarkhiv, their deputies; - heads of archival bodies of the constituent entities of the Russian Federation, their deputies; - heads of structural divisions of archival bodies of the constituent entities of the Russian Federation, their deputies. These officials can also be subject to administrative liability under the following articles of the Code of Administrative Offenses of the Russian Federation: - Part 1 of Art.

Instructions for conducting office work in a budgetary institution

Requirements for the preparation of documents" (adopted and put into effect by Resolution of the State Standard of the Russian Federation dated 03.03.2003 N 65-st). *(2) "Office work and archiving. Terms and Definitions. GOST R 51141-98" (approved by Decree of the State Standard of the Russian Federation dated February 27, 1998 N 28). *(3) GOST 6.10.4-84. “Unified documentation systems. Giving legal force to documents on computer media and typographs created by computer technology.
Basic provisions" (approved by Decree of the State Standard of the USSR dated October 9, 1984 N 3549). *(4) Decree of the State Standard of the Russian Federation dated December 26, 1994 N 367 "On adoption and implementation All-Russian classifier professions of workers, positions of employees and tariff categories OK 016-94" (ed.
The Tax Code of the Russian Federation establishes the obligation of the taxpayer to ensure the safety of accounting and accounting data for four years. tax accounting and other documents necessary for the calculation and payment of taxes, including documents confirming the receipt of income, expenses (for organizations and individual entrepreneurs), as well as payment (withholding) of taxes; - Article 17 Federal Law“On Accounting” dated November 21, 1996 N 129-FZ (as amended on November 3, 2006) provides for the obligation of organizations to store primary accounting documents, registers accounting and financial statements for periods established in accordance with the rules for organizing state archival affairs, but not less than five years. The document storage period is calculated from January 1 of the year following the year in which the document was issued.

• internal inventory of case documents;
• personal personnel record sheet;
• questionnaire;
• autobiography;
• application for a job;
• a copy of an identity document;
• a copy of the insurance certificate of state pension insurance;
• copy of TIN;
• job description;
• copies of education documents;
• characteristics and letters of recommendation;
• employee personal statements;
• employment contract;
• copies of personnel orders relating to this employee;
• certification sheets;