Instruction for office work in state treasury institutions. Instruction for conducting office work in budgetary institutions

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

Since the value of information in modern world and business is difficult to overestimate, an important role is assigned to the organization's office work and document flow. Often the correctness of decision-making and the final result depend on the clarity and clarity of the wording, the speed of passage of papers.

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 consideration by the clerk;
• registration;
• consideration by the management of the organization and direction for execution;
• execution control.

For outgoing:

• development, registration;
• registration;
• sending.

For internal:

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

For all:

• accounting and analysis of the volume of workflow;
• storage.

The speed of passing the stages directly depends on the correctness of paperwork, as well as on the document flow standards approved in the organization. A sample regulation on document management in the organization (2019) can be downloaded below.

GOSTs for office work 2019

The requirements for the execution 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 acquaintance with GOST on office work by studying the terminology, which is described in detail by another national standard - (GOST office work and archiving), since this knowledge will help to correctly understand and use professional vocabulary.

It defines the concepts used in the article:

1. Document - information recorded on the carrier with details that allow it to be identified.
2. Document preparation - putting the necessary details on the document.
3. A 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, we will consider the rules for formalizing official papers.

For those who learned about the existence of a standard in the field of office management 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 entered into force on 01.07.2018 along with.

The new important section “ General requirements to the creation of documents ", which systematizes and describes the rules relating to all types of details, including the text:

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

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

• access restriction bar;
• mark about electronic signature;
• the name of the structural unit - the author of the document;
• the name of the position of the person - the author of the document.

Some requisites are combined into one, for example, the requisite "reference data about the organization" may include not only the postal address and telephone number, but also OKPO, OGRN, INN / KPP.

The section "Registration of requisites" has been supplemented with the rules for the use of introductory addresses and final etiquette phrase, electronic signature, as well as the signature of the person acting as the head.

Sample order execution in accordance with GOST (2019)

APPROVED BY

By order of the director

INSTRUCTIONS

ON BUSINESS IN THE STATE BUDGETARY INSTITUTION OF CULTURE TVER REGIONAL PICTURE GALLERY AND ITS DIVISIONS

1. GENERAL PROVISIONS

1.1. Instruction on office work in the State Budgetary Institution of Culture "Tver Regional Picture Gallery" and its divisions (hereinafter referred to as the Instruction) establishes on a single basis the office work system in GBUK TOKG, including departments, services, branches and other structural units that are part of its management structure.

1.2. The instruction determines the procedure for the reception, registration, accounting, preparation, execution, reproduction, control over the execution of documents, sending, forming them into business, storage and use 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 in the part concerning general principles their preparation and execution, formation and registration for delivery to the archive.

1.4. Office work in GBUK TOKG and its divisions is carried out at in Russian , which is the state language of the Russian Federation. The order of using languages \u200b\u200bin the official

paperwork is determined legislation of the Russian Federation ... Details of forms of documents, seals, stamps and signs are also issued in Russian.

1.5. The 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 heads. They ensure that employees study the requirements of this Instruction and monitor its implementation.

1.6. The direct management of office work is carried out by a specialist in the Scientific Secretary Service, who performs his functions in the director's office (hereinafter referred to as a clerk), employees of the divisions are responsible for fulfilling the requirements of this Instruction in the part related to the range of their official duties.

1.7. The documents and the information they contain are not subject to disclosure. These documents can only be viewed by employees who are directly related to them. Transferring to another executor of affairs, familiarizing other officials with them, issuing them certificates or information of an official nature, copies of documents is allowed only at the direction of the Deputy Director for General Issues, who takes measures to protect confidentiality of information and is personally responsible for their protection.

1.8. In case of dismissal or temporary absence of an employee (vacation, business trip, etc.), all unexecuted documents, seals, stamps, forms, office equipment in his possession are taken under the responsibility of the head of the department and transferred to the newly appointed employee or other performer with a mandatory mark in the accounting book conducted in the unit. The transfer of documents from one department to another is carried out according to a reasoned resolution of the head of the department without fail under the act of acceptance and transfer of cases through the clerk.

Reception and transfer of cases upon release and appointment of the head of the 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 is carried out by the clerk. Documents are submitted for consideration and execution on the day of receipt with a frequency of at least twice a day in accordance with the established schedule. Urgent documents are delivered immediately.

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

When registering incoming, outgoing and internal documents in GBUK 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 of receipt, registration, direction, order of execution, control, transfer, write-off to the archive. All marks are dated and signed, the signature is decrypted.

2.1.4. Organization of document flow within the departments of GBUK TOKG is assigned to the head of the department under his personal responsibility.

2.1.5. Director of GBUK TOKG by virtue of his entrusted job responsibilities has the right to sign all documents involved in the document flow of the institution. Persons entitled to sign on payment documents by cashless payments through credit institutions are defined in the signature cards. The differentiation of the right to sign documents in GBUK TOKG between the director and the deputy director for general issues is given in Appendix No. 4.

2.1.6. Letters, orders, orders, regulations, instructions signed or approved by the head of the institution, decisions and extracts of coordination meetings, information letters, plans and analyzes are transmitted at the direction of the signatory head of the institution for review and execution to 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, facsimile 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 immediately transferred to the destination.

2.2.3. When the envelopes are opened, the correct delivery address, the integrity of the packaging and the presence of the specified attachments are checked. Mistakenly delivered documents are forwarded as belonging or returned to the post office. In case of a shortage or damage to documents received from organizations, an act is drawn up in two copies (Appendix No. 5): the first copy of the act 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 Issues.

2.2.4. Envelopes or that part of the package, which indicates the postal details, inventories of the documents enclosed in the envelope, are pinned to the documents and saved by the performer until a decision is made on them. If the date of dispatch and return address are indicated only on the envelope, the dates of signing the document and its receipt have a discrepancy of more than a month, there are no separate documents in the envelope, or a discrepancy between the numbers of the documents and the enclosed inventory is established, the clerk makes a corresponding mark on the envelope or inventory.

2.2.5. Stamp or hand stamp showing arrival date and individual incoming

affixed:

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

on postal itemsnot subject to opening - on back side envelope.

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

2.2.7. Upon preliminary consideration of the incoming document signed by the head of the institution, a structural unit (official) is established, where (to whom) the document should be submitted for consideration or execution, the index of the structural unit and the date of the deadline for the consideration or execution of the document, if any, are put 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 divisions for consideration by the relevant head or his deputy in accordance with the distribution of duties on the day of receipt of documents (if necessary, copies are taken from them).

2.3. Registration, registration 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 and executive and other internal documents - in the book for accounting and control of internal documents (Appendix No. 7), outgoing correspondence - in the book of accounting for 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 conducted 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 registration book of documents.

2.3.4. When registering documents, the correspondent is the institution or organization that directly sent or receives the correspondence, and not the higher authority.

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

2.3.6. Director's orders are issued under the number according to the registration book (Appendix No. 9), instructions, orders, initiative documents (provisions, instructions, reviews, analyzes, etc.) - under the serial number for the same registration book with the addition of the structural unit index through a fraction that prepared them. If several divisions took part in the preparation of instructions, orders, an index of the one that was responsible for its preparation is put down. Sequential numbering is carried out throughout the year.

2.4. Consideration and execution of documents

2.4.1. The execution of the document is entrusted by the head to one or several departments or officials. If the document is transferred to several performers, then the document is transferred to the responsible executive named first in the resolution. Copies taken by the clerk are handed over to applicants for the preparation of a single answer to the order of the head.

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

2.4.3. The documents received by the institution are considered by the head or deputy as they are received during the current day until 4 pm, documents received after 4 pm - until 11 am the next working day. Orders containing the "urgent" mark are considered by the head of the institution within an hour from the moment they are received.

Having considered the documents in a timely manner, 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 performer is indicated.

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

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

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

2.4.7. The documents are signed by the director of GBUK TOKG, his deputy for general issues or other officials in accordance with the established distribution of duties and powers. In the lower left corner of the outgoing document, the surname and initials of the responsible executor and his phone number are put. Visas for the head of the department responsible for drafting the document and 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 reproduction by means of small printing, only the original is signed, which remains in the institution.

2.4.9. The executed documents are transferred to the clerk in the form selected for filing and sending, with the executor's mark of execution, or a brief note if a written answer has not been drawn up.

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

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

2.4.12. The clerk marks the specified new deadline in the correspondence register. A copy of the unexecuted document is stored in a folder labeled “for control” until the document is fully approved by the contractor within the control timeframe established by 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 dispatch before 4 pm are processed by him on the same day, after 4 pm - on the same day or the next working day, taking into account the deadline for the execution of the document.

2.5.2. Correspondence for dispatch, processed by the clerk in accordance with

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

2.5.3. Before packing the documents, the clerk checks the correctness of the spelling of the address, the presence on the document of the number, date, signature and the attachments specified in it. Documents drawn up in violation of the requirements of this Instruction and Postal Rules are returned to the division for revision.

2.5.4. The type of correspondence dispatch (with or without an inventory, by courier, simple, ordered with a simple or customized notification, valuable letter, parcel post, parcel, express mail, field communications) is determined by the head of the department. The type of dispatch is noted in the outgoing correspondence register.

2.5.5. Documents sent to the same addressee are put into one envelope. Registered letters, parcels and parcels are handed over to the post office according to the inventory, which indicates the document numbers, date of dispatch, addresses and type of dispatch. Correspondence shall contain the postal code, address and name of the addressee, the postal code and address of the sender.

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

2.5.7. Documents addressed to institutions located within the city of Tver, as a rule, are handed over 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 to draw up a register when sending registered or valuable letters in quantities over 10. (Appendix No. 11).

2.5.8. Documents mass mailing (orders, instructions, instructions, work plans and analyzes, informational and methodological letters, reviews, report forms, books, brochures, etc.) are reproduced by the executor of the structural unit and sent to the clerk according to the order of the unit. The order specifies the addressees and the number of copies to each address; it is drawn up, signed and dated by the responsible executor.

2.5.9. The responsibility for organizing the dispatch of the correspondence of the institution lies with the clerk. At the same time, for its timely dispatch, the deputy director for general issues organizes the transport of the institution and, if necessary, the courier from among the staff of the GU TOKG.

2.5.10. If a document sent to the addressee through various communication channels is returned, when it is re-sent, 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 the heads of departments. The clerk for the books of accounting and control of incoming and internal correspondence, at the same time controls the deadlines for the execution of documents, reminding the executors of the deadlines and informing the director or deputy director for general issues in cases of untimely execution of orders.

3.2. Documents, the control of the execution of which is designed for a long period of validity (periodic reports to the controlling or higher organization, etc.), as well as materials related to their execution, are formed in structural divisions in cases in the relevant areas or issues.

3.3. ... Assignments or assignments due a certain period, are executed no later than the date specified in them. Draft documents in fulfillment of instructions are submitted for signature to the head of the institution or his deputy on general issues no later than one day before the expiration of the established deadline. The term of execution is extended by the official who gave the order, unless otherwise established by him.

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

4. RULES FOR REGISTRATION OF DOCUMENTS

4.1. Documents, regardless of whether they are written on a blank sheet or on a letterhead, 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 design of official letters, one type of form is used, used for correspondence with government agencies: general (company) letterhead, made by typographic method. Appendix No. 12 shows the general longitudinal form of the GU TOKG, printed from a computer.

The composition of the details of the form 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 paperwork".

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

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

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

facsimile message form (Appendix No. 15);

telephone message form (Appendix No. 16).

The use of freeform forms is prohibited.

The first page of the document is printed on the letterhead, the 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 permanent correspondents and in other cases when the identification of a specific person does not cause difficulties.

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

4.4. When sending a document to an organization or its structural unit, their name is indicated in nominative ; 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.

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 name of the position of the addressee.

4.6. If the document is sent to several homogeneous organizations or to several structural units one organization, then they are indicated in general.

4.7. The "Addressee" variable 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: GBUK Tver Regional Picture Gallery

Sovetskaya st., 3

tver, 170640

4.8. In letters with several addressees, the word "copy" is not used. When preparing for dispatch, the correspondent is marked to whom this copy of the document is sent.

It is not allowed to indicate more than four addressees on the document; at more mailing list is drawn up and one address is indicated on each document. The list is attached to the copy of the sent document.

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

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

4.11. The date of the document is: the day of its signing or approval; for solutions collegial body - the day of its adoption; for the minutes - the date of the meeting (decision-making); for the act - the date of the event. The date is formatted in Arabic numerals in the sequence: day, month, year (for example, 09/15/2011.). Allowed is a verbal and numeric formatting of the date without quotes (for example, 15 september 2011 g.). In this case, the day of the month is put down by the person who signs or approves the document.

4.12. In outgoing documents, a reference to the number and date of the document being executed is mandatory.

4.13. The document (with the exception of the letter) indicates its type: order, order, certificate, service note, information mail etc.

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

In the document, the title is formulated in a generalized manner 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 about the presence of an application named in the text of the document is made out below the text from the border of the left margin as follows:

5 liter supplement

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

Appendix: remarks to the draft instructions for 12 pages.

If another document is attached to the document, also having an attachment, the mark on the presence of an attachment is made as follows:

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

If the application is not sent to all the addressees indicated in the document, then the mark of its presence is drawn up as follows:

Appendix: to the first address, only 10 liters.

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

Appendix: Diploma No. E 105122 in the name of graduation from Tverskoe state university, .

When a large number 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 liters.

5. SIGNATURE AND VISION OF DOCUMENTS

5.1. The "signature" variable includes the name of the position of the person who signed the document, personal signature and its decoding.

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

Head of the Scientific and Exposition Department

GBUK Tver Picture Gallery Personal signature

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

When a document is signed by several persons of equal rank, 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", handwritten signature "Deputy." Or a forward slash in front of a job title.

5.4. The document is approved by an official (officials) or a specially issued document. When document approval by an official, the approval stamp must consist of the word APPROVED (without quotes), the name 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 stamp of approval consists of the word APPROVED (without quotes), 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 stamp of approval consists of the word AGREED, the position of the person with whom the document is agreed (including the name of the organization), personal signature, decoding of the signature (initials, surname) and the date of approval.

5.7. The approval of the document is drawn up with a visa, which includes the personal signature of the approver, the decryption of the signature and the date of approval, if necessary - the position of the approver.

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 the copies remaining in the institution. On the left, the visa of the person who prepared the document is affixed; on the right - the visas of the persons with whom it is agreed.

If there are comments on the document, the visa is drawn up with the phrase: "comments are attached" personal signature, its decoding, date.

5.8. The surname, initials of the contractor and his office phone number must be indicated in outgoing documents or on the back of the last sheet of the document in the lower left corner.

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

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

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

6. RULES FOR REGISTRATION OF TELEGRAMS AND TELEPHONOGRAMS.

RECEPTION AND TRANSMISSION OF SERVICE INFORMATION THROUGH CHANNELS

FAXIMILITY (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, punctuation marks, if their absence does not distort the meaning of the transmitted information. Numbers are indicated by numbers, the most important data are written in words. At the beginning of the text of the telegram, a link is given to the number and date of the document being executed or the number of the recipient's correspondence, at the end -

the outgoing number of the sender's correspondence is given (for the TG index, see Appendix 16) .After the number, the position and surname (legible) of the person who signed the telegram is indicated. Telegrams are signed by the director and his deputy for general issues. Below the signature of the head, the full mailing 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 instance:

Moscow Tretyakov Gallery Ivanov

Soviet st. 3 Tver 170640 GBUK Tver Picture Gallery

Director Personal signature Kuyukin

Use Handless,

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

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

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

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

7. RULES OF MACHINE PRESENTATION OF DOCUMENTS

7.1. Service documents are printed by executors or a clerk on computers.

7.2. Manuscripts handed over to the clerk for printing, as well as inserts, footnotes, corrections, 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 performer, and the number of correspondence are indicated.

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

individual elements of his requisites are printed in one standard font.

7.5. When drawing up instructions, provisions for highlighting sections, subsections, different fonts can be used.

Documents must have margins (mm):

top - at least 20;

right - at least 10;

bottom: for A4 format - at least 20;

for A5 format - at least 15.

Information documents can be printed on the back of the sheet.

8. DRAFTING OF THE CASE NOMENCLATURE

8.1. A case nomenclature is a systematic list of case headers with an indication of their retention time. The nomenclature of cases is drawn up in each structural unit of the GU TOKG for the coming period (Appendix 18) is drawn up in the last quarter of the current year with the participation of the clerk.

The unit 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 the general short name of the documents filed in the case (volume). The number of volumes to be filed for half a year, quarter or month of the year, depending on the volume of filed documents of dependence, is indicated in column 3 of the form.

8.2. The nomenclatures of cases have been in effect for a number of years, are subject to re-drafting and reconciled in the event of a radical change in the functions of departments, departments or structure.

If no such changes have occurred, the nomenclature of cases (no later than December of the current year) is reprinted with appropriate amendments, approved and put into effect from January 1st next year. Cases on issues that have been resolved for over a year (rolling cases) are included in the nomenclature 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 summary record of the number of cases opened and this data is used when transferring cases to the archive of the institution ..

9. EXPERTISE OF DOCUMENTS FOR TRANSFER TO ARCHIVE

9.1. Examination of the value of documents - the study of documents on the basis of criteria for their value in order to determine the storage time of documents and their selection for inclusion in the Archive 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 for 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", "The List of Typical Administrative Archival Files Generated in the Process of government agencies, network self-government and organizations, indicating the storage time ", approved by the Order of the Ministry of Culture of the Russian Federation of 01.01.2001 No. 000 (Appendix 19) and this instruction.

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

Instruction for office work

The nomenclature of cases is drawn up in each structural unit of the GU TOKG for the coming period (Appendix 18) is drawn up in the last quarter of the current year with the participation of the clerk. The unit 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 the general short name of the documents filed in the case (volume).

The number of volumes to be filed for half a year, quarter or month of the year, depending on the volume of filed documents of dependence, is indicated in column 3 of the form. 8.2. The nomenclatures of cases have been in effect for a number of years, are subject to re-drafting and reconciled in the event of a radical change in the functions of departments, departments or structure.

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

N 152-FZ "On personal data", dated 02.05.2006 N 59-FZ "On the procedure for considering appeals of citizens of the Russian Federation", dated 27.07.2006 N 149-FZ "On information, information technologies and information protection", dated 27.12 .2002 N 184-FZ "On technical regulation" (as revised on 01.12.2007), dated 22.10.2004 N 125-FZ "On archival affairs in the Russian Federation" (as revised on 13.05.2008) (hereinafter - the Law 125-FZ); - Law of the Russian Federation of 10/25/1991 N 1807-1 "On the languages \u200b\u200bof the peoples of the Russian Federation" (as amended on December 11, 2002); - Part 4 of the Civil Code of the Russian Federation; - Resolutions of the RF Government of December 27, 1995 N 1268 "On the streamlining of 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 Archival Agency" (as amended by

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 preposition "For", handwritten signature "Deputy." Or a forward slash in front of 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 name 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 stamp of approval consists of the word APPROVED (without quotes), the name of the approving document in the nominative case, its date and number.

Foundations of the state

The passage, consideration and execution of documents is certified by marks of receipt, registration, direction, order of execution, control, transfer, writing off to the archive. All marks are dated and signed, the signature is decrypted. 2.1.4. Organization of document flow within the departments of GBUK TOKG is assigned to the head of the department under his personal responsibility.
2.1.5. The director of GBUK TOKG, by virtue of the duties assigned to him, has the right to sign all documents involved in the document flow of the institution. Persons entitled to sign on payment documents by bank transfer through credit institutions are identified in the signature cards. The differentiation of the right to sign documents in GBUK TOKG between the director and the deputy director for general issues is given in Appendix No. 4.
2.1.6.
Transferring to another executor of affairs, familiarizing other officials with them, issuing them certificates or information of an official nature, copies of documents is allowed only at the direction of the Deputy Director for General Issues, who takes measures to protect the confidentiality of information and bears personal responsibility for their protection. 1.8. In case of dismissal or temporary absence of an employee (vacation, business trip, etc.), all unexecuted documents, seals, stamps, forms, office equipment in his possession are taken under the responsibility of the head of the department and transferred to the newly appointed employee or other performer with a mandatory mark in the accounting book conducted in the unit. The transfer of documents from one department to another is carried out by a reasoned resolution of the head of the department without fail on the act of acceptance and transfer of cases through the clerk.

Correspondence for dispatch is processed by the clerk in accordance with the Postal Regulations and sent to the destination on the same day. Documents marked "Urgent" are sent immediately. 2.5.3. Before packing the documents, the clerk checks the correct spelling of the address, the presence of the number, date, signature and annexes specified in it on the document.

Documents drawn up in violation of the requirements of this Instruction and Postal Rules are returned to the division for revision. 2.5.4. The type of correspondence dispatch (with or without an inventory, by courier, simple, ordered with simple or registered notification, valuable letter, parcel post, parcel, express mail, field communication) is determined by the head of the department. The type of dispatch is noted in the outgoing correspondence register.

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

Instruction for conducting office work in budgetary institutions

The results of the commission's work are formalized in an act, which is approved by the head of the enterprise. Officials entitled to impose an administrative fine By Order of Rosarkhiv N 18 * (6), a list of officials of the archive fund management bodies authorized to draw up protocols on administrative offenses provided for in Art. 13.20 Administrative Code. 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 subdivisions of archival bodies of the constituent entities of the Russian Federation, their deputies. responsibility for the following articles of the Code of Administrative Offenses of the Russian Federation: - Part 1 of Art.

Instruction for conducting office work in a budgetary institution

Requirements for paperwork "(adopted and put into effect by the Resolution of the Gosstandart of the Russian Federation of 03.03.2003 N 65-st). * (2)" Office work and archiving. Terms and Definitions. GOST R 51141-98 "(approved by the Resolution of the State Standard of the Russian Federation of 27.02.1998 N 28). * (3) GOST 6.10.4-84. “Unified documentation systems. Giving legal force to documents on a machine medium and a machine-graded machine generated by computer technology.
Basic Provisions "(approved by the Resolution of the Gosstandart of the USSR of 09.10.1984 N 3549). * (4) Resolution of the Gosstandart of the Russian Federation of 26.12.1994 N 367" On the adoption and implementation of 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 for four years to ensure the safety of accounting and tax accounting and other documents required for calculating and paying taxes, including documents confirming the receipt of income, the implementation of expenses (for organizations and individual entrepreneurs), as well as the payment (withholding) of taxes; - Article 17 of the Federal Law "On Accounting" dated 11.21.1996 N 129-FZ (as amended on 03.11.2006) provides for the obligation of organizations to keep primary accounting documents, registers accounting and accounting reports within the terms established in accordance with the rules for organizing state archival affairs, but not less than five years. The storage period of the document is calculated from January 1 of the year following the year when the document was drawn up.

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