Office work and office

Order and order: the procedure for issuing at the enterprise

Ekaterina Kameneva
November 12, 2008 4:13 pm

The procedure for issuing orders and orders consists of separate stages, which are carried out in a certain sequence. It would be wrong to start the article with a direct consideration of these stages. First you need to determine the main purpose of the order and order, to identify the similarities and differences that exist between these types of documents.

Order and order: what are the similarities and differences

It should be noted right away that the order and the order refer to administrative documents issued in the conditions of a sole decision-making. In such circumstances, the power on all management issues at the enterprise as a whole belongs to its head, and on management issues within the structural unit - to the head of the appropriate level.

Orders and decisions contained in the text of an order or order may be directed to:

• improvement organizational structure enterprises;
• choice of means and methods for the implementation of the main (or production) activities of the enterprise;
• providing the enterprise with financial, labor, material, information and other resources;
• approval of organizational documents and amendments to them, etc.

At the same time, it should be noted that the instructions and decisions contained in orders or instructions are binding on all or certain employees of the enterprise.

And now we will try to identify the differences between the types of documents we are considering.

Order - this is a legal act issued by the head of the enterprise (its structural unit), acting on the basis of unity of command in order to resolve the main and operational tasks facing the enterprise.

1. Initiating the issuance of an order or order.
2. Collection and analysis of information for the preparation of a draft document.
3. Preparation of a draft order or order.
4. Coordination of the draft document.
5. Refinement of the draft order or order according to the comments of the approvers.
6. Signing an order or order.
7. Registration of an order or order.
8. Bringing the order or order to the performers.

The above stages are performed sequentially, from the first stage to the eighth, in addition, the fifth stage may be absent altogether if there are no comments on the draft document at the approval stage.

Let's consider each stage separately.

Initiating the issuance of an order or order

Draft orders and instructions may be prepared in the following cases:

• on a planned basis (in accordance with a previously developed plan or program);
• on behalf of the management of the enterprise;
• at the initiative of leaders structural divisions or - subordinate enterprises, as well as individual specialists.

The justification for the need to issue an order or order may be stated in a memorandum, a certificate of analytical or informational content, a proposal, a conclusion, an act, an official letter. These documents act as the initiating decision.

P. 3.11. GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements.

The date of the document is drawn up in Arabic numerals in the sequence: day of the month, month, year. The day of the month and the month are drawn in two pairs. Arabic numerals, separated by a dot; year - four Arabic numerals.

It is allowed to format the date in a verbal-numeric way, for example June 05, 2003, as well as formatting the date in the sequence: year, month, day of the month, for example: 2003.06.05.

Example 1

LLC "Novostroyregion-A" receives a letter-message from the software developer OJSC "Technologies of the 21st Century" about the release of a new version of the warehouse accounting software "Warehouse +", as well as a CD-ROM with an update module and instructions for updating. Having received this letter, the head of Novostroyregion-A LLC issues a resolution in which he instructs the warehouse manager A.V. Stepanov. analyze new possibilities of the automation system warehouse accounting and report on the need to migrate to a new version of the program. Stepanov A.V. prepares a memorandum addressed to the General Director, in which he reports that the transition to a new version of the system will allow more efficient organization of work on accounting for goods and increase the efficiency of staff work. After reviewing this report, general manager creates a new resolution in which he instructs to prepare a draft order for the commissioning of a new version of the warehouse accounting automation system. That is, in this situation, the initiating documents for issuing the order were a letter from JSC Technologies of the 21st Century and a memo from the warehouse manager Stepanov A.V. Based on these documents, the head of the enterprise gave instructions for the preparation of a draft order.

Collection and analysis of information for the preparation of a draft order or order

This stage involves, first of all, the collection and analysis of objective, sufficient and timely information necessary for the development management decision, which will subsequently be reflected in the issued order or instruction.

Sources of information can be:

• legislative acts and normative documents;
• current documentation of the organization;
• documents received from other organizations;
• archival documents;
• publications in periodicals;
• scientific materials, etc.

The result of the collection and analysis of information is the development of a management decision. It is worth paying attention to the fact that in the process of analyzing information, it is usually worked out various options decisions and after their comprehensive evaluation, one, the most acceptable, is selected.

Continuation of Example 1

Preparation of a draft order or order

Speaking about project preparation, it should be noted that a specialist (or developer) prepares a project, not a document. The project has no legal force, and in order for the draft administrative document to become an order or instruction, it must go through the procedure of approval and signing. In addition, after signing, registration of the document is required.

A draft order or order is prepared by a specialist or specialists of structural units. If the draft document affects the interests of various departments, then by decision of the management of the enterprise, a temporary commission should be created or a group of workers should be appointed to prepare the project.

Draft orders and instructions are drawn up in accordance with the requirements of GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” (hereinafter - GOST R 6.30-2003).

So, draft orders and instructions are printed on letterheads A4 format, i.e. 210 × 297 mm. Usually, special forms are developed for orders and orders. According to GOST R 6.30-2003, they are called "forms of specific types of documents." Such forms (other than letters), depending on constituent documents organizations include the following:

• National emblem Russian Federation(or the coat of arms of a constituent entity of the Russian Federation, or the emblem of an organization, or trademark(service mark);
• name of company;
• name of the document type;
• place of compilation or publication of the document;
• as well as restrictive marks for details:

Document date;

Registration number of the document.

The size of the margins of the forms deserves special attention. So, in accordance with GOST R 6.30-2003, the form must have fields of at least:

• 20 mm - left;
• 10 mm - right;
• 20 mm - top;
• 20 mm - lower.

The left margin is used to bind the document into a case. From this we can conclude that when developing document forms for long (over 10 years) and permanent storage periods (which include orders and instructions), it is better to set the left margin in the range of 30-35 mm, and not 20 mm.

Table 1. Mandatory details of the order and instruction

	Name of props	The moment of registration props
Document edition
	name of company
	name of the document type	no need to fill out, present on the form
	place of compilation or publication of a document	no need to fill out, present on the form
	document date
	document registration number	issued after signing at the time of registration of the document
	heading to text
	document text	drawn up during the preparation of the draft document
	visa approval of the document (may also be, if necessary, a stamp-approval of the document)	are fully drawn up during the approval of the draft document
	full signature	issued at the time of signing the document
	depending on the constituent documents, the State Emblem of the Russian Federation may be present (or the coat of arms of the subject of the Russian Federation, or the emblem of the organization, or a trademark)	no need to fill out, present on the form
Statement for control and execution
	mark of control	issued when a document is submitted for control
Removal from control and sending the document to the case
	a note on the execution of the document and sending it to the case	is issued upon removal from control and sending the document to the case

Now let's move on to the consideration of the design features of draft orders and orders. Let's start with text composition rules. He always expressed in the first person singular and consists of two parts:

• stating (or preamble) and
• managerial.

V ascertaining part the rationale for the prescribed actions is given. If the basis for issuing an order or order was a legislative or regulatory legal act of a higher organization or a document previously issued by this organization, its name, date and number are indicated in the ascertaining part. In this case, wordings such as “Based on”, “In execution”, “In accordance with” can be used. If an order or order is issued on an initiative basis, the stating part formulates the goals and objectives of the prescribed actions, sets out the facts or events that caused the issuance of the order or order.

The ascertaining part usually begins with the words "In order", "In connection", etc.

There are cases when the ascertaining part may be absent due to the fact that the prescribed actions do not need clarification or justification.

The ascertaining part in orders is separated from the administrative part by the word “I ORDER:”, and in orders - by the word “I OFFER:” or “I OBLIGATE:”. These words are printed on a new line from the field in capital letters.

Administrative part should contain a list of prescribed actions, indicating the performer of each action and the deadlines for implementation.

Often there is a division of the administrative part into paragraphs due to the fact that it is assumed that there are several performers for various instructions with their own deadlines.

Document Fragment

Organizational and administrative documentation. Documentation requirements: Guidelines for the implementation of GOST R 6.30-2003. In the event that the action involves a specific performer, the corresponding paragraph of the document should begin with an indication of the position and surname of the executor (initials in the text are placed after the surname) in the dative case. Organizations or structural subdivisions can be indicated as executors. Information about the managerial action is conveyed by a verb in an indefinite form and an addition with the designation of the object of the action. For instance: 1. Head of the Department of International Operations A.D. Kotov prepare a draft "Instructions on the organization of work on ...". 2. Head of the Legal Department S.G. Melnikov provide the Department of International Operations with the necessary regulatory legal acts and methodological documents. An indication of the due date is given on a separate line and is drawn up as the date of completion of the execution. For instance: 3. Deadline for submission is 15.07.2003. In the last paragraph of the administrative part, the specific persons who are entrusted with control over the execution of the administrative document are indicated. For instance: Control over the execution of the order shall be entrusted to the Deputy Chairman of the Board of the bank Sidorov K.M.

Document Fragment

Standard instruction on office work in federal executive bodies, approved by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536. If the order changes or cancels any of its provisions, then one of the paragraphs of the administrative part of the text must contain a reference to the canceled document (document paragraph) indicating its date, number and heading. The text of the paragraph should begin with the words "Recognize - invalidated ...". The order should not include the item "Order to bring to the attention of ...". The subdivisions (officials) to which the order is brought to their attention are listed in the distribution index, which the contractor prepares along with the draft order.

The text of any organizational and administrative document drawn up on A4 paper must be printed through one and a half line spacing.

An order or instruction may have different applications: regulations, regulations, lists, lists, graphs, tables, sample documents, etc. However, the requisite "Mark of the presence of the application" is never issued on orders and instructions due to the fact that the link to the application is given directly in the text of the administrative document.

If the application is of a reference or analytical nature (diagram, table, list, etc.), then the text of the order or instruction contains a reference “according to Appendix 2” or “(Appendix 2)”. At the same time, the word “Appendix” is written on the first page of the application in the upper right corner, below is a link to the order or instruction. If there are multiple applications, they are numbered.

Example 2

header must be drawn up without fail on all draft orders and instructions and include summary document.

He should answer the question “about what (about whom)?”, for example, “On approval of the instructions for office work”, “On the certification of employees of CJSC Svyazinvestcom”, “On the implementation of the concept of improvement documentation support management".

At the same time, the title should occupy no more than five lines with a total length of up to 150 characters, be printed from the margin (i.e. without paragraph indentation) through a single line spacing without quotes and not underlined, start with an uppercase letter and end without using a period.

We will not dwell on the issues of registration of the mandatory details of the form of an order or instruction, since this is described in detail in the article by E.M. Kameneva "Development of forms of organizational and administrative documents", published in magazines No. 8' and No. 9'2005.

When the draft order or order is prepared, the next stage begins - the approval of the draft administrative document. It is inextricably linked with another stage - the finalization of the draft according to the comments of the approvers officials. Therefore, we will consider both of these stages simultaneously.

Coordination of a draft order or order and finalization of the draft according to the comments of the coordinating officials

Coordination of the draft document implies:

Ensuring the quality preparation of draft documents and their coordination with interested parties is entrusted to the heads of departments that submit the project.

Document Fragment

Clause 2.7.1.2. Model Instruction on office work in federal executive bodies, approved by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536.

Document Fragment

Clause 2.7.1.2. Standard instructions for office work in federal executive bodies, approved by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536. Draft orders (instructions) and annexes to them are endorsed by the executor and the head of the department that submitted the project, the heads of the departments for which the project provides for tasks and instructions, as well as the head of the preschool educational institution and the legal service (signs drafts of regulatory legal acts). Objections to the draft order (instruction) that arise upon approval are set out in the certificate that is attached to the draft. If changes of a fundamental nature are made to the draft order during the approval process, then it is subject to reprinting and re-approval. Draft orders (orders) submitted to the head for signature are endorsed by the deputy heads in accordance with the distribution of duties.

The enterprise should develop a list of types and subspecies of documents indicating the persons whose visas are required upon approval, i.e. indicating the main coordinating, or time sheet of document forms.

The stages of preparing a draft document, its approval and refinement according to the comments of the approvers can be carried out in the so-called "traditional" way or with the help of an automation system - office work and electronic document management.

With the "traditional" way a draft administrative document is prepared on a blank and submitted for approval in paper form.

In this case, the visas of officials are affixed at the bottom of the reverse side of the last page of the draft document. A specialist who prepares a draft order or order can make the basis for further affixing of visas by indicating on the back of the last page of the draft document the positions and names of the coordinators. The requisite "document approval visa" must be drawn up in accordance with GOST R 6.30-2003.

Document Fragment

Item 3.24. GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements. Approval of the document is formalized with a document approval visa (hereinafter referred to as the visa), which includes the signature and position of the approver of the document, the decoding of the signature (initials, surname) and the date of signing. For instance: Personal signature A.S. Orlov date If there are comments to the document, the visa is issued as follows: Comments attached Head of Legal Department Personal signature of A.S. Orlov date Comments are stated on a separate sheet, signed and attached to the document.

At the discretion of the organization, sheet-by-sheet approval of the draft document or the possibility of issuing document visas on a separate approval sheet is allowed. At the same time, the form of the approval sheet is not regulated by either GOSTs or legal acts, and in accordance with this different organizations The approval sheet may take different forms.

When submitting for approval a draft administrative document on paper, only one type of project route is possible: sequential. This means that at the same time, only one of the coordinating officials can have a draft document. In practice, there are often cases when a draft document must be coordinated by managers of the same level, and the order in which they are approved does not matter. Accordingly, a sequential document approval route is not always the best solution.

In addition, the “traditional” method of coordination “eats up” a lot of working time for employees of the enterprise. After all, a paper-based draft document must be independently attributed to the coordinating officials or transferred through the document management service (hereinafter referred to as the DOW service). In the latter case, the approval of the document is stretched for a long time, since the project must first be referred to the DOW service, then it is necessary that the secretary or office manager from the DOW service desired unit he took and handed over the project for approval to his manager, and after approval he returned the project to the service of the preschool educational institution ... This procedure should continue until the project is approved by all the necessary officials. As a result, at medium and large enterprises, the approval of one draft document can take several days.

Coordination of draft documents using systems and electronic document management has many advantages over the "traditional" method. With this approach, the developer of the draft document creates a project in the system, indicates the type of route of movement of the draft document during approval, and activates the approval procedure.

The following negotiation routes are possible:

• sequential: when the project first goes to the first approver; after he carries out the coordination, the project automatically goes to the second coordinator, etc.;
• parallel: when the project is received simultaneously by all the approving parties and they agree on the draft document in any sequence;
• parallel-sequential (or mixed): when the draft document comes first to one group of officials who can carry out coordination in any sequence; and only after all officials from the first group have agreed, the project is sent to the next group of officials.

If we consider the coordination of draft orders and orders, it can be noted that the most optimal would be a parallel-sequential route. In this case, you can organize coordination along the following chain:

• 1 group of approvers - the executor (or developer) of the draft document;
• 2 group of coordinators - the head of the performer;
• 3 group of coordinators - the head (or employee of the preschool educational institution), who checks the draft administrative document for correct execution;
• 4 group of coordinators - heads of departments to whom the project provides for tasks and instructions, as well as the head of the legal service;
• 5 group of coordinators - deputy (or deputies) of the head of the enterprise.

Negotiation using automated systems has more whole line advantages over "traditional" matching. Let's name the main ones:

1. 1. The developer does not need to spend time delivering the project to the coordinating officials, as this is done by the system in accordance with the specified route.
2. 2. The developer can specify the time during which the official is obliged to agree on the draft document.
3. 3. The developer of the draft document can at any time see how the document is being coordinated, which of the officials made the agreement and which visa was issued.
4. 4. Coordinating officials will promptly learn about the receipt of a draft document for approval thanks to a special notification system.
5. 5. The draft document is agreed upon as soon as possible.
6. 6. The draft document cannot be lost during the approval process.
7. 7. The system can store all versions of the project, visas and approval notes.

Despite the above, quite significant advantages of "electronic" approval, it is currently used in a small number of enterprises. And the reason for this is as follows: it is possible to automate work with draft documents, including the approval stage, only if all managers become active users of systems and electronic document management, because they are the main coordinating officials. Unfortunately, practice today shows that in most organizations and enterprises, the main users of automation systems are secretaries and those responsible for office work, whose competence does not include the coordination of draft documents.

Now consider what happens if one of the approvers does not agree with the content of the draft document.

In case of issuance by one or more approvers fundamental remarks, changing the essence of the document, the draft must be reprinted (i.e., must be created a new version draft document) and re-agreed.

If during the coordination were made editorial comments, that do not change the content of the project, then the project is also subject to reprint, but re-approval in this case is not required.

Signing an order or order

The approved draft document is submitted to the manager for signature.

If approval visas were issued not on the back of the last sheet of the project, but on a separate approval sheet, then in this case it is also necessary to transfer the approval sheet of the project document to the manager.

The signature of the manager turns the draft document into a full-fledged document, after which it must be registered.

Registration of an order or instruction

Document registration is a record of credentials about a document by prescribed form, fixing the fact of its creation, sending or receiving.

In our case, registration will record the fact of creating a document. It should be noted that registration is also needed for further accounting of documents and organization of reference work.

Registration can be done in one of three ways:

• document record in paper magazine(journal registration form);
• an entry in a paper registration and control card - (card form of registration);
• entering information about the document into the system of office automation and electronic document management - (automated registration form).

It should be noted that at present it is the automated registration of documents that is expedient, since it has many advantages compared to the journal and card forms of registration. To name a few of these benefits:

• quick search for documents by any requisite or requisites;
• automatic generation of reports, summaries, conducting reference and analytical work on documents;
• automatic control for the execution of instructions (documents);
• the possibility of simultaneous registration of documents at several workplaces and others.

Moreover, automated registration of documents is possible without the introduction of specialized software at the enterprise.

In most small companies, it is carried out using MS Excel by filling out an ordinary table.

During registration, the document is assigned registration number and date of the document. The date of the order and order should be the date of signing, hence we can conclude that orders and orders should be registered on the day they are signed.

Registration of documents is carried out within groups, depending on the name of the type of document. In addition, orders (as well as orders) for the main activity, for personnel and for administrative and economic issues are recorded separately. This means that the above subtypes of orders and instructions will have not a common, but a separate numbering.

Now we will give the requirements for registration of the registration number and the date of the document, enshrined in GOST R 6.30-2003.

Document Fragment

Document Fragment

Usually, it is the digital method that is used to issue the date of the order and order, for example, 02/05/2007.

Bringing an order or instruction to the executors

Bringing the administrative document to the executors is the replication of the document, its distribution (as soon as possible) or transfer to the executors.

With the “traditional” organization of office work, copies are most often made of orders and instructions, less often extracts are made, which are then sent to performers or employees of the organization in accordance with the distribution index (it is also compiled and signed by the performer).

If a system of office automation and electronic document management is used when working with documents, then in most cases (when an employee does not need to be acquainted with a document against signature, which is relevant, for example, when drawing up some administrative documents for personnel), the registered document is sent to employees using the systems. This approach allows recipients to receive the document as soon as possible, as well as save material and time resources that are spent with the "traditional" approach for copying documents and transferring copies.

It should be noted that most of the administrative documents are put under control in service of the preschool educational institution. However, execution control is a separate big topic, which we paid enough attention to last year. , .

The topic is continued in the article by V.P. Kozyreva "Development of draft administrative documents: interaction between the responsible executor and the office work specialist."

When an experienced specialist shares his experience, it is always interesting. And especially when it comes to establishing constructive interaction with colleagues from other departments. You will learn how to prepare a draft administrative document in compliance with the rules of office work and all the subtleties of the Russian language. GOST R 6.30-2003 fixes only the most basic requirements for the execution of administrative documents. The author tells how they were finalized (expanded) and implemented in an interregional telecommunications company. Specific examples of wording for various situations and the presence of design samples make the article very convenient for her practical application in your work. The article was published in the July issue of the journal

13 Ordinal numbers are assigned during the calendar year, i.e. first next year serial numbers will again begin with one.

14 See the article by O.V. Ryskova "Control over the execution of instructions: the requirements of the regulations federal bodies executive power” on page 24 of magazine No. 1’ 2006.

15 See articles by E.M. Kameneva about ways to control the execution of instructions on page 72 of the magazine No. 9 '2006 and on page 76 of the magazine No. 10 '2006.

FEDERAL COMMUNICATION AGENCY

Federal State Educational state-financed organization higher professional education

"St. Petersburg State University telecommunications them. prof. -Bruevich"

ORDER

"___" 2013 No. ___________

Saint Petersburg

On improving the order of document circulation

In order to improve the order of the University's workflow and strengthen the executive discipline in order to:

2. Approve the list of officials responsible for internal electronic document management by departments (CFD) of the University, as well as e-mail addresses used by departments to receive (send) information within the internal document management, in accordance with Appendix No. 2 to this order.

3. Approve in accordance with Appendix No. 3 to this order:

a list of University officials responsible for external electronic document management in areas of activity, as well as e-mail addresses used by the University to receive (send) information for the purposes of external document management;

a list of University officials responsible for the timeliness of preparation and quality electronic documents in areas of activity directed to external users.

4. Approve the period for processing an electronic document by the recipient units no more than 1 business day from the date of its distribution.

5. By March 1, 2013, the Vice-Rector for Informatization shall ensure:

placement on the website of the University of an electronic template for a mailing list for administrative and normative documents University on paper;

lists of e-mail addresses approved by this order in order to improve electronic document management;

issuance of access keys to newly created mailboxes to officials responsible for electronic document management;

6. The head of the administrative and personnel department should ensure that the lists of officials responsible for electronic document management are updated at least once a month.

7. Vice-rectors, heads of structural units, starting from March 1, 2013, ensure compliance with the procedure for distributing and processing documents in accordance with this order.

8. I reserve control over the execution of the order.

Rector Professor

The draft order introduces:

Vice-Rector for Economics and Development

AGREED:

Vice-Rector for Informatization

Vice-Rector for Security

Head of Administrative and Personnel Department

In a special order on putting the system into trial operation, it must be indicated:

• Terms of trial operation;
• List of departments (workplaces);
• Terms of their equipment with software and hardware;
• Responsible for conducting trial operation in units.

The same order may contain an indication of the approval of the temporary regulations (rules, procedure) for working with the EDMS. After the pilot operation, it is necessary to prepare a list of proposals or recommendations for the transition to the EDMS, which, as a rule, if the proposals were prepared by employees of the customer's organization, are drawn up in the form of an internal service document. This document contains information about the problems that arose during trial operation, as well as proposals for reconfiguring the system.

Regulatory support for the implementation of the EDMS

The effectiveness of the introduction of an electronic document management system, of course, is due to both its cost and the volume of documents processed, as well as the specifics of the company's activities.

Important

Calculations show that, in general, the introduction of an electronic document management system pays off in a year or two.

Stages of implementing an electronic document management system Sooner or later, every manager comes to realize the need to automate the document management system in an enterprise, whose goal is to optimize his production and organizational activities.

Sample order for approval of document flow

After the software product and the work contractor are selected, it is necessary to create an administrative document that will define:

• Implementation team leader on behalf of the customer;
• Compound working group;
• Tasks for preparing a work schedule, involving other specialists involved in the implementation of the EDMS (preparation of technical equipment, information and software, etc.).

An example of an order to create a working group In the future, it will be necessary to issue an order to approve the work schedule for the implementation of the EDMS.

Based on this plan, all subsequent stages of implementation are carried out.

An example of an order to approve the schedule 3. Approval of the list of users, and the definition of a system administrator.

Implementation of an electronic document management system

Pre-project survey, selection of a software product.
The administrative document (as a rule, this is an order) issued by the management at the first stage of implementation contains a justification for the need to implement an EDMS, and the text indicates responsible person, or several persons who must:

• Determine by what forces the system will be implemented (own or with the involvement of the work contractor);
• Determine the general contractor of the work;
• Determine the approximate scope of implementation and the planned budget.

The result of the work on the above order is most often a commercial proposal worked out on both sides.
2. Creation of a working group and approval of the work schedule.

• control of the route and processing of each document, including compliance with the deadlines for their execution and coordination;
• improving performance discipline and minimizing the risk of losing documents and unauthorized access to confidential information;
• the ability to quickly search for any document or package of documents in accordance with the requests generated by the performers;
• reducing the time of passage of control signals both vertically and horizontally;
• increasing the productivity of employees and the efficiency of the entire organization as a whole.

The listed tasks also determine the advantages of introducing an electronic document management system, especially in those enterprises where the annual document flow is calculated in thousands of accounting units, and the archive is in tens of thousands.

Responsible for the formation and signing of electronic documents to appoint [position, F.

AND ABOUT.]. 7. Bring the order to all structural divisions of the organization.

8. I assign control over the execution of the order to [position, F.

AND ABOUT.]. [position, signature, initials, surname] The following people are familiar with the order: [position, signature, initials, surname] The current version of the document you are interested in is available only in the commercial version of the GARANT system.

You can purchase the document for 54 rubles or get full access to the GARANT system free of charge for 3 days.

Buy a document Get access to the GARANT system If you are a user of the Internet version of the GARANT system, you can open this document right now or request it by hotline in system.

March 5, 2018 Login Registration © NPP GARANT-SERVICE LLC, 2018.

Order on the introduction of ED sample

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• Get demo access
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• information bank
• Pick up a kit

Order for the implementation of an electronic document management system [date, month, year] N [value] In order to [fill in the required] I order: 1.

Starting from [day, month, year], implement the electronic document management system of [name] in [name of legal entity].

Position, full name] by [day, month, year] to develop and approve the procedure for electronic document management.

Attention

Responsible for maintaining electronic document management appoint [position, F.

AND ABOUT.]. 4. [Position, full name] organize an electronic archive of received and sent documents. 5. [

Position, full name] to add to the accounting policy of [name of legal entity] the rules for creating, receiving and storing electronic documents.

The team needs to identify the management needs of senior executives, as well as the user needs of front-line performers.

This will help to form the basic requirements for the system and state them in the form of a technical task. At the second stage, taking into account the developed requirements, the choice of the electronic system document flow, which will be optimal both in terms of functionality and cost. If the tasks solved by the company's document management system are quite specific, the electronic system can be developed on a turnkey basis, and then it is the members of the working group who will most closely communicate with the developers, formulating specific tasks for them. At the third stage of the implementation of the electronic document management system, it will be installed and, if necessary, the fleet of technical means will be updated, the outdated equipment will be upgraded and new equipment will be purchased.

Today, electronic document management boldly breaks into our lives, today almost all companies use electronic documents, use email, electronic declarations, especially since for VAT taxation, the mandatory declarations are established by law. Someone moved on and uses electronic document management systems in everyday life and translated all reporting and source documents into electronic form.

The concept of electronic document management and the advantages of electronic document management

Electronic document management is a way of working with documents. Features of electronic document management are that electronic documents signed with an electronic digital signature. Such a document, signed with an EDS, is equal in value to a document on paper.

Electronic document management has its pros and cons.

table
Pros and cons of electronic document management

Advantages of electronic document management	Disadvantages of electronic document management
The ability to quickly find documents; Availability of a centralized document management structure; Systematized storage of documents in electronic archive; Simplicity in registration and coordination of documents; The ability to sign and send documents via electronic communication channels, which saves time; Possibility of drawing up similar documents; Conducting an electronic audit	The need to purchase electronic digital signature; Impossibility of use if the counterparty does not use electronic document management; Additional costs for electronic document management; Lack of unified document flow formats; Distrust of some users to electronic documents

At the same time, electronic document management is developing more and more. And there are prerequisites for this.

Firstly, electronic document management is provided for in tax legislation. For example, when reporting on insurance premiums or personal income tax, it must be submitted to in electronic format if the number of the company is more than 25 people. Electronic reporting must be submitted electronically. In addition, explanations, if the reporting is submitted electronically, in 2017 will also need to be given in the form of an electronic document.

Secondly, electronic document management is accepted in accounting. According to Law No. 402-FZ "On Accounting", the primary accounting document is compiled on paper and (or) in the form of an electronic document signed electronic signature.
Thirdly, in 2017, electronic document management will be further developed in legal proceedings. Thus, many are accustomed to the fact that court decisions are published electronically on the Internet. According to Article 4 of the Arbitration Procedure Code of the Russian Federation, a statement of claim, statement, complaint, presentation and other documents may be filed with the court on paper or in electronic form, including in the form of an electronic document signed with an electronic signature in the manner established by law Russian Federation, by filling out a form posted on the official website of the court in the Internet information and telecommunications network. Similar provisions are established in the part of the civil procedure.

Fourth, electronic technology firmly entered our lives in terms of the use of electronic document management in tender documentation, conducting electronic auctions. According to article federal law dated 04/05/2013 No. 44-FZ (as amended on 07/03/2016) "On the contract system in the field of procurement of goods, works, services to ensure public and municipal needs» under auction in electronic form (electronic auction) means an auction, in which information about the purchase is communicated by the customer to an unlimited number of persons by placing it in a single information system notices of such an auction and documentation about it, the procurement participants are subject to uniform requirements and Additional requirements, the holding of such an auction is provided on electronic platform its operator.

The fifth reason is related to the fact that today many companies operate in different regions, with different cities, so for the organization efficient business it is necessary to speed up the document flow and simplify the relationship between the parties. In this regard, intuitively, many companies introduce electronic document management.

How to introduce electronic document management?

The first step is to take decision in principle on the introduction of electronic document management. Such a decision is issued by order of the enterprise. Some companies develop special local acts that regulate document flow and coordination of documents within the company, such features include the coordination of documents between departments, control, signing by management and storage of archival documents.

At the second stage, you need to choose which signature the company will use when processing documents.

A simple electronic signature is an electronic signature that, through the use of codes, passwords or other means, confirms the fact of the formation of an electronic signature by a certain person.

Unqualified electronic signature is an electronic signature that:

1. obtained as a result of cryptographic transformation of information using an electronic signature key;
2. allows you to identify the person who signed the electronic document;
3. allows you to detect the fact of making changes to an electronic document after the moment of its signing;
4. created using electronic signature tools.

Qualified electronic signature is an electronic signature that meets all the features of an unqualified electronic signature and the following additional features:

1. the electronic signature verification key is specified in the qualified certificate;
2. to create and verify an electronic signature, electronic signature tools are used that have confirmation of compliance with the requirements (Article 5 Federal Law of April 6, 2011 No. For security purposes, it is the enhanced qualified signature.

The third step will be the selection of a special certification center. to choose a company specializing in electronic document management, it is important to evaluate the convenience of working with a particular company. It is important to establish the cost of the services provided, the possibility of additional functions, as well as services for electronic document management, it is also important to establish what responsibility the certification center company bears in case of technical failures and problems in document management.

At the fourth stage, it is necessary to provide documents for the conclusion of the contract.

The fifth stage is the conclusion of an agreement with a certification center. According to Article 2 of the Federal Law of April 6, 2011 No. 63-FZ (as amended on December 30, 2015) "On Electronic Signature", a certification center - entity, individual entrepreneur or government agency or a local government body that performs the functions of creating and issuing certificates of electronic signature verification keys, as well as other functions.

The sixth stage is the introduction of electronic document management in the company, the organization of a specific exchange of electronic documents. Invoices are drawn up in electronic form by mutual agreement of the parties to the transaction and if they have compatible technical means and capabilities for receiving and processing these invoices in accordance with the approved format.

What should the agreement with the certification center contain?

When concluding an agreement with a certification center, it is necessary to pay attention to legal status certification center. Accreditation of a certification center is carried out on the condition, in particular, that it fulfills the requirements for the availability of financial security for liability for losses caused to third parties as a result of their trust in the information specified in the certificate of the electronic signature verification key issued by such a certification center, or the information contained in the register of certificates , which maintains such a certification center, in the amount of at least 1.5 million rubles.

When concluding an agreement with a certification center, it is important to pay attention to the subject of the agreement. According to Article 432 of the Civil Code of the Russian Federation, these are the conditions that are mandatory for contracts of this type. The contract is considered concluded if the parties, in the form required in the relevant cases, reach an agreement on all the essential terms of the contract. That is, it is important to prescribe the subject of the contract as clearly as possible.

The subject of the agreement follows from the law "On Electronic Signature".

Verification Center:

1. creates certificates of electronic signature verification keys and issues such certificates;
2. establishes the validity periods of certificates of electronic signature verification keys;
3. revokes the certificates of electronic signature verification keys issued by this certification authority;
4. issues, at the request of the applicant, means of electronic signature;
5. maintains a register of certificates issued and canceled by this certification center for verification of electronic signatures;
6. establishes the procedure for maintaining the register of certificates;
7. creates, at the request of applicants, keys for electronic signatures and keys for verifying electronic signatures;
8. checks the uniqueness of the keys for verifying electronic signatures in the certificate registry;
9. checks electronic signatures at the request of participants in electronic interaction;
10. carries out other activities related to the use of an electronic signature.

The responsibility of the certification center comes in the following cases:

1. non-fulfillment or improper fulfillment of obligations arising from the contract for the provision of services by the certification center;
2. failure to perform or improper performance of duties (clause 3 of Article 13 of the Federal Law of 04/06/2011 No. 63-FZ (as amended on 12/30/2015) "On Electronic Signature").

As additional conditions an agreement with a certification center may provide for insurance.

How to organize electronic document management within the company?

Inside the company, electronic document management should be organized like clockwork. After all, it is important that electronic document management involves scanning documents, signing with an electronic digital signature. And this means that a specialist is needed who is responsible for electronic scanned copies, and a special software, which allows you to sign documents.

Compilation, execution and approval of draft electronic documents is carried out according to general rules office work established in relation to similar documents on paper. An electronic document must have all the details set for a similar document on paper, with the exception of a seal, since a seal is not a mandatory attribute. Within the company, methods of confirming actions with electronic documents can be used, in which an electronic digital signature is not used. For example, without an electronic digital signature, documents can be put under control.

If you want to organize document flow with your counterparties, then you need to include the relevant provisions in the contract with the counterparty.

Documents are generated and signed electronically. The means of electronic digital signature used must be certified in accordance with the established procedure.

The easiest way is to organize electronic document management with authorities, for example, with the tax service. for this, it is also necessary to obtain an electronic signature and conclude an agreement with a certification center. Most often, taxpayers submit declarations, explanations, and invoices to the tax authority. As " feedback» documents are generated by the tax authority in accordance with the Order of the Federal Tax Service of Russia dated April 15, 2015 No. ММВ-7-2 /149@ "On approval of the procedure for sending documents used by tax authorities in the exercise of their powers in relations regulated by legislation on taxes and fees, in electronic form via telecommunication channels and on the invalidation of certain provisions of the order of the Federal tax service dated February 17, 2011 No. ММВ-7-2 /169@”.

These documents include:

1. clarification requirements;
2. notices of controlled foreign companies;
3. notifications about the call of the taxpayer (payer of the fee, tax agent);
4. tax notice;
5. decisions to suspend operations on the accounts of a taxpayer (fee payer, tax agent) in a bank and transfers of his electronic money;
6. decisions to cancel the suspension of operations on the accounts of the taxpayer (fee payer, tax agent) in the bank and transfers of his electronic money;
7. decision to conduct an on-site tax audit;
8. other documents.

Thus, if we talk about intra-company electronic documents, then their circulation will be regulated by internal local acts, if we talk about relationships with counterparties, then such relationships are regulated by the parties, and if the document flow is organized with authorities, then the authorities will act in accordance with the procedure for electronic document flow, adopted for a particular company.

How to organize the storage of electronic documents?

Main normative act regulating the storage of electronic documents are the Rules for the organization of storage, acquisition, accounting and use of documents of the archival fund of the Russian Federation and other archival documents in the bodies state power, local governments and organizations (approved by Order of the Ministry of Culture of the Russian Federation dated March 31, 2015 No. 526, hereinafter referred to as the Rules). For the first time, this document establishes the rules for storing electronic documents.

How should documents be stored?

Firstly, it is necessary to prepare a nomenclature of affairs of a particular organization. The nomenclature of cases will vary depending on the company, field of activity.

The nomenclature of cases is used to group executed documents into cases, systematize and record cases, determine the terms of their storage and search for documents. The nomenclature of cases is the basis for compiling inventories of cases of permanent and temporary (over 10 years) storage, as well as for recording cases of temporary (up to 10 years inclusive) storage.

Secondly, it is necessary to form cases. To do this, it is necessary to conduct an examination of the value of documents that will be stored in electronic form. Recall that there is normative terms storage of individual documents. For example, accounting documents are kept for 5 years, and tax documents for 4 years.

Thirdly, it is necessary to put a mark that the data is stored in electronic form in the nomenclature of cases. For example, “Timesheets. Electronic Documents.

Fourth, you need to archive the documents.

Before placing an electronic file for storage, it must:
- unload from the electronic system (if the document is created in any special software product);
- protect from possible changes, saving in a suitable format;
- write to a storage medium.

The generally accepted format for storing and archiving electronic documents is PDF/A. It should be distinguished from the usual PDF, with each update of which new possibilities for working with files appear. PDF/A is meant for something else: it is a format for long-term archival storage of electronic documents.

Fifth step is to write descriptions. The inventory includes all electronic files that have been generated in relation to electronic documents. However, instead of the number of sheets, which is indicated when forming cases on paper, the volume of electronic documents is indicated.

The description format might look like this:

Name of the position of the head structural unit
	Signature	Decryption
Signature date
AGREED Job title head of the DOE service
	Signature	Decryption
Signature date
Archive manager (person in charge of the archive)
	Signature	Decryption
Signature date

In general, it is much more convenient to store documents in electronic form, because there is no need to search through a whole room of paper documentation in the future when searching for documents. It is also easier to provide documents in electronic form at the request of the tax, pension fund and other inspectors.

In some cases it is necessary to destroy the documents. For example, long enough stored office notes storage period has expired and must be destroyed. In this case, an examination of the value of documents is carried out. Such an examination can be carried out by a special commission. Based on the results of the examination, an act is issued on the allocation of documents for destruction. The form of such an act is developed by the company independently. And on the basis of the act, disks or other storage media are simply destroyed.

In conclusion, it should be noted that, of course, the future belongs to electronic documents. However, it is important to properly organize electronic document management. Many companies are faced with the problems of improper organization of document management, when only one document is connected to the electronic document management system. workplace in a department or even a department, when most of the documents are still kept on paper. Therefore, all issues regarding electronic document management need to be resolved "on the bank" at the stage of system implementation.

OFFICE OF THE FEDERAL SUPERVISION SERVICE

IN CONSUMER PROTECTION AND HUMAN WELL-BEING

IN THE REPUBLIC OF KALMYKIA

FBUZ "CENTER OF HYGIENE AND EPIDEMIOLOGY IN THE REPUBLIC OF KALMYKIA"

ORDER

dated December 23, 2011
No. 208-p/298-pr
Elista

On electronic document management.

In order to implement the order of the Federal Service for Supervision of Consumer Rights Protection and Human Welfare dated December 22, 2011 No. 923 “On the Procedure for the Exchange of Documents Created in Electronic Form”

I ORDER:

1. Heads of departments and territorial departments (Bogoslavskaya G.I., Solomkina L.B. Savchenko S.P., Pronicheva T.A., Namsinova E.I., Frantsuzov A.A., Dzhevakov E.O., Ubushiev A. .B., Kharinov V.G., Tarbaev A.I., Teldzhiev S.B., Utnasunov V.B.), Deputy Chief Physician of FBUZ "Center for Hygiene and Epidemiology in the Republic of Kalmykia" (Darbakova T.A., Mikhalyaeva L.B.) to the chief doctors of the branches of the FBUZ (Boichenko E.L., Lidzheev A.A-S., Nasunova N.N., Mankirov M.A., Ubushieva N.A., Ubushaeva G.S., Tserenov Sh .B.) accept for execution the order of the Federal Service for Supervision of Consumer Rights Protection and Human Welfare dated December 22, 2011 No. 923 “On the Procedure for the Exchange of Documents Created in Electronic Form”.

2. Document flow between the Office of Rospotrebnadzor in the Republic of Kalmykia, FBUZ "Center for Hygiene and Epidemiology in the Republic of Kalmykia" and the central office of the Federal Service for Supervision of Consumer Rights Protection and Human Welfare, to be carried out exclusively in the form of electronic documents signed by the electronic signature of an authorized person, for except for the documents specified in the list (Appendix 1).

3. Cancel sending paper documents.

4. The documents listed in the list (Appendix 1) must be submitted to Rospotrebnadzor only on paper.

5. Preparation and approval (approval) of organizational and administrative documents in departments and territorial departments of the Office of Rospotrebnadzor in the Republic of Kalmykia, FBUZ "Center for Hygiene and Epidemiology in the Republic of Kalmykia" should be carried out in the form of electronic documents.

6. To impose control over the execution of this order on the Deputy Head of the Department for Supervision of Consumer Rights Protection and Human Welfare in the Republic of Kalmykia D.N. Sandzhiev

Head Yashkulov K.B.

Chief Physician FBUZ "TsGiE" in the Republic of Kazakhstan Dzhambinov S.D.

Annex 1 to the order

dated "___" _______ 2011 No. ____

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documents submitted to Federal Service on supervision in the field of consumer rights protection and human well-being on paper

1. Draft decisions on the undesirability of the stay (residence) of a foreign citizen and (or) a stateless person on the territory of the Russian Federation.
2. Plans for financial and economic activities of subordinate institutions.
3. Budget estimates and estimates of income and expenses of territorial bodies and state institutions.
4. Agreements on the procedure and conditions for granting subsidies for financial security fulfillment of the state task for the provision public services(performance of work).
5. Acts of inspections of financial and economic activities of territorial bodies and subordinate institutions.
6. Annual financial statements.
7. Documents stamped chipboard.
8. Acts on the write-off of fixed assets (in the form approved by the Decree of the State Statistics Committee of Russia dated January 21, 2003 No. 7).
9. Acts on the write-off of vehicles (in the form of OS-4a, approved by the Decree of the State Statistics Committee of Russia dated January 21, 2003 No. 7).
10. Acts of acceptance and transfer of real estate (form OS-1a).
11. FSUE activity programs.
12. Documents on the state defense order.
13. Decisions on appeals against rulings in cases of administrative offenses.
14. Documents on the execution of a private court ruling.