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STATE STANDARD OF THE RUSSIAN FEDERATION

UNIFIED DOCUMENTATION SYSTEMS

UNIFIED SYSTEM OF ORGANIZATIONAL AND ADMINISTRATIVE DOCUMENTATION

DOCUMENT REQUIREMENTS

GOST R 6.30-97

GOSSTANDART OF RUSSIA

Moscow

Foreword

1. DEVELOPED by the All-Russian Research Institute of Documentation and Archiving (VNIIDAD) of the Federal Archival Service of Russia.

REPRESENTED by the Federal Archival Service of Russia.

INTRODUCED by the Scientific and Technical Department of the State Standard of Russia.

3. INTRODUCED FOR THE FIRST TIME.

STATE STANDARD OF THE RUSSIAN FEDERATION

Introduction date 1998-07-01

1 AREA OF USE.

This standard applies to organizational and administrative documents related to the Unified System of Organizational and Administrative Documentation (USORD) - resolutions, orders, orders, decisions, protocols, acts, letters, etc. (hereinafter referred to as documents) included in the All-Russian Classifier management activities(OKUD) (class 0200000) and used in activities:

federal authorities state power, public authorities of subjects Russian Federation, including the subjects of the Russian Federation, which, along with the Russian language as the state national language, have local governments;

Enterprises, organizations and their associations, regardless of the form of ownership and legal form.

This standard establishes: the composition of the details of documents; requirements for registration of details of documents; requirements for forms and paperwork; requirements for the production, accounting, use and storage of forms with the reproduction of the State Emblem of the Russian Federation, emblems of the constituent entities of the Russian Federation.

Details layouts are given in Appendix A; sample forms of documents - in Appendix B.

2. COMPOSITION OF DETAILS OF DOCUMENTS.

2.1. When preparing and processing documents, the following details are used:

01 - State Emblem of the Russian Federation;

02 - emblem of the subject of the Russian Federation;

03 - emblem of the organization or trademark (service mark);

04 - organization code;

05 - document form code;

06 - name of the organization;

07 - reference data about the organization;

08 - name of the type of document;

09 - document date;

10 - registration number of the document;

12 - place of compilation or publication of the document;

13 - stamp of restriction of access to the document;

14- addressee;

15 - document approval stamp;

16 - resolution;

17 - title to the text;

18 - control mark;

19 - document text;

20 - a mark about the presence of the application;

21 - signature;

22 - document approval stamp;

23 - document approval visas;

24 - print;

25 - a mark on the certification of a copy;

26 - mark about the performer;

27 - a note on the execution of the document and its direction in the case;

28 - a mark on the receipt of the document by the organization;

29 - identifier of the electronic copy of the document.

(Changed edition, Rev. No. 1)

2.2. Excluded, Change. No. 1

2.3. Excluded, Change. No. 1

3. REQUIREMENTS FOR REGISTRATION OF DETAILS OF DOCUMENTS.

3.1. The State Emblem of the Russian Federation is placed on the forms of documents in accordance with the Regulations on the State Emblem of the Russian Federation.

3.2. The coat of arms of the subject of the Russian Federation will be placed on the forms of documents in accordance with legal acts subjects of the Russian Federation.

3.3. The emblem of the organization or trademark (service mark) will be placed on the letterheads of organizations in accordance with the charter (regulations on the organization).

The emblem is not reproduced on a letterhead if it contains the State Emblem of the Russian Federation or the coat of arms of a subject of the Russian Federation.

3.4. The organization code is put down according to All-Russian classifier enterprises and organizations (OKPO).

3.5. The document form code is affixed according to the All-Russian classifier of management documentation (OKUD).

3.6. The name of the organization that is the author of the document must correspond to the name fixed in its constituent documents.

Above the name of the organization indicate the abbreviated, and in its absence - the full name of the parent organization.

The names of organizations of the constituent entities of the Russian Federation, which, along with the Russian language as the state language, are printed in two languages - Russian and national.

The abbreviated name of the organization is given in cases where it is enshrined in the constituent documents of the organization. The abbreviated name (in brackets) is placed below the full name.

Name on foreign language reproduced in cases where it is enshrined in the charter (regulations on the organization). The name in a foreign language is placed below the name in Russian.

The name of the branch, territorial office, representative office, structural division of the organization is indicated if it is the author of the document, and is placed below the name of the organization.

3.7. Reference data about the organization include: postal address; phone numbers and other information at the discretion of the organization (fax numbers, telex numbers, bank accounts, address Email and etc.).

3.8. The name of the type of document drawn up or published by the organization is regulated by the charter (regulations on the organization) and must correspond to the types of documents provided for by USORD and OKUD (class 0200000).

The letter does not indicate the name of the type of document.

(Changed edition, Rev. No. 1)

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

The date of the document is drawn up in Arabic numerals in the following sequence: day of the month, month, year. The day of the month and the month are written as two pairs of Arabic numerals separated by a dot; year - four Arabic numerals. For example, the date January 5, 2000 should be entered as 01/05/2000.

A verbal-numeric way of formatting the date is allowed, for example: January 5, 2000, as well as formatting the date in the following sequence: year, month, day of the month, for example: 2000.01.05.

(Changed edition, Rev. No. 1)

3.10. The registration number of the document consists of its serial number, which can be supplemented at the discretion of the organization with a case index according to the nomenclature of cases, information about the correspondent, performers, etc.

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

3.12. The place of compilation or publication of the document is indicated if it is difficult to determine it by the details “Name of the organization” and “Reference data about the organization”. The place of compilation or publication is indicated taking into account the accepted administrative-territorial division, and it includes only generally accepted abbreviations.

3.13. The stamp of restriction of access to the document (secret, confidential, etc.) is affixed without quotes on the first sheet of the document, and it can be supplemented with data provided for by the legislation on information classified as state secrets and confidential information.

3.14. The addressee can be organizations, their structural subdivisions, officials or individuals. When addressing a document to an official or to an individual initials appear before the last name. The name of the organization and its structural unit is indicated in the nominative case. For example (hereinafter in the text of the standard and in Appendix B, examples of the names of organizations, their reference data, etc. are conditional):

Ministry of Justice of Russia

Systematization Department

legislation

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

CJSC "Bolshevsky Textile"

Accounting

Senior Economist

A.S. Nikolaev

President of CJSC

"Lomonosov Porcelain Factory"

IN AND. Petrov

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

District administrations

Moscow region

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

It is allowed to center each line of the attribute "Address" in relation to the longest line. For example:

Chairman of the garden association

"Mozhaisk gave"

V.A. Buneev

The document should not contain more than four recipients. The word "Copy" before the second, third, fourth addressees is not indicated. At more recipients make up the distribution list of the document.

If the letter is addressed to an organization, indicate its name, then the postal address, for example;

All-Russian Scientific Research

Tel Institute of Records Science

and archiving

101000, Moscow, Center,

Milyutinsky lane, 7a

When addressing a document to an individual, indicate the postal address, then the surname and initials of the recipient, for example:

301264, Tula region,

Kireevsky district, Lipki,

st. Sadovaya, d. 5, apt. 12

I. P. Kalinin

(Changed edition, Rev. No. 1)

3.15. The document is approved by an official (officials) or a specially issued document. When approving a document by an official, the signature stamp of the document must consist of the word I APPROVE (without quotes), the title of the person approving the document, his signature, initials, surname and date of approval, for example:

APPROVE

CEO

CJSC "Bolshevsky Textile"

Personal signature I. V. Sergeev

It is allowed to center the elements relative to the longest line in the attribute “Approval stamp” of the document, for example:

APPROVE

CEO

CJSC "Bolshevsky Textile"

Personal signature I. V. Sergeev

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

When a document is approved by a resolution, decision, order, protocol, the approval stamp consists of the word APPROVED (APPROVED, APPROVED or APPROVED), the name of the approving document in instrumental, its dates, numbers. For example:

APPROVED

By decision of the general meeting

Shareholders dated 15.08.2000 No. 14

APPROVED

Order of the Chairman

Bank Board

dated 01.02.2000 No. 82

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

(Changed edition, Rev. No. 1)

3.16. The resolution is written on the document by the relevant official and includes the names of the performers, the content of the order, the due date, signature and date, for example:

A. V. Zaitseva

P. S. Nikitin

Please prepare a project

general agreement

with the firm "HITEK" by 21.12.2000

Personal signature

It is allowed to issue a resolution on a separate sheet.

3.17. The heading to the text includes summary document. The heading is consistent with the name of the document type.

The title may answer questions like:

about what (about whom) ?, for example:

Order on the establishment of an attestation commission;

what (whom)?, for example:

Job description of the secretary-referent.

To the text of documents drawn up on letterheads of A5 format, the heading can be omitted.

3.18. A mark of control is a mark of control over the execution of a document, which is denoted by the letter "K", the word or the stamp "Control".

3.19. The text of the document is drawn up in Russian or the national language in accordance with the legislation of the Russian Federation and the constituent entities of the Russian Federation on state languages. The texts of documents are written only in Russian when sending them:

To federal state authorities, state authorities of the constituent entities of the Russian Federation;

To enterprises, organizations and their associations that are not under the jurisdiction of this constituent entity of the Russian Federation or located on the territory of other constituent entities of the Russian Federation.

The texts of documents are drawn up in the form of a questionnaire, a table, a linked text, or in the form of a combination of these structures.

When compiling a text in the form of a questionnaire, the names of the characteristics of the characterized object should be expressed by a noun in the nominative case or a phrase with a second person plural verb in the present or past tense (“have”, “own”, or “were”, “were”, etc.) .). Characteristics expressed verbally must be consistent with the names of the signs.

The columns and rows of the table must have headings expressed by a noun in the nominative case. The subheadings of columns and lines must be consistent with the headings. If the table is printed on more than one page, the columns of the table must be numbered, and only the numbers of these columns are printed on the following pages.

Linked text typically consists of two parts. In the first part, the reasons, grounds, goals for compiling the document are indicated, in the second (final) - decisions, conclusions, requests, suggestions, recommendations. The text may contain one final part (for example, orders - an administrative part without a statement; letters, statements - a request without explanation; certificates, memos - an assessment of facts, conclusions).

In the text of a document prepared on the basis of documents of other organizations or previously published documents, their details are indicated: the name of the document, the name of the organization - the author of the document, the date of the document, the registration number of the document, the heading to the text.

If the text contains several decisions, conclusions, etc., then it should be divided into sections, subsections, paragraphs, which are numbered in Arabic numerals.

In administrative documents (orders, instructions, etc.) of organizations operating on the principles of unity of command, as well as documents addressed to the management of the organization, the text should be presented in the first person singular(“I order”, “I offer”, “I ask”).

In the administrative documents of collegiate bodies, the text is stated in the third person singular (“decides”, “decided”).

In joint administrative documents, the text is stated in the first person plural(“we order”, “decided”).

The text of the protocol is stated in the third person plural ("listened", "spoke", "decided").

In documents establishing the rights and obligations of organizations, their structural divisions (regulations, instructions), as well as containing a description, assessment of facts or conclusions (act, certificate), use the form of presentation of the text from the third person singular or plural (“the department performs functions” , “the association includes”, “the commission has established”).

The following forms of presentation are used in letters:

From the first person plural (“please send”, “send for consideration”),

From the first person singular (“I consider it necessary”, “I ask you to highlight”);

From the third person singular (“the ministry does not mind”, “VNIIDAD considers it possible”),

3.20. A mark on the presence of the application named in the text is made out as follows:

Application: for 5 liters. in 2 copies.

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

Appendix: 1. Regulations on the Regional Credit Department for 5 p. in 1 copy.

2. Rules for the preparation and execution of documents of the Regional Credit Department for 7 sheets. in 2 copies.

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

In the appendix to the administrative document on its first sheet in the upper right corner they write "Annex" indicating the name of the administrative document, its date and registration number, for example:

Appendix 2

to the order of the Director of the Institute

dated 15.06.2000 No. 319

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

Addendum: letter of the Federal Archive dated 14.06.2000 No. 02-4/156 and an appendix to it, 30 sheets in total.

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

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

The expression "APPENDIX No." is allowed to print capital letters, as well as center this expression, the document name, its date and registration number relative to the longest line, for example:

APPENDIX No. 2

to the order of the Director of the Institute

15.06.2000 № 19

(Changed edition, Rev. No. 1)

3.21. The composition of the requisite "Signature" includes: the name of the position of the person who signed the document (full, if the document is not issued on the form of the document, and abbreviated - on the document, issued on the form); personal signature; signature decoding (initials, surname), for example:

When issuing a document on a form official the position of this person is not indicated in the signature.

It is allowed in the attribute "Signature" to center the position of the person who signed the document, relative to the longest line. For example:

Executive Director

CJSC "Partner"Personal signature N.A. Fedorov

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

When a document is signed by several persons of equal positions, their signatures are placed at the same level, for example:

Deputy Minister of Justice of the Russian Federation		Deputy Minister of Finance of the Russian Federation
	V. M. Stepanov		A. P. Mironov

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

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

(Changed edition, Rev. No. 1)

3.22. The stamp of approval of the document consists of the word AGREED, the position of the person. with which the document is agreed (including the name of the organization), personal signature, signature decoding (initials, surname) and the date of approval, for example:

AGREED

Rector of the Financial Academy

under the Government of the Russian Federation

Personal signature of A. G. Gryaznov

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

AGREED

Letter from the Russian Academy

medical sciences

dated October 30, 2000 No. 451-805

AGREED

A protocol of a meeting

Insurance Board

company "Planet"

dated 06/21/2000 No. 10

3.23. Approval of the document is issued with a visa, including the signature and position of the person who approves the document, the decoding of the signature (initials, surname) and the date of signing. For example:

Head of the legal department

Personal signatureA.S. Orlov

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

Comments attached

Head of the legal department

Personal signatureA.S. Orlov

Comments are stated on a separate sheet, signed and attached to the document.

For a document whose original remains with the organization, visas are affixed at the bottom of the reverse side of the last page of the original document.

For a document, the original of which is sent from the organization, visas are affixed at the bottom of the front side of the copy of the document being sent.

It is possible to issue a visa document on a separate approval sheet.

It is allowed, at the discretion of the organization, sheet-by-sheet approval of the document and its application.

(Changed edition, Rev. No. 1)

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

Documents are certified by the seal of the organization.

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

Personnel Department Inspector Personal signature M.V. Koloskov

It is allowed to certify a copy of the document with a seal, determined at the discretion of the organization.

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

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

A note on the execution of the document and its submission to the case must be signed and dated by the executor of the document or the head of the structural unit in which the document was executed.

3.28. The mark on receipt of the document by the organization contains the serial number and date of receipt of the document (if necessary - hours and minutes).

It is allowed to mark the receipt of the document in the organization in the form of a stamp.

3.29. The identifier of the electronic copy of the document is a mark (footer) placed in the lower left corner of each page of the document and containing the name of the file on the machine medium, the date and other search data established by the organization.

(Changed edition, Rev. No. 1)

4. REQUIREMENTS FOR FORMS OF DOCUMENTS AND FORMULATION OF DOCUMENTS.

4.1 Documents are made on forms.

Two main formats of document forms are established - A4 and A5; it is allowed to use forms of A3 and A6 formats in accordance with GOST 9327.

Each sheet of the document, issued both on the form and without it, must have margins of at least, mm:

20 - left;

10 - right;

15 - top;

20 - bottom.

(Changed edition, Rev. No. 1)

4.2. Forms of documents should be made on white paper or light-colored paper. It is allowed to produce forms in a typographical way, using operational printing tools, or reproduce them using computer technology directly during the production of a specific document. The exception is letterheads of organizations with the image of the State Emblem of the Russian Federation or the coats of arms of the constituent entities of the Russian Federation, the manufacturing procedure for which is given in section 5.

4.3. Forms of documents are designed in accordance with Appendix A. The solid lines indicate the fixed boundaries of the zones for the location of details, the dotted line - variables. Each zone is determined by the set of details included in it.

4.4. There are two options for the location of the details on the forms - angular and longitudinal.

4.5. Details 01, 02, 03 are located above the middle of attribute 06. Detail 06 can be placed at the level of attribute 03.

Details 06, 07, 08, 12, restrictive, marks for details 09, 10, 11 within the boundaries of the zones for the location of details are placed in one of the following ways:

Centered (beginning and end of each attribute line are equally removed from the borders of the attribute location zone);

Flatov (each attribute line starts from the left border of the attribute location zone).

4.6. For an organization, its structural subdivision, an official, the following types of document forms are established:

General form;

letterhead;

Form of a specific type of document, except for a letter.

The general form is used for the manufacture of any types of documents, except for letters. Forms of a structural unit of an organization or an official are designed if the head of the unit or official has the right to sign.

4.7. General form depending on constituent documents organization includes details 01. 02, 03, 06.

The form of the letter, depending on the constituent documents of the organization, includes details 01, 02. 03, 04, 06, 07 and, if necessary, restrictive marks for the upper boundaries of the zones for the location of details 09, 10, 11, 12; 14, 15, 16; 17; eighteen; nineteen.

The form of a specific type of document, except for a letter, depending on the constituent documents of the organization, includes details 01, 02, 03, 05, 06, 08, 12, limit marks for the boundaries of the areas where details are located 09, 10, 11, 12; 17; eighteen.

4.8. On the forms of organizations of the constituent entities of the Russian Federation, which, along with the Russian language as the state national language, details 06, 07, 12 are printed in two languages: Russian and national, at the same level of the longitudinal form.

4.9. It is allowed to produce documents on a typewriter or with the help of printing devices of computer equipment.

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

Page numbers are placed in the middle of the top margin of the sheet.

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

5. REQUIREMENTS FOR THE MANUFACTURE, ACCOUNTING, USE AND STORAGE OF FORMS WITH THE REPRODUCTION OF THE STATE EMBLEM OF THE RUSSIAN FEDERATION, THE EMBLEM OF THE SUBJECTS OF THE RUSSIAN FEDERATION.

5.1. Forms of documents with the reproduction of the State Emblem of the Russian Federation and the coats of arms of the constituent entities of the Russian Federation (hereinafter referred to as stamp forms) are printing products subject to accounting.

5.2. Stamped forms are made only by printing and stamp-engraving enterprises that have licenses for the relevant type of activity and certificates of the availability of technical and technological capabilities for the manufacture of the specified type of product at the proper quality level.

5.3. The production of stamped forms is carried out by order of state authorities, other government agencies and institutions (hereinafter - organizations) determined by the Regulations on the State Emblem of the Russian Federation, the relevant legal acts of the constituent entities of the Russian Federation.

5.4 Stamp forms in the organization are subject to accounting. On stamped forms, serial numbers are affixed in a typographical way or by enumeration, and, if necessary, a series of these numbers. Stamped forms are recorded separately by types of forms in the registration and accounting form (card, journal), while using the following details:

upon receipt of forms:

Receipt date;

Number of accompanying document;

Name of the organization - supplier of stamped forms;

Number of copies;

when issuing forms:

Name of the type of stamp;

Number of copies;

Series and numbers of stamped forms;

The name of the structural unit of the organization, the surname and initials of the official - the recipient of stamp forms;

Receipt for receipt;

Note (destruction mark, etc.).

5.5. Stamped forms are stored in securely locked and sealed cabinets.

5.6. The destruction of stamp forms is carried out according to the act with a mark in the registration form.

5.7. Control over the production, use and storage of stamped forms is assigned to the organizational unit responsible for the organization's office work. Persons personally responsible for the accounting, use and storage of forms are appointed by the administrative document of the head of the organization.

5.8. Registration and accounting forms are included in the nomenclature of the organization's affairs.

5.9. Checking the availability, use and storage of stamp forms is carried out at least once a year by a commission appointed by the administrative document of the head of the organization. On the checks made, marks are made in the registration forms after the last entry. In case of detection of violations in the manufacture, accounting, storage and use of stamp forms, the commission conducts an internal investigation, the results of which are drawn up in an act and brought to the attention of the head of the organization.

5.10. Replication by means of operational printing of the organization of documents on official letterhead intended for distribution is allowed, provided that each copy of the document is certified with the seal of the organization.

APPENDIX A

(mandatory)

DIAGRAM OF LOCATION OF DETAILS OF DOCUMENTS.

Figure A.1. - The location of the details and the boundaries of the zones on the A4 format of the corner form.

Figure A.2 - The location of the details and the boundaries of the zones on the A4 format of the longitudinal form.

APPENDIX B

(reference)

SAMPLES OF FORMS OF DOCUMENTS.

Figure B. 1 - A sample of the general form of the organization.

Figure B.2 - An example of an organization's corner letterhead.

Figure B.3 - A sample of the longitudinal form of the letter of the organization.

Figure B.4 - A sample of a longitudinal form of a letter from a structural unit of an organization.

Figure B.5 - An example of a longitudinal form of a letter from an official.

Figure B.6 - Sample form for a specific type of organization document.

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GOST R 6.30-2003

Unified documentation systems

UNIFIED SYSTEM
ORGANIZATIONAL AND MANAGEMENT
DOCUMENTATION

Documentation requirements

Moscow

Standartinform

Foreword

STATE STANDARD OF THE RUSSIAN FEDERATION

Introduction date 2003-07-01

1 area of use

This standard applies to organizational and administrative documents related to the Unified System of Organizational and Administrative Documentation (USORD) - resolutions, orders, orders, decisions, protocols, acts, letters, etc. (hereinafter referred to as documents) included in OK 011-93 "All-Russian classifier of management documentation" (OKUD) (class 0200000).

01 - State Emblem of the Russian Federation;

02 - emblem of the subject of the Russian Federation;

03 - emblem of the organization or trademark (service mark);

04 - organization code;

05 - main state registration number (OGRN) legal entity;

11 - document date;

12 - registration number of the document;

14 - place of compilation or publication of the document;

15 - addressee;

21 - a mark on the presence of the application;

22 - signature;

23 - document approval stamp;

24 - document approval visas;

25 - print imprint;

26 - a mark on the certification of a copy;

27 - mark about the performer;

28 - a mark on the execution of the document and sending it to the case;

29 - a mark on the receipt of the document by the organization;

30 - identifier of the electronic copy of the document.

3 Requirements for registration of details of documents

3.1 The State Emblem of the Russian Federation is placed on letterheads in accordance with the Federal Constitutional Law "On the State Emblem of the Russian Federation" (Sobraniye Zakonodatelstva Rossiyskoy Federatsii, 2000, No. 52, Part I, Art. 5021).

3.2 The coat of arms of the constituent entity of the Russian Federation is placed on letterheads in accordance with the legal acts of the constituent entities of the Russian Federation.

3.3 The emblem of the organization or trademark (service mark) is placed on letterheads of organizations in accordance with the charter (regulations on the organization).

3.4 The organization code is put down according to the All-Russian Classifier of Enterprises and Organizations (OKPO).

3.5 The main state registration number (OGRN) of a legal entity is affixed in accordance with the documents issued by the tax authorities.

3.6 The taxpayer identification number / registration reason code (TIN / KPP) is put down in accordance with the documents issued by the tax authorities.

3.7 The document form code is affixed according to the All-Russian classifier of management documentation (OKUD).

3.8 The name of the organization that is the author of the document must correspond to the name fixed in its constituent documents.

Above the name of the organization indicate the abbreviated, and in its absence - the full name of the parent organization (if any).

Names of organizations of constituent entities of the Russian Federation, which, along with the state language of the Russian Federation (Russian) official language subjects of the Russian Federation, printed in two languages.

The name of the organization in the state language of the subject of the Russian Federation or in another language is placed below or to the right of the name in the state language of the Russian Federation.

The abbreviated name of the organization is given in cases where it is enshrined in the constituent documents of the organization. The abbreviated name (in brackets) is placed below or after the full name.

The name of the branch, territorial office, representative office is indicated if it is the author of the document, and is placed below the name of the organization.

3.9 Reference data about the organization include: postal address; telephone number and other information at the discretion of the organization (fax numbers, telex numbers, bank accounts, e-mail address, etc.).

3.10 The name of the type of document drawn up or published by the organization must be determined by the charter (regulations on the organization) and must correspond to the types of documents provided for by OKUD (class 0200000).

3.11 The date of the document is the date of its signing or approval, for the minutes - the date of the meeting (decision-making), for the act - the date of the event. Documents issued by two or more organizations must have one (single) date.

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 up with two pairs of 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.

3.12 The registration number of the document consists of its serial number, which can be supplemented at the discretion of the organization with the index of the case according to the nomenclature of cases, information about the correspondent, performers, etc.

3.14 The place of compilation or publication of the document is indicated if it is difficult to determine it by the details "Name of the organization" and "Reference data about the organization". The place of compilation or publication is indicated taking into account the accepted administrative-territorial division, it includes only generally accepted abbreviations.

3.15 The addressee may be organizations, their structural units, officials or individuals. When addressing a document to an official, the initials are indicated before the surname. The name of the organization and its structural unit is indicated in the nominative case. For example (hereinafter, examples of the names of organizations, their reference data, etc. are conditional):

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

It is allowed to center each line of the attribute "Address" in relation to the longest line. For example:

The requisite "Address" may include a postal address. The elements of the postal address are indicated in the sequence established by the rules for the provision of postal services.

When addressing a letter to an organization, indicate its name, then the postal address, for example:

When addressing a document to an individual, the surname and initials of the recipient are indicated, then the postal address, for example:

3.16 The document is approved by an official (officials) or a specially issued document. When approving a document by an official, the signature stamp of the document must consist of the word I APPROVE (without quotes), the title of the person approving the document, his signature, initials, surname and date of approval, for example:

It is allowed to center the elements relative to the longest line in the "Document approval stamp" attribute, for example:

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

APPROVED

decision of the general meeting

Shareholders dated 05.04.2003 No. 14

It is allowed to issue a resolution on a separate sheet.

3.18 The heading to the text includes a summary of the document. The title must be consistent with the name of the document type.

The title may answer questions like:

about what (about whom) ?, for example:

Order on the establishment of an attestation commission;

what (whom)?, for example:

Job description of the leading expert.

It is allowed not to indicate the heading to the text of documents drawn up on letterheads of A5 format.

3.19 The mark on the control over the execution of the document is indicated by the letter "K", the word or the stamp "Control".

3.20 The text of the document is drawn up in the state language of the Russian Federation or in the state languages of the constituent entities of the Russian Federation in accordance with the legislation of the Russian Federation and the constituent entities of the Russian Federation.

The texts of documents are drawn up in the form of a questionnaire, a table, a coherent text, or in the form of a combination of these structures.

When compiling the text in the form of a questionnaire, the names of the features of the characterized object must be expressed by a noun in the nominative case or a phrase with a second person plural verb of the present or past tense (“have”, “own” or “were”, “were”, etc. .). Characteristics expressed verbally must be consistent with the names of the signs.

The columns and rows of the table must have headings expressed by a noun in the nominative case. The subheadings of columns and lines must be consistent with the headings. If the table is printed on more than one page, the columns of the table must be numbered and only the numbers of these columns must be printed on the following pages.

A connected text usually consists of two parts. In the first part, the reasons, grounds, goals for compiling the document are indicated, in the second (final) - decisions, conclusions, requests, suggestions, recommendations. The text may contain one final part (for example, orders - an administrative part without a statement; letters, statements - a request without explanation).

If the text contains several decisions, conclusions, etc., then it can be divided into sections, subsections, paragraphs, which are numbered in Arabic numerals.

In documents (order, order, etc.) of organizations operating on the principles of unity of command, as well as documents addressed to the management of the organization, the text is stated in the first person singular (“I order”, “offer”, “please”).

In the documents of collegial bodies, the text is stated in the third person singular (“decides”, “decided”).

In joint documents, the text is stated in the first person plural (“we order”, “decided”).

The text of the protocol is stated in the third person plural ("listened", "spoke", "decided", "decided").

The following forms of presentation are used in letters:

From the first person plural (“please send”, “send for consideration”);

From the first person singular (“I consider it necessary”, “I ask you to highlight”);

From the third person singular (“the ministry does not mind”, “VNIIDAD considers it possible”).

3.21 A note about the presence of the application named in the text of the letter is made out as follows:

Application: for 5 liters. in 2 copies.

If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered, for example:

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

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

Attachment: letter of the Federal Archive of 06/05/2003 No. 02-6 / 172 and an appendix to it, only 3 sheets.

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

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

In the appendix to the administrative document (decrees, orders, orders, rules, instructions, regulations, decisions), on its first sheet in the upper right corner they write “Appendix No. ” indicating the name of the administrative document, its date and registration number, for example:

It is allowed to print the expression "APPENDIX No." in capital letters, as well as to center this expression, the name of the document, its date and registration number relative to the longest line, for example:

or on the form:

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

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

When a document is signed by several persons of equal positions, their signatures are placed at the same level, for example:

When signing a joint document, the first sheet is drawn up not on a letterhead.

3.23 The document approval stamp consists of the word AGREED, the position of the person with whom the document was approved (including the name of the organization), personal signature, signature decoding (initials, surname) and the date of approval, for example:

If the approval is carried out by letter, protocol, etc., the approval stamp is drawn up as follows:

3.24 Approval of the document is issued 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 example:

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

Comments are stated on a separate sheet, signed and attached to the document.

For a document whose original remains with the organization, visas are affixed at the bottom of the reverse side of the last page of the original document.

For a document whose original is sent from an organization, visas are affixed at the bottom of the front side of a copy of the document being sent.

It is possible to issue a visa document on a separate approval sheet.

It is allowed, at the discretion of the organization, sheet-by-sheet approval of the document and its application.

3.25 The seal impression certifies the authenticity of the signature of an official on documents certifying the rights of persons fixing facts related to financial resources, as well as on other documents providing for the verification of a genuine signature.

Documents are certified by the seal of the organization.

3.26 When certifying the conformity of a copy of a document with the original, below the “Signature” requisite, a certification inscription is affixed: “Correct”; the position of the person who certified the copy; personal signature; signature decoding (initials, surname); certification date, for example:

It is allowed to certify a copy of the document with a seal, determined at the discretion of the organization.

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

V.A. Zhukov

3.28 A note on the execution of the document and sending it to the case includes the following data: a reference to the date and number of the document evidencing its execution, or in the absence of such a document, brief information about the execution; the words "In business"; case number in which the document will be kept.

A note on the execution of the document and its direction in the case is signed and dated by the executor of the document or the head of the structural unit in which the document was executed.

3.29 The mark on the receipt of the document by the organization contains the next serial number and the date of receipt of the document (if necessary - hours and minutes).

It is allowed to mark the receipt of the document in the organization in the form of a stamp.

3.30 The identifier of the electronic copy of the document is a mark (footer) placed in the lower left corner of each page of the document and containing the name of the file on the machine medium, the date and other search data established in the organization.

4 Requirements for document forms

4.1 Documents are made on forms.

Two standard formats of document forms are established - A4 (210 × 297 mm) and A5 (148 × 210 mm).

Each sheet of the document, drawn up both on the form and without it, must have fields of at least:

20 mm - left;

10 mm - right;

20 mm - top;

20 mm - lower.

4.2 Forms of documents should be made on white paper or light-colored paper.

4.3 Forms of documents are drawn up in accordance with Appendix A. The approximate boundaries of the zones for the location of details are indicated by a dotted line. Each zone is determined by the set of details included in it.

4.4 Depending on the location of the details, two versions of the forms are installed - angular (figure AL) and longitudinal (figure A.2).

4.5 Attribute 01 (02 or 03) is placed above the middle of attribute 08. Attribute 03 can be placed at the level of attribute 08.

Details 08, 09, 10, 14, restrictive marks for details 11, 12, 13 within the boundaries of the areas for the location of details are placed in one of the following ways:

Centered (the beginning and end of each line of details are equally removed from the borders of the area where the details are located);

Flag (each line of details starts from the left border of the area where the details are located).

4.6 For an organization, its structural subdivision, an official, the following types of document forms are established:

General form;

letterhead;

Form of a specific type of document.

4.7 The general form is used for the production of any types of documents, except for a letter. The general form, depending on the constituent documents of the organization, includes

details 01 (02 or 03), 08, 11, 14.

The form of the letter, depending on the constituent documents of the organization, includes details 01 (02 or 03), 04, 05, 06, 08, 09 and, if necessary, restrictive marks for the upper boundaries of the zones for the location of details 11, 12, 13, 14, 15 , 17, 18, 19, 20.

The form of a specific type of document, except for a letter, depending on the constituent documents of the organization, includes details 01 (02 or 03), 08, 10, 14 and, if necessary, restrictive marks for the boundaries of the areas where details are located 11, 12, 13, 18, nineteen.

4.8 For organizations of constituent entities of the Russian Federation that, along with the state language of the Russian Federation, have the state language of a constituent entity of the Russian Federation, it is advisable to use a longitudinal form; at the same time, details 08, 09, 14 are printed in two languages: Russian (left) and national (right) at the same level.

4.9 When preparing documents on two or more pages, the second and subsequent pages are numbered.

Page numbers are placed in the middle of the top margin of the sheet.

APPENDIX A
(reference)

DIAGRAM OF LOCATION OF DETAILS OF DOCUMENTS

Figure A.1 - Location of details and zone boundaries on the A4 format of the corner form

Figure A.2 - Location of details and zone boundaries on the A4 format of the longitudinal form

APPENDIX B
(reference)

SAMPLE FORMS OF DOCUMENTS

Figure B.1 - A sample of the general form of the organization

Figure B.2 - Sample organization letterhead

Figure B.3 - Example of a longitudinal form letter of the organization

Figure B.4 - Sample of a longitudinal form of a letter from an official

Figure B.5 - Sample form for a specific type of organization document

Keywords: organizational and administrative documents, the composition of the details of documents, document, form, official letterhead, accounting, registration, control, props

When drawing up organizational and administrative documents (orders, protocols, acts, etc.), standard managerial actions are performed related to the coordination, signing, approval of these documents, bringing them to the attention of employees against receipt. At the same time, standard inscriptions are affixed to the documents: signature, stamp of approval, visas for approval and familiarization. Separate inscriptions are called the details of the document and affect its legal force, and therefore require proper execution in accordance with applicable regulations. It is important to emphasize that the rules for issuing individual details are common for different types organizational and administrative documents.

GOST R 6.30-97 establishes the following composition of details ORD 27:

01 - State Emblem of the Russian Federation;

02 - emblem of the subject of the Russian Federation;

03 - emblem of the organization or trademark (service mark);

04 - organization code;

05 - document form code;

06 - name of the organization;

07 - reference data about the organization;

08 - name of the document type;

09 - document date;

10 - registration number of the document;

Document approval stamp;

Visa document approval;

Mark of the certification of the copy;
Mark about the performer;
A note on the execution of the document and its direction in the case;

A note on the receipt of the document by the organization;

Identifier of the electronic copy of the document 28 .

Each document has an individual set of details, reflecting its features and purpose in the management process. At the same time, individual details are absolutely mandatory for each document, regardless of its type and variety. The absence of such details in the document deprives it of legal force. To compulsory for all warrants, the details include: name of the organization, date of the document, registration number, text, signature.

Other details are required for certain types of documents. For example, for letters, you need: reference data about the organization, the addressee, a note about the performer, and for orders: the name of the type of document and the place of its publication.

The required requisites include permanent, which do not change at all (for example: the name of the type of document) or for a long time (for example: the name of the organization, reference data about the organization).

However, many details cannot be constant and change all the time in whole or in part (for example: the date of the document, the title to the text, the text, the note about the artist, etc.).

When preparing documents, the details are grouped within three main parts into which any document can be conditionally divided: header, content, and design.

header the part is the beginning of the document, which contains information about the organization (the author of the document) and primary data about the document itself (requisites 01-16).

decorating part - a set of details confirming the authenticity of the document and the reliability of the information contained in it (details 21-24). In the formatting part of the document, there are also auxiliary clerical marks on documents that make it easier to work with them (details 25-29).

The main part of the document, of course, is the content, i.e. text or table, questionnaire, reflecting the meaning and purpose of the document for which it was compiled. However, one should not neglect the heading and especially the formatting parts, thanks to which the document acquires legal force. The preparation of any document, therefore, always consists of two interrelated processes: the preparation of the text (work on the content) and the execution of the document - giving the document legal force.

A study of the practice of modern organizations shows that not every paper medium with information recorded on it can be called a document. And the main reason for this, as a rule, is the absence or incorrect design of certain details of the document. In this regard, each specialist working with official documents should be well aware of the rules for the design of all the inscriptions provided for by GOST R 6.30-97 on organizational and administrative documents, as well as the methods for arranging the details of the ORD and the sizes of the fields allocated for them (see diagrams 1 and 2 ).