№2(13)(2013)

In this world, everything is constantly changing: day comes after night, our children are growing up, one season replaces another, technology becomes more updated, etc. Similarly, in any profession there is a constant process of development: different methods, requirements, manuals, instructions, etc. are replaced by others - more sophisticated - reflecting modernity demands.

I shall remind that an important innovation in paperwork today is adoption of new Standard instruction on clerical work by central executive bodies, the Council of Ministers of the Autonomous Republic of Crimea, local executive authorities (approved by the CMU on November 30, 2011 № 1242) in November 2011.

Along with Regulation № 1242 entry into force respectively, Sample instruction on paperwork in ministries, other central executive bodies, the Council of Ministers of the Autonomous Republic of Crimea, local executive bodies, approved by the CMU on October 17, 1997 № 1153 became invalid. Sample instruction was applied in enterprises when developing individual instructions on documentation during 1998-2011. So, for 14 years paperwork did not go under any innovation.

 If earlier valid Sample instruction on paperwork № 1153 was advisory, then Standard is mandatory for all executive bodies, the Council of Ministers of the Autonomous Republic of Crimea, as well as for enterprises, institutions and organizations belonging to mentioned authorities, that in turn, does not preclude applying the Standard instruction by all other entities, regardless their subordination and ownership.

 Lets proceed with direct examination of Standard instruction #1242, focusing on Section II "Documenting the management information".

 Section II «Documenting the management information" provides general requirements for creating documents, as well as requirements for:

- forms of documents;

- drawing some props of documents.

Requirements for documentation, which are produced by printing, state that for the official documents texts printing, headset Times New Roman, font size 12-14 points are used. To print props "Name of executor and his telephone number", footnotes, explanatory labels to individual elements of the document text or details, etc. you may use a font size of 8-12 points. Texts on A4 are recommended to print with 1-1,5 spacing and A5 - with 1 line spacing.

Our Association has developed and adopted own new Instructions on paperwork in 2012, which also reflected basic requirements of Standard instruction № 1242 from 30.11.2011. In our Instruction particular attention is paid to procedure of preparation, execution and administration of outgoing correspondence in the Association. Headset Times New Roman, font size 12 printed items was identified to execute internal documents.

 Standard instruction states that text of document submitted for state registration to the Ministry of Justice, is printed on A4 paper using headsets Times New Roman and font size 14 printed items, with 1.5 line spacing.

Props in document (other than text) that consist of multiple lines are printed in 1 line spacing. Components of props "Recipient", "Fingerboard approval", "Fingerboard confirmation" are to be separated from each other with 1.5 line spacing. And among themselves the above props of document are separated with 1.5-3 spacing.

While printing the header one may use bold font (direct or italic). If text title exceeds 150 characters (5 lines), it is allowed to continue till field on the right. There is no point at the end of title.

Name of document type is printed in capital letters.

Signatures transcript in props "Signature" is printed in the last titles line.

During paperwork one should follow such indent from the left margin of document (see sample):

12.5 millimeters - for paragraphs in text;

92 mm - for props "Recipient";

104 mm - for props "Fingerboard approval" and "Fingerboard on security classification for document";

125 millimeters - for signature transcript in props "Signature".

An indent from border of the left margin for props "Document date", "Heading to document text", "Text (without paragraphs)”, "Mark on appendix availability", "Name of executor and his telephone number", "Mark on document execution and sending it to the cause”, name of position in props "Signature" and "Fingerboard confirmation”, attesting inscription "In accordance with the original" and words "HEARD", "PERORMED", "STATED", "RESOLVED", "ORDER", "OBLIGATE".

If document is longer then one page, the second and following pages should be numbered.

And, importantly, document texts of permanent storage are to be printed on one side of sheet. Documents with storage up to five years can be printed on the front and back sides of sheet.

However, not all documents are executed by printing. Some internal documents (statements, explanatory notes and memoranda, etc.), authored by officials and other individuals are authorized to be handwritten.

Documents are executed on forms.

 For production of forms in paragraph 19 of Section II in Typical instructions indicated that the forms of documents must contain the following fields (mm):

30 - left;

10 - right;

20 - top and bottom.

Institutions use such forms of documents:

• general form for creating different types of documents (without specifying name of document on form);

• forms for letters;

• form of particular type of document (indicating name of document on form).

Production of forms for specific documents types is allowed if their number exceeds 200 units per year.

Forms of documents are to be produced in hard copy on white paper of high quality in paints with rich colors. But depending on nature of institution, forms can be produced using computer technology, according to director’s decision.

If head of department or particular officer can sign documents within their authority (as defined in regulations (statutes) of institution, provisions of units, job descriptions, order about distribution of responsibilities between the head and his deputies, etc.) institutions develop forms of documents for departments or letterhead for official documents.

Many organizations involved in foreign economic activity are in correspondence with constant foreign contractors. For such letters one can produce forms with props specified in two languages: ​​left – in Ukrainian, right – in foreign. Forms containing props in foreign language are not recommended to use in Ukraine.

I would like to draw special attention to writing mailing addresses in props "Information about institution". In accordance with § 31 of section II, details on mailing address are indicated in following order: street name, house number, name of city, district, region, postal code. And § 38 of the same section has requirements for props "Recipient" with examples: props "Recipient" may include address. Procedure and form of information on address of institution must comply with provision of postal services, approved by the Cabinet of Ministers of Ukraine Resolution from 05.03.2009 № 270 (270-2009-P) (Official Bulletin of Ukraine, 2009, № 23, v. 750).

For comparison, Sample instruction № 1153 did not present requirements for mailing address. In Section 4.7.2 of Sample instructions is stated: "Props "Recipient" may include address. Procedure and form of information about address of institution must comply with usage rules of postal services", and here are examples in which order and form of information about address of institution comply with usage rules of postal services, effective in 90-s of the last century. That is why some companies ignored Resolution of CMU "On Amendments to the Rules for use of postal services" dated 04.10.2000, № 1515 and Resolution of CMU "On approval of the Rules of Postal Services" dated 05.03.2009 № 270 and had written outdated postal addresses on their letterheads. Finally standard instruction requires institutions to bring their forms in line with current legislation.

 Standard instruction also made adjustments for writing such mandatory props in document as date. Date of document is the same as date of its signing, approval, acceptance, registration or publication. In Section 33 of Instructions it is stated that date is issued in digital or verbal-digital way (eg digital date: 02.03.2011, no period at the end). Sample instruction required to date document digitally with writing date elements in three pairs of Arabic numerals in one line (for example, 13.01.97).

Texts of regulations and references to them, documents that contain information of financial nature used verbal-digital way to specify date with zero in day of month if it contains one number, for example: 02 March 2013 year. You can use the word "year" in shortened version of "y.", for example: 02 March 2013 y.

 Dear readers! I hope that the above requirements for documents you will find useful and they will help you to look more confident and professional, among other correspondents.

EXAMPLE

30 mm                                                                                                         10mm

Out. N 15

on 14February 2013 year

92 mm        On place of requirements

REFERENCE

12.5 mm  Is given to Ivanov Ivan Ivanovich that he really works at Ltd. "Auditor" as the chief specialist from 01 March 1 2011 year till present time.

                Reference is issued to present by requirement.

CEO

Ltd. "Auditor"                                                                       Yu.Snizhko

                                    125 mm