Required permits to open a home-based business producing semi-finished products.

Regardless of the form of ownership of the organization, the type of its activity, the name of the documentation, or the place where it was compiled, there are general requirements for the preparation of documents. Previously, clerks relied on standard 6.30-2003 when preparing documents, but relatively recently a new GOST was introduced. What requirements apply when conducting office work and how serious changes the state standard that has been in force for less than a year has made in this area is described in the article.

How to organize office work and document flow in an organization?

Rules for document preparation and their meaning

Document preparation in a broad sense is compliance with the requirements of legislative acts and regulatory documents in the process of drawing up, preparing, copying, agreeing, certifying, and sending documentation.

In a narrower sense, it is the arrangement of document details on tangible media: paper, electronic, in accordance with current rules.

Competent execution of document details, in accordance with regulatory requirements, not only demonstrates business culture, but also guarantees the legal force of the document, and also has very practical significance - it reduces the time for processing the document and its registration, ensures the correct direction for execution, and allows you to contact the direct contractor to resolve technical issues in a working manner, etc. How to fill out document details ?

The requirements in accordance with which the document is drawn up are established at the federal level by GOST. This is a document of a regulatory and technical nature, on the basis of which each organization, department, institution develops its own regulations regarding the preparation of documentation:

• regulations on document flow;
• instructions;
• rules;
• regulations.

National standard of Russia on requirements for document preparation .

Requirements for the preparation of documents in accordance with GOST include, among other things, about 30 details intended for various purposes. Each type of document contains its own set of necessary details.

Compliance with the requirements for the creation and execution of documentation is necessary:

• in order to ensure the legal validity of the document;
• for prompt document processing;
• for quick document search;
• to create working conditions using office equipment.

The location of the details in accordance with GOST allows you not only to work with it quickly and efficiently, without wasting time, but also to save useful space on the form and give the document a high-quality appearance.

What labor protection documents should the enterprise have?

List of mandatory documents on labor protection at the enterprise

In all enterprises and organizations, regardless of their form of ownership, it is necessary to maintain or have a large number of documents on labor protection.

The fundamental ones include:

1. Labor legislation. This is the main source, since it takes into account the main directions of ensuring occupational safety standards. It specifies the responsibilities of both the employee and the employer, including the need to undergo training, conduct an occupational safety and health system and undergo medical examinations. When resolving controversial issues and the need to impose penalties, there are also a number of legislative options.
2. Labor protection rules for all areas of activity. For example, if a mechanical section is functioning, then there should be rules for machine equipment, and if there is a boiler room, then there should also be rules for the use of steam gas or electric boilers.
3. GOST standards for labor protection are necessary, since controversial issues arise in the process of work, and the Rules contain references to these standards (this will make it easier to determine what state standards there should be).
4. Regulations on conducting a special assessment of working conditions. Although expert organizations are involved in this area, the employer must still have information that must be owned.
5. Order for medical examinations. This is an act regulating the frequency of medical examinations, and also approves a list of harmful factors and types of work, according to which it is necessary to send workers to a medical examination.
6. A list of professions that are entitled to a preferential pension, shortened working hours and standards according to which additional payment is established for work in hazardous conditions.
7. Standard standards for the issuance of workwear, safety footwear and personal protective equipment at the expense of the employer.

It is worth noting that existing documents on labor protection at the enterprise, related to the main ones, may periodically be saturated with additional information, as well as changes. Therefore, it is recommended to have a Consultant system that is constantly updated and assign a responsible person performing the role of monitoring regulations.

GOST requirements

GOST R 7.0.97-2016 came into force on 01/07/18, and it is this that establishes the basic requirements for the preparation of documents in office work. Let's take a quick look at what this document is.

It is quite voluminous, with detailed information intended for clerks, secretaries, and management. The requirements are divided into the following order:

1. General requirements for creating a document. This includes: characteristics of the material media of the document (paper, electronic), page numbering order, recommended fonts for typing, indents, spacing, alignment, line length - in numbers, highlighting important nuances.
2. Composition of details. The first group 01-08 includes the coat of arms, trademark, service mark, document form code, name of the organization, its divisions, positions of the author of the document, reference data of the organization. The second group 09-16 combines information about the document: name, date, number, link to registry. number where it was compiled, a note on access restrictions, to whom it is addressed, a stamp confirming the approval. The third group 17-18 are the details of the text title and the text itself. The fourth group 19-30 – various endorsement, resolution, control, approval marks, signature, seal, information about the performer. For each detail, recommendations are given on how it is formatted and where it is located in the document. For example, it is emphasized that the name of the type of document can be omitted only if it is a business letter, and the place of preparation can be omitted if an indication of the location of the organization is already in its name.
3. Forms. Separately, the legislator characterizes document forms, the recommended format for ordinary documents, for resolutions, and maximum field sizes. There is a description of how the details should be placed on a particular form and what type of paper should be used.

In appendices A, B are given:

• layout of the document details on the title page;
• Samples of organizational document forms with the location of details.

On a note! GOST pays a lot of attention to the issues of electronic document management, due to its increasingly widespread use.

Training documents

Documents on labor protection at the enterprise must also contain information about training workers in occupational safety rules:

* This includes workers whose activities are not related to hazardous work

Among other things, in any areas, whether working with a PC or with equipment under excess pressure, safety signs, posters or stands must be posted.

Organizational documents: taking into account the new standard

What document details and design rules should you pay special attention to when using GOST R 7.0.97-2016, first of all?

These are the important points:

1. Fonts. To create a document, the font size is limited; you can only use 12, 13, 14 numbers. Smaller font is allowed, but only in tables.
2. Coat of arms. Documents can now display the coat of arms of a constituent entity of the Russian Federation or a municipal entity (10 mm from the top of the sheet).
3. Requisites. Company details such as OKPO, OGRN, INN, KPP are indicated as part of the “reference information about the organization” detail.
4. A note about restricting access to document information. It is placed on the first sheet, on top, in the corner.
5. Addressing the addressee. Now you can use the address “Mr.” and “Mrs.,” abbreviating it: “Mr.,” “Ms.” If the recipient has an email and the letter was sent through this channel, you can specify the email address to which the letter was sent.
6. Seal of the organization. It should not “overlap” the official’s signature on the document.
7. Signature. A citizen who has the right to sign documents for a temporarily absent manager cannot put a slash sign in front of the manager’s position on the printed form or use the preposition “for.” The correction may be made by hand or a certain type of stamp may be placed indicating that another person is signing the document.

Conclusion

Requirements for the preparation of documents in office work are currently established by the state standard, in force since the middle of last year under No. R 7.0.97-2016. Based on GOST, organizations and institutions develop their own standards for the preparation of documentation. Standardization of document flow is necessary because it makes it possible to quickly process, search and copy documents. Compliance with the requirements for the preparation of documents allows us to speak of them as legally significant.

In the current GOST, the legislator offers recommendations on the preparation of details, forms, and sets out the requirements for creating documents. Compared to the defunct standard, some controversial and unclear issues are given special attention. In particular, it explains in what font the document should be created, how a signature for the director of another responsible person is drawn up, and it states that the seal of the organization should not be placed over the signature of the responsible persons.

What are the statutory documents of an enterprise?

Constituent documents determine the legal status of the organization and are the legal basis for its activities. The manager assumes responsibility for the preservation and maintenance of statutory document flow. Why are the statutory documents of a legal entity so important? Upon first request, they are sent to all administrative bodies, because in their absence it is impossible to become the owner of a license, certificate or open a bank account.

What is included in the list of charter documents of an LLC?

Here's the full list:

• minutes of the meeting;
• memorandum of association;
• order for the appointment of a director;
• order on the appointment of a chief accountant;
• extract from the state register;
• charter;
• statistics code;
• a rental agreement for the premises in which the company will be located;
• taxpayer identification number;
• registration number.

All documents must be kept in one folder, which is stored in a safe in the office of the director of the enterprise. There is nothing to worry about if any copy is lost, because everything is easy to restore. But it’s better to do this right away, because recovery takes some time.

It is important to limit the access of unauthorized persons to documents, because they contain the main information about the activities of the organization.

The entire list is submitted to the state registration authorities of enterprises. If changes are made to the documents, it is necessary to submit a certificate of amendments and the corresponding text to the Unified Register authority. You submit only notarized copies to government agencies. Any original must be returned immediately upon presentation.

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Form and content of documents

1. Minutes of the meeting are drawn up at the very beginning . It confirms the emergence of the enterprise. It must display the following information: name of the organization being founded, composition of the company’s founders, date of conclusion. Then, within five days after the Decision is issued, a package of statutory documents must be sent to the tax office.
2. The person who becomes responsible for the functioning of the organization is determined . Gene. a director is a person who is authorized to enter into agreements and contracts.
3. Charter of the enterprise . The created organization functions on the basis of the charter. It has legal organization and is based on Law No. 14-FZ. The charter must not contradict the law, and chapters and articles must duplicate the content of the law. The finished charter is stitched, the pages are numbered, and the text is signed and sealed.
4. Articles of Association . If there is more than one founder of a limited liability company, a constituent agreement is concluded. The document indicates what contribution each participant makes to the development of the organization, what share he has and what powers and responsibilities he has. The passport details of each participant are also indicated in the text.
5. Order on the appointment of a chief accountant . During the registration of an enterprise, government agencies require an order to appoint a chief accountant. The employee has financial responsibility for calculating taxes, maintaining records and document flow, and settlements with employees and contractors of the organization. The document can be drawn up after the organization has been registered.
6. Lease agreement for premises (legal address of the enterprise). This list of documents that must be presented to register an enterprise began to include a lease agreement only in 2014. The absence of this agreement may cause a refusal to open a bank account, because in case of failure to fulfill obligations, the bank needs to know which address to contact.

A memorandum of association is not drawn up for an LLC with a single founder.