of August 29, 2025 No. 65
About approval of the Instruction on clerical work in state bodies, other organizations
Based on part one of article 26 of the Law of the Republic of Belarus of November 25, 2011 "About archiving and clerical work" the Ministry of Justice of the Republic of Belarus DECIDES: No. 323-Z
1. Approve the Instruction on clerical work in state bodies, other organizations it (is applied).
the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4 "About approval of the Instruction on clerical work in state bodies, other organizations";
the resolution of the Ministry of Justice of the Republic of Belarus of October 24, 2011 No. 235 "About modification and amendments in the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4 and recognition of the voided resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of November 23, 2005 No. 6";
the resolution of the Ministry of Justice of the Republic of Belarus of January 27, 2012 No. 18 "About modification and amendments in the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4 and recognition of the voided resolution of Committee on archives and clerical work under Council of Ministers of the Republic of Belarus of July 24, 2003 No. 27";
the resolution of the Ministry of Justice of the Republic of Belarus of January 15, 2013 No. 9 "About modification of the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of December 10, 2014 No. 240 "About entering of amendments and changes into the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of December 30, 2015 No. 225 "About entering of amendments and changes into the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of August 18, 2017 No. 167 "About entering of amendments and changes into the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of March 5, 2018 No. 51 "About change of the resolution of the Ministry of Justice of the Republic of Belarus";
the resolution of the Ministry of Justice of the Republic of Belarus of July 26, 2018 No. 154 "About change of the resolution of the Ministry of Justice of the Republic of Belarus";
the resolution of the Ministry of Justice of the Republic of Belarus of March 13, 2019 No. 39 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of October 17, 2019 No. 193 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of August 30, 2022 No. 113 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of July 28, 2023 No. 46 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of January 10, 2024 No. 2 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4";
the resolution of the Ministry of Justice of the Republic of Belarus of April 30, 2024 No. 25 "About change of the resolution of the Ministry of Justice of the Republic of Belarus of January 19, 2009 No. 4".
3. This resolution becomes effective after its official publication.
Minister
E.I.Kovalenko
Approved by the Resolution of the Ministry of Justice of the Republic of Belarus of August 29, 2025 No. 65
1. This Instruction establishes general requirements to documentation of management activity, the organization of work with documents, organizational and legal support of clerical work, distribution of responsibility between workers for record keeping and safety of documents in state bodies, other organizations irrespective of pattern of ownership and legal form (further if other is not determined, – the organizations).
2. Provisions of this Instruction extend to organizational and administrative documentation, and regarding creation of the nomenclature of cases, forming of cases, examination of value of documents, registration of cases, creation of inventories of cases of structural divisions, transfer of cases to archive of the organization, destructions of documents with the expired storage durations, operational document storage – to all managerial documentation irrespective of carrier type.
Features of preparation, processing, ensuring integrity, operational storage of the electronic documents created by means of the automated system of documentary ensuring management (further if other is not determined, – the EXPERT of preschool educational institution) without creation of documents on papers, electronic copies of documents on papers are regulated by the Instruction about operating procedure with electronic documents in state bodies, other organizations approved by the resolution of the Ministry of Justice of the Republic of Belarus of February 6, 2019 No. 19.
Features of preparation of projects of regulatory legal acts are determined by the Law of the Republic of Belarus of July 17, 2018 No. 130-Z "About regulatory legal acts".
Provisions of this Instruction extend to substandard (individual) legal acts, local legal acts of rule-making bodies (officials) in the part which is not settled by the Law of the Republic of Belarus "About regulatory legal acts".
Features of preparation of documents, the organizations of work with documents and the document storages containing the state secrets and other information protected by the legislation, the addresses of citizens, including individual entrepreneurs, and the legal entities and documents connected with their consideration, statements of the interested persons addressing for implementation of ministerial procedure and other documents connected with implementation of ministerial procedures are regulated by acts of the legislation.
3. For the purposes of this Instruction the terms below are used in the following values:
the automated system of documentary ensuring management – the information system intended for automation of processes of documentation and the organization of work with documents;
the act – the document type constituted by the commission (authorized persons or the official), confirmatory established fact (established facts);
the form of the document (further if other is not determined, – the form) – the sheet of paper of standard format with the permanent information of the document reproduced on it and the place allocated for variable information;
hybrid case – set of the documents united on certain sign on the basis of the physical and logical relationships which are stored partially in electronic form assorted preschool educational institution and partially on paper in separate cover;
case – the document or set of the documents united on certain sign and placed in separate cover;
the report – the type of the information document addressed to the higher head according to the procedure of direct subordination and containing detailed statement of any question with conclusions, offers and (or) the originator's requests;
documentary ensuring management (further – preschool educational institution) – management activity on normative regulation, methodical and organizational support of clerical work, including forming of documentary fund of the organization;
documentation – data recording and (or) the elements identifying it (details, metadata) on various carriers by the rules established by this Instruction;
document flow – movement of documents in the organization from the moment of their obtaining or creation before completion of execution, sending or the direction in case;
information system of archive of the organization – the information system intended for long-term storage of documents in electronic form, including electronic documents, and their metadata in archive of the organization, providing confirmation of integrity of documents in electronic form including electronic documents, and the authorized access to them;
the nomenclature of cases of the organization – the systematized list of headings of the cases opened in the organization in office work (calendar) year, with indication of terms of their storage, drawn up in the procedure established by this Instruction;
the nomenclature of cases of structural division (public organization) of the organization (further if other is not determined, – the nomenclature of cases of structural division) – the systematized list of headings of the cases opened in structural division (public organization) of the organization in office work (calendar) year, with indication of terms of their storage, drawn up in the procedure established by this Instruction, intended for creation of the nomenclature of cases of the organization;
the data carrier (further – the carrier) – the material object used for record and storage of information;
document flow amount – the number of the documents received (entering) and created (internal, outgoing) the organization for certain period of time;
operational document storage (further if other is not determined, – operational storage) – document storage in structural divisions (at the workers responsible for documentary ensuring separate managerial functions, activities) and (or) assorted preschool educational institution, other information system before their transfer on storage to archive of the organization or destruction;
the inventory of cases of structural division (public organization) of the organization (further if other is not determined, – the inventory of cases of structural division) – the systematized list of headings of the cases formed in structural division of the organization and transferred to storage to the archive of the organization intended for disclosure of structure and content of cases, fixing of their systematization and accounting;
organizational and administrative documentation – documentation applied in case of registration of organizational, administrative, executive and control management functions;
the organization of work with documents – the organization of document flow, accounting, systematization, operational storage and use of documents in the current organization activity, selection of documents for further storage or destruction;
execution of the document – registration of necessary details according to the procedure for documentation established by this Instruction;
the letter – the generalized name various on content and purpose of documents, allocated in connection with special method of statement and information transfer;
the order – the legal act published by the head of the organization acting on the one-man management basis for permission of the tasks facing the organization;
the approximate nomenclature of cases – the systematized list of the unified headings put, the establishing approximate structure and indexes put for uniform in nature of organization activity;
the protocol – document type in which the course of discussion of questions and decision making at meetings, meetings, meetings, conferences, business meetings is fixed (further if other is not determined, – meetings);
the order – the legal act published solely by the head of the organization (collegiate organ of management) for the solution of operational issues of organization activity;
registration of the document – the record of accounting data on the document in accounting registration form with assignment to it registration index fixing the fact of its creation, obtaining or sending;
the resolution – documentary specifying of the head, other authorized person about procedure for execution or use of the document;
document detail – the information element reflecting data on contents of the document and (or) on its purpose, authorship, time of creation, obtaining, the location in specific timepoint, communications with other documents, management of the document during time;
the reference – the type of the information document containing the description and (or) confirmation of these or those facts of office or biographic nature without opinion of the author on being of the stated questions;
the standard nomenclature of cases – the systematized list of the unified headings put, the establishing standard structure put with single system of indexation for uniform in nature of organization activity;
managerial documentation – set of the documents which are formed in implementation process of functions of public administration, local self-government, management of the organization (organizations);
forming of cases – group of the performed documents in cases according to the nomenclature of cases of the organization and systematization of documents in cases;
the form of the document – set of the details of the document located in certain sequence on the material carrier or in the form of external submission of the document in electronic form;
examination of value of documents – determination of the historical, scientific, social, economic, political, cultural and practical importance of documents for the purpose of establishment of terms of their storage, selection for storage or destruction, establishment of specific mode of accounting, storage and use;
electronic case – the document or set of documents in electronic form, including electronic documents, and its metadata united on certain sign on the basis of the logical relationships and representing single information object for accounting, storage and search of document information.
Terms "archive", "clerical work", "document in electronic form", "sources of completing of the Public Records Offices" are used in this Instruction in the values determined by paragraphs to the second, tenth, thirteenth and sixteenth part one of article 2 of the Law of the Republic of Belarus "About archiving and clerical work".
The terms "copy of the electronic document", "electronic copy of the paper document", "digital signature", "electronic document" are used in this Instruction in the values determined by paragraphs the third and fourteenth or sixteenth article 1 of the Law of the Republic of Belarus of December 28, 2009 No. 113-Z "About the electronic document and the digital signature".
The term "file" is used in this Instruction in the value determined by the paragraph the seventeenth Item 7 of Rules of work with documents in electronic form in archives of state bodies, other organizations approved by the resolution of the Ministry of Justice of the Republic of Belarus of February 6, 2019 No. 20.
4. The organization and record keeping in the organizations are performed on the basis of independently developed instructions on clerical work according to requirements of this Instruction.
According to the decision of superior organizations the standard or approximate instructions on clerical work used in case of development of instructions on clerical work of these organizations are developed for the subordinate organizations, uniform in nature of activities.
The standard instruction on clerical work establishes single procedure for the organization of clerical work in all uniform organizations.
The approximate instruction on clerical work establishes the procedure for the organization of clerical work in the uniform organizations providing possibility of its specification in instructions on clerical work of the organizations in the framework established by it.
5. Instructions on clerical work of the organizations which are sources of completing of the Public Records Offices affirm their heads after coordination with the relevant Public Records Office or structural division on archives and clerical work regional (The Minsk city) executive committees.
Instructions on clerical work of the organizations which are not sources of completing of the Public Records Offices affirm their heads after coordination with superior organizations (in case of their availability).
The standard and approximate instructions on clerical work developed by the state bodies, other organizations subordinated to the Government of the Republic of Belarus affirm their heads after coordination with the Central commission of experts (further – TsEK) relevant organ of management (organization) and republican state body as the sphere of archiving and clerical work.
The standard and approximate instructions on clerical work developed by the organizations which are sources of completing of the Public Records Offices and are not specified in part three of this Item affirm their heads after coordination with TsEK of these organizations and the relevant Public Records Offices.
The standard and approximate instructions on clerical work developed by the organizations which are not sources of completing of the Public Records Offices affirm their heads after coordination with TsEK of these organizations.
6. Structural divisions with the rights of the legal entity, the isolated structural divisions which are independent sources of completing of the Public Records Offices lead separate clerical work according to the procedure, established by this Instruction for record keeping in the organizations, including regarding development, creation, coordination, signing, approval of instructions on clerical work, nomenclatures of cases, inventories of cases, acts of allocation to destruction of the documents and cases which are not subject to storage, document transfer and cases in archive.
Structural divisions with the rights of the legal entity, the isolated structural divisions not specified in part one of this Item conduct separate clerical work according to the procedure, established by this Instruction for record keeping in the organizations, according to the decision of the organizations which structural divisions they are if other is not established by the legislation.
In the presence of the subordinates (who are part, system) uniform in nature of organization activity structural divisions with the rights of the legal entity develop for them standard and (or) approximate instructions on clerical work, standard and (or) approximate nomenclatures of cases, create TsEK according to the procedure established by this Instruction.
7. The organization and enhancement of system of preschool educational institution in the organizations, observance of rules of documentation and the organization of work with documents, methodical management with documents and training of workers in bases of clerical work, implementation and use of modern information technologies in work with documents are provided with service of preschool educational institution.
In case of small amount of document flow the service of preschool educational institution can not be created. In this case accomplishment of its functions is provided with the worker appointed by the administrative document of the head of the organization (further – person responsible for preschool educational institution).
8. Heads of the organizations and structural divisions provide the organization of clerical work, observance of rules of documentation and the organization of work with documents, safety of documents respectively in the organizations and structural divisions.
When changing the head of the organization the delivery-acceptance certificate of documents and cases is drawn up.
The administrative document of the head of the organization appoints the worker responsible for record keeping in structural division.
Employees of the organization shall be acquainted with the operating procedure established in the organization with documents. About loss of documents by workers it is reported to the head of the structural unit and in service of preschool educational institution (person responsible for preschool educational institution).
When translating, moving or dismissal (release from post of the employee) of the worker the documents which are available for it and the cases are submitted according to the decision of the head of the organization or relevant structural division to other worker under the delivery-acceptance certificate of documents and cases.
9. Documentation of management activity can be performed as hand-written method, and by means of technical means. Managerial documents can be fixed both on paper, and on the electronic medium (documents in electronic form, including electronic documents).
Documents in electronic form can be applied in all fields of activity where are used technical, program and the software and hardware necessary for creation, processings, storages, transfer and acceptance of information in electronic form.
Requirements to documents in electronic form extend to electronic documents if other is not stipulated by the legislation about electronic documents and the digital signature (further – the EDS).
10. The administrative documents of the organizations accepted jointly are drawn up in the form of resolutions and (or) decisions.
The administrative documents published by the head, other authorized person of the organization solely are drawn up in the form of orders and (or) orders.
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