ORDER OF THE GOVERNMENT OF THE RUSSIAN FEDERATION

of June 15, 2009 No. 477

About approval of Rules of clerical work in federal executive bodies

According to article 11 of the Federal law "About Information, Information Technologies and on Information Security" Government of the Russian Federation decides:

1. Approve the enclosed Rules of clerical work in federal executive bodies.

2. State Item 11.1 of Standard regulations of the interaction of federal executive bodies approved by the order of the Government of the Russian Federation of January 19, 2005 N 30 (The Russian Federation Code, 2005, N 4, Art. 305; 2009, N 12, the Art. 1429), in the following edition:

"11.1. The clerical work in federal executive bodies is performed according to the Rules of clerical work in federal executive bodies approved by the order of the Government of the Russian Federation of June 15, 2009 N 477. On the basis of the specified Rules federal executive bodies in coordination with federal executive body in the field of archiving publish instructions on clerical work.".

3. State Items 2.38 and 2.39 of the Standard regulations of the internal organization of federal executive bodies approved by the order of the Government of the Russian Federation of July 28, 2005 N 452 (The Russian Federation Code, 2005, N 31, the Art. 3233), in the following edition:

"2.38. The clerical work in federal executive body is performed according to the Rules of clerical work in federal executive bodies approved by the order of the Government of the Russian Federation of June 15, 2009 N 477. On the basis of the specified Rules the federal executive body in coordination with federal executive body in the field of archiving publishes the instruction on clerical work.

Work with classified documents, shifrotelegramma, other documents of limited access, and also processing of classified and other information of limited access are performed according to special instructions.

2.39. The organization and record keeping in federal executive body are performed by structural division of federal executive body to which functions on record keeping, and also persons responsible for record keeping in other structural divisions of federal executive body are assigned.".

4. To Federal Archival Agency till January 1, 2010 to approve methodical recommendations about development of instructions on clerical work in federal executive bodies.

Approved by the Order of the Government of the Russian Federation of June 15, 2009 No. 477

Rules of clerical work in federal executive bodies

I. General provisions

1. These rules establish single procedure for clerical work in federal executive bodies.

2. Action of these rules does not extend to the organization of work with the documents containing the state secret.

3. The federal executive body on the basis of these rules taking into account conditions and specifics of the activities develops the instruction on clerical work approved by the head of federal executive body in coordination with federal executive body in the field of archiving.

II. Terms and determinations

4. For the purposes of these rules the following terms and determinations are used:

"documentation" - fixing of information on material carriers in accordance with the established procedure;

"clerical work" - the activities providing creation of official documents and the organization of work with them in federal executive bodies;

"document" - the official document created by state body, local government body, legal entity or physical person, which is drawn up in accordance with the established procedure and included in document flow of federal executive body;

"document flow" - movement of documents from the moment of their creation or obtaining before completion of execution, the room in case and (or) sendings;

"document detail" - the document element necessary for its registration and the organization of work with it;

"the original of the document" - the first or single copy of the document;

"the copy of the document" - the document which is completely reproducing information of the original of the document and its external signs, not having legal force;

"registration of the document" - assignment to the document of registration number, entering of data on the document into the registration accounting form;

"the nomenclature of cases" - the systematized list of headings put with indication of terms of their storage;

"case" - the set of documents or the separate document relating to one question or the site of activities of federal executive body;

"service of clerical work" - structural division to which functions on record keeping, and also persons responsible for record keeping in other structural divisions are assigned;

"the electronic copy of the document" - the copy of the document created electronically;

the paragraph the fourteenth ceased to be valid according to the Order of the Government of the Russian Federation of 26.04.2016 No. 356

"electronic document management system" - the automated information system providing creation of electronic documents and electronic copies of documents, management with them, their storage and access to them, and also document registration;

"electronic document management" - document flow using information system.

Other concepts used in these rules correspond to the concepts determined in the legislation of the Russian Federation.

III. Creation of documents in federal executive body

5. The documents created in federal executive body are drawn up on forms, on standard sheets of paper of the A4 format (210 x 297 mm) or A5 (148 x 210 mm) or in the form of electronic documents and shall have the established structure of details, their arrangement and registration.

6. Forms of federal executive body are developed on the basis of angular or longitudinal option of arrangement of details. In case of angular option details of the form are located in the upper left corner of leaf. In case of longitudinal option details of the form are located in the middle of leaf along the upper field.

During creation of electronic documents in electronic document management system electronic document templates are used.

7. Each document sheet which is drawn up both on the form, and on the standard sheet of paper shall have fields at least 20 mm - the left, 10 mm - the right, 20 mm - the upper and 20 mm - lower.

8. Samples of forms and electronic document templates affirm the head of federal executive body.

9. Details of the documents created in the course of activities of federal executive body are:

a) State Emblem of the Russian Federation;

b) name of federal executive body;

c) name of structural division of federal executive body;

d) name of position;

e) help data on federal executive body;

e) name of document type;

g) document date;

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