of March 26, 2013 No. 58
About Rules of internal document flow in the Eurasian economic commission
According to Item 65 of the Regulations of work of the Eurasian economic commission approved by the Decision of the Supreme Eurasian economic council of November 18, 2011 No. 1, Board of the Eurasian economic commission solved:
1. Approve the enclosed Rules of internal document flow in the Eurasian economic commission.
2. This Decision becomes effective after 30 calendar days from the date of its official publication.
Chairman
V. B. Khristenko
Approved by the Decision of Board of the Eurasian economic commission of March 26, 2013 No. 58
1. These rules are developed according to the Regulations of work of the Eurasian economic commission approved by the Decision of the Supreme Eurasian economic council of November 18, 2011 N 1 (further - Regulations), for the purpose of establishment of procedure for the organization of work with documents in the Eurasian economic commission (further - the Commission), accomplishment of functions on information technical supply of its work and the organization of interaction with state members of the Customs union and the Common economic space (further - state members) for realization of provisions of the Agreement on the Eurasian economic commission of November 18, 2011 (further - the Agreement), other international treaties and decisions of the Supreme Eurasian economic council constituting the contractual legal base of the Customs union and the Common economic space, and also interaction with other states and the international organizations, legal entities and physical persons.
These rules regulate document flow in the Commission, except as specified, when international treaties, by decisions of the Supreme Eurasian economic council, Council of the Commission (further - Council) or Boards of the Commission (further - Board) establish special procedure for preparation of documents.
2. Fulfillment of requirements of these rules is obligatory for all staff of the Commission.
3. The staff of the Commission shall be informed of these rules under list within 1 month after execution of an employment agreement.
4. Provisions of these rules extend to the organization of work with documents irrespective of carrier type, including their preparation, registration, accounting and control of execution performed by means of the automated (computer) technologies.
The organization of clerical work in the Commission is performed with use of the automated search engine of electronic document management (further - electronic document management system).
5. The organization, maintaining and enhancement of clerical work in the Commission on the basis of implementation of single technical policy and use of modern technical means in work with documents, methodical management and control of observance of established procedure of work with documents in structural divisions of the Commission (departments of the Commission, the secretariats of members of Board, representative offices of the Commission in state members) are performed by Department of the protocol and organizational support.
Functions, tasks, the rights and responsibility of the employees participating in documentary providing (including the employees responsible for clerical work in structural divisions of the Commission), are established by official regulations (job descriptions) of staff of the Commission.
6. The department of the protocol and organizational support annually carries out scheduled inspections of condition of clerical work in structural divisions of the Commission. Following the results of check references with recommendations about improvement of work with documents with indication of the revealed shortcomings and term of their elimination after which in Department of the protocol and organizational support the report on remedial action is submitted are constituted. On results performed it is reported on the Chairman of Board of the Commission and the member of Board supervising the relevant structural division of the Commission.
7. Responsibility for the organization and condition of the clerical work, for observance established by these rules of procedure for preparation of documents and works with them their safety in structural divisions of the Commission is assigned to heads of structural divisions of the Commission.
Responsibility for record keeping in structural divisions of the Commission and for reliability of the represented data on condition of execution of documents is assigned to the employees responsible for clerical work. The personal list of the employees responsible for clerical work in structural division of the Commission, and the employees replacing them for temporary absence (disease, leave, etc.) is signed by the head of the structural unit of the Commission and it is represented in Department of the protocol and organizational support.
In case of dismissal of the employee responsible for clerical work, and appointment of other employee corresponding changes are entered in the list.
8. The staff of the Commission bears the personal responsibility for observance of requirements of these rules, safety of the documents which are at them. On loss of documents it is immediately reported on the head of the structural unit of the Commission and reported in Department of the protocol and organizational support.
9. Before vacation or departure to business trip the employee of the Commission shall report through the employee responsible for clerical work, the documents which are at it on execution to other employee on specifying of management of structural division of the Commission.
In case of dismissal or job change the employee shall hand over the documents which are at him on execution to the employee determined by the head of the structural unit of the Commission or the employee responsible for clerical work in this structural division of the Commission.
10. The operating procedure with documents of limited distribution (confidential and for office use) affirms Council for representation to Board.
11. Document flow is movement of documents in the Commission from the moment of their creation or obtaining before completion of execution or sending.
12. All documentation of the Commission is divided into 3 dokumentopotok:
1) incoming documents;
2) outgoing documents;
3) internal documents.
13. Accounting of number of documents on the Commission in general or on separate structural divisions of the Commission is conducted by means of electronic document management system.
14. Delivery of incoming documents in the Commission is performed by means of mail, courier, express, electric service, etc.
By means of mail service printing editions are brought to the Commission written correspondence in the form of non-registered, registered and registered letters, postcards, parcels post and small packets, and also.
15. On channels of electric communication telegrams, faxes, telephone messages and electronic messages arrive.
16. Acceptance, initial processing, accounting, registration and distribution of correspondence arriving in the Commission are made in centralized procedure by Department of the protocol and organizational support.
17. Envelopes with documents (parcel post), except for envelopes (parcels post) marked "personally", are opened.
Correspondence placed in envelope (parcel post) marked "personally" is transferred to the relevant structural division of the Commission for opening by the addressee or authorized person.
When opening envelopes (parcels post) details of documents, completeness and integrity of documents and appendices to them are checked, numbers which are put down on documents with numbers specified on envelopes (parcels post) are verified.
In case of detection of damages, lack of documents or appendices to them, the lack of reference number and date which is incorrectly specified to surname, name of middle name the statement in 2 copies is drawn up: one copy of the act remains in Department of the protocol and organizational support, other copy of the act (together with the document) returns to the correspondent.
18. The documents which arrived in the Commission by means of mail, courier, express and electric service, including on channels of fax connection, except for documents according to the list according to appendix N 1, information used in the help purposes which are not requiring execution and not containing are subject to registration in electronic document management system.
19. Registration of incoming documents is performed by creation of electronic registration card in electronic document management system to which registration number is automatically assigned and in which details in structure according to the appendix N 2 are registered.
The file with the scanned document is attached to electronic registration card.
Appendices in the form of brochures, books, newspapers, magazines, maps, text and other materials of the format exceeding format A 4, and also the documents containing personal data are not subject to scanning.
20. The print of registration stamp is put down in the right bottom corner of the face of the first page of the document and includes registration number which is assigned automatically in electronic document management system, date, the number of sheets of the main document and appendix.
In the left bottom corner of the face of the first page of the document the barcode corresponding to registration number is put.
21. Correspondence addressed to members of Board and heads of structural divisions goes to the relevant secretariats.
22. After approval of the order (execution of the resolution) on performance of a document the authentic copy of the document goes to the executive in charge. To other contractors electronic copies of the document go.
23. Document transfer from the structural division of the Commission supervised by one member of Board in the structural division of the Commission supervised by other member of Board is drawn up by the service record and performed through Department of the protocol and organizational support.
24. Documents are transferred to destination in day of receipt, urgent - without delay.
25. The correspondence which is not subject to registration, addressed to the Chairman of Board, members of Board or structural divisions of the Commission is transferred to the relevant structural divisions of the Commission.
26. Documents on electronic media (CD disks, flash cards) shall have the cover letter on paper.
27. The documents addressed to heads of states and heads of governments are signed by the Chairman of Board or members of Board.
28. The documents sent to members of council in public authorities, in the organization or to citizens, are signed by the Chairman of Board, members of Board or heads of structural divisions of the Commission according to their competence.
29. The documents signed by the Chairman of Board or members of Board are printed in the quantity necessary for sending for addressees. The visa copy after registration remains in department of clerical work and control of Department of the protocol and organizational support.
The contractor submits the signed document (authentic copy) for its registration together with the incoming document which is the basis for preparation of the outgoing document, visa copy with original visas (in exceptional cases copies of visas can contain on the copy of the document received by means of electronic means of communication) and the copy which is subject to return to the contractor.
The visa copy with original visas is given on archive storage.
30. The employee responsible for sending outgoing correspondence checks correctness of execution of the document: the addressee, heading, availability of appendices, visas, the signature, mark about the contractor.
The copy of the outgoing document is certified by stamp print "True copy", signed by the employee responsible for sending outgoing correspondence, and filed in case according to the nomenclature of cases.
Documents of not office nature are not subject to sending as a part of outgoing correspondence of the Commission.
31. The outgoing documents signed by members of Board are registered in electronic document management system the staff of department of clerical work and control of Department of the protocol and organizational support. Documents signed by heads of structural divisions of the Commission are registered the employees responsible for clerical work in structural divisions of the Commission.
In case of registration of outgoing documents the following details are entered into electronic registration card:
the signature - surname of the official who signed the document;
content - the summary of the document;
the contractor - surname of the contractor who prepared the document;
visas - surnames of the officials who vised the document;
addressees - organizations to which the document goes;
the answer to N - number and date of the letter on which the answer is given (in the presence);
write-off in case - file number according to the nomenclature of cases.
Sequence registration number and document date are appropriated in electronic document management system automatically when filling of all available fields and from electronic registration card are transferred to the document by the employee registering this document. The signed and registered document is scanned, the file with the scanned document is attached to registration card.
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The document ceased to be valid since May 17, 2015 according to item 4 of the Decision of Board of the Eurasian economic commission of May 5, 2015 No. 46