ORDER OF THE GOVERNMENT OF THE REPUBLIC OF KAZAKHSTAN

of December 21, 2011 No. 1570

About approval of Standard rules of documentation and management of documentation in the state and non-state organizations

According to article 18 of the Law of the Republic of Kazakhstan of December 22, 1998 "About National Archive Fund and archives" the Government of the Republic of Kazakhstan DECIDES:

1. Approve the enclosed Standard rules of documentation and management of documentation in the state and non-state organizations.

2. This resolution becomes effective after ten calendar days after the first official publication.

Approved by the Order of the Government of the Republic of Kazakhstan of December 21, 2011 No. 1570

Standard rules of documentation and management of documentation in the state and non-state organizations

1. General provisions

1. Standard rules of documentation and management of documentation in the state and non-state organizations (further - Standard rules) are developed according to article 18 of the Law of the Republic of Kazakhstan of December 22, 1998 "About National Archive Fund and archives".

2. Standard rules establish procedure for the organization of documentation of management activity and the organization of work with documents of unclassified nature on papers, managements of documentation in the state and non-state organizations (further - the organizations) and extend to organizational and administrative documentation.

3. The structure of the documents used in management activity is determined by competence and functions of the organization, procedure for the solution of questions (according to the procedure of individual rasporyaditelstvo or in joint procedure), amount and nature of communications with other organizations.

4. On the basis of Standard rules, the organization - the sources of replenishment of National Archive Fund located in the territory of the area the cities of republican value and the capital develop and claim in coordination with local executive bodies of areas, the cities of republican value and the capital of the rule of documentation and management of documentation.

The organizations - sources of replenishment of National Archive Fund, the central Public Records Offices of the Republic of Kazakhstan, National archive of the Republic of Kazakhstan, Archive of the President of the Republic of Kazakhstan develop and approve similar rules in coordination with them.

5. The organization, maintaining and enhancement of system of documentary ensuring management on the basis of single technical policy and use of modern technical means in work with documents, methodical management and control of observance of established procedure works with documents in the organization are carried out by structural division to which functions on documentary ensuring management are assigned (further - service of preschool educational institution).

In the organization in which according to the staff list the structural division performing functions on documentary ensuring management is not provided these obligations are assigned to the responsible official.

6. When changing the head of service of preschool educational institution documents and cases, and also registration and control forms (further - RKF) to them are transferred to again designated to the head or responsible official under the delivery-acceptance certificate.

7. These Standard rules do not extend much works with the office information containing the state secrets with office information marked of "Chipboard" and data of limited distribution.

2. Procedure for documentation

Rules of preparation and document creation

8. Preparation of normative and legal acts of the state organizations is performed according to the legislation of the Republic of Kazakhstan.

9. Documents are constituted in state language, on an equal basis with Kazakh Russian is officially used, and in the cases provided by the Law of the Republic of Kazakhstan of July 11, 1997 "About languages in the Republic of Kazakhstan" also other languages are applied.

The document in state language and the created authentic document in the Russian or other language are printed everyone on separate forms (single sheets) and are drawn up by single details.

10. During creation and execution of the paper document the details located in certain sequence according to the scheme of arrangement of details of the document according to appendix 1 to these Standard rules are used.

11. Subjects of small and medium business can constitute documents on standard sheets of paper of the A4 formats (210kh297mm), A5 (148kh210mm). In case of creation of documents on sheets of paper it is specified:

1) the official name of the organization which published the document;

2) name of document type, except for letters;

3) document date;

4) registration document number;

5) the name of position of person which signed the document, the signature and disaggregation of the signature;

6) impress of a seal.

12. Forms of documents are made on standard sheets of paper of the A4 or A5 formats. Each document sheet which is drawn up both on the form and without it, shall have fields at least:

20 mm - left;

10 mm - right;

10 mm - upper;

10 mm - lower.

In case of bilateral printing or copying the back of document sheet has respectively the following sizes of fields at least:

10 mm - left;

20 mm - right;

10 mm - upper;

10 mm - lower.

13. In the organization the following forms of documents are applied:

1) the form of the letter of the organization, according to appendix 2 to these Standard rules;

2) the form of specific document type of the organization, according to appendix 3 to these Standard rules:

3) the general form of the organization, according to appendix 4 to these Standard rules.

The general form is applied in cases when typographical production of forms of specific document type is inexpedient.

14. Forms of documents are made by typographical method, by operational polygraphy or are reproduced the computer directly in case of creation of the document.

15. Forms of documents of the state organizations with the color image of the State Emblem of the Republic of Kazakhstan are made by the printing companies having the license for the corresponding type of activity for orders of the state organizations and are subject to accounting for what in the left bottom corner of each copy of the form of the document the typographical method or numerator puts down its number, and if necessary series.

16. Forms of documents shall be used strictly for designated purpose and without the corresponding permission of management of the organization cannot be transferred to other organizations or other persons.

17. Subjects of small and medium business instead of forms can use stamp with reproduction of the name of the organization, by putting down of its print on sheets of paper in the left upper corner.

18. Internal documents, except for administrative documents, can be constituted on sheets of paper of the A4 or A formats 5, with indication of the name of document type and text statement in one language according to appendix 5 to these Standard rules.

19. In case of execution of the document developed by two and more state organizations (the joint order, the joint decision, the joint letter), the form with the image of the State Emblem of the Republic of Kazakhstan is not used.

In case of execution of the joint document developed by two and more equal organizations, official names of the organizations are located at one level in alphabetical order of names of the organizations.

In case of execution of the joint document developed by two and more organizations, official names are located according to decrease of hierarchy of the organizations.

The joint document is subject to assurance by seals of the organizations.

Requirements to registration of details of the document

20. The image of the State Emblem of the Republic of Kazakhstan is placed on the form of the document of the organization according to the requirements established by legal acts of the Republic of Kazakhstan for the state symbols of the Republic of Kazakhstan.

21. The emblem, logo or the trademark (service mark) is reproduced on the form according to constituent documents of the organization.

The emblem, logo or the trademark (service mark) is not placed on the form with the image of the State Emblem of the Republic of Kazakhstan.

22. The official name of the organization includes the name according to constituent documents with indication of on form of business.

The abbreviated name of the organization is provided in that case when it is enshrined in constituent documents, and is placed in brackets below full name.

The name of structural division is specified if it is the author of the document, and is located below the name of the organization.

23. In help data on the organization are specified: the postal address, phone numbers, telefaxes, the e-mail address and other data at the discretion of the organization.

24. The name of the document type published by the organization is regulated by regulatory legal acts of the Republic of Kazakhstan.

25. Document date date of its signing (administrative documents, letters, references and others) or the event fixed in the document is (the protocol, the act and others). For the approved document (provision, the regulations, rules and others) - approval date.

Document date is put down by the official signing or approving the document. By preparation of the draft document only designation of month and year is printed.

If authors of the document are several organizations, then document date there will be the latest signature date (approvals).

The office marks in the document connected with its passing and execution (acquaintance) in the organization shall date and be signed.

Document date is drawn up in the Arab figures in the sequence: day of month, month, year. Day of month and month draw up in two vapors of Arab figures divided by point; one or four years in the Arab figures.

The verbal and digital method of writing of date is used in the administrative documents, documents containing data of financial nature, determining legitimate rights and interests of citizens in case of the reference to regulatory legal acts and drawn up as follows "on April 05, 1995".

26. The registration document number consists of sequence number of the document in registration and control form. Other details (index of case on the nomenclature of cases of the organization, own correspondent number) are put down at the discretion of the organization.

27. In the reference to number and incoming document date registration number and document date on which the answer is given is specified.

28. The place of creation or the edition of the document is specified on all document types, except the letter. It is allowed not to specify on internal documents, except for administrative, the place of creation or the edition of the document.

29. The signature stamp of restriction of access is put down in the upper right corner of the first leaf with indication of number of copy.

30. Documents are addressed to the organizations, their structural divisions, official or physical persons.

When addressing the document of the organization, to its structural division, their names are written with lowercase letters, bold-face type in the Nominative case, position of person to whom the document - in dative case is addressed.

When addressing the document to the head of the organization its name is part of the name of position of the addressee.

When addressing the document are specified to physical person the postal address. In case of correspondence in the organization specifying in dative case only of surname and the official's initials is allowed.

If the document is addressed to the uniform organizations, their addressees are specified generally.

The document shall not contain more than four addressees. The word "Copy" before the second, third, fourth addressees is not specified. In case of the bigger number of addressees the list (register) of mailing of the document is constituted.

In case of the direction of the document not to permanent addressees, the detail "Addressee" the postal address which is drawn up by the contractor is included. Elements of the postal address are specified in the sequence, according to the rules of provision of services of mail service approved by the Government of the Republic of Kazakhstan.

31. The signature stamp of approval of the document is located in the right upper corner of the first document sheet.

In case of approval of the document by the specific official, the signature stamp of approval consists of the following elements: "I approve" words (it is drawn up by lowercase letters, without application of quotes), names of position, the signature, initial of name, surname and approval date.

In case of approval of the document by two and more persons of equal positions signature stamps of approval are located in alphabetical order names of the organizations.

In case of approval of the document the resolution, the decision, the order, the protocol the signature stamp of approval consists of the word "It Is Approved (and, oh, Y)", type of the administrative document in instrumental case, its dates and number.

32. The resolution is in the upper part of the first document sheet at the place, free from the text. The surname of the contractor (contractors), contents of the order (orders), completion date, the signature, and date are part of the resolution.

On the documents which are not requiring instructions for execution and having standard completion dates in the resolution the contractor, the signature of the author of the resolution, date is specified. In cases when the assignment is given to two and more persons, the main contractor is person specified in the order to the first if other is not established in the resolution.

The main contractor and the collaborator can give instructions in the form of the resolution to persons, is direct it the subordinate. In this case the resolution is drawn up on the document.

The first heads of the organizations, their deputies can draw up the resolution on the separate form (counter) with indication of under the signature of person who wrote the instructions, the entering registration number, receipt date and mark about details of the document to which the resolution (the author, reference number and document date), and also other elements of detail provided by this Item belongs. The orders in the form of resolutions sent to other organizations are registered service of preschool educational institution.

33. The heading to the text of the document is drawn up by bold-face type from border of the left field of the document, without hyphenation and shall not contain more than 35 signs in every line. In the document which is not requiring state registration in judicial authorities in case of heading size more than 5 lines, registration of heading on the middle of the document is allowed. The end at the end of heading is not put.

The heading to the text shall be short, precisely retell matter of the document. It shall be approved with the name of document type and answer questions: "about what?" ("about whom?"), "what?" ("whom?").

The heading to the text of the document less than 10 lines, and also to the document executed on the form of format A 5, is not constituted.

34. The mark about control of performance of a document is designated by words or stamps of Bakylau, "Control", "Bakylauga of alynda", "Is taken on control", to letters of "B", "To" and is put down in the upper left part of the first document sheet outside text field.

35. The text of the document is drawn up in the form of the questionnaire, the chart, the table, the coherent text or combination of the specified forms.

The form of the questionnaire is applied in case of statement of digital or verbal information on one object on certain feature set.

In case of creation of the text shall be expressed by noun in the Nominative case as the questionnaire of the name of signs of the characterized object or the phrase with verb of the second person of plural of this or past tense (you have, were, were). The characteristics expressed verbally shall be approved with names of signs.

The form of the chart is applied in case of statement of digital or verbal information. The chart shall not share, pass to other page.

The form of the table is applied in case of statement of digital or verbal information on several objects on number of signs.

Tables have two levels of partitioning of the text: vertical - graphs and horizontal - lines. Graphs and lines of the table shall have the headings expressed by noun in the Nominative case. Subtitles of columns and lines shall be approved with headings. If the table is printed more than on one page, graphs of the table shall be numbered and on the following pages only numbers of these columns shall be printed.

The coherent text, as a rule, consists of two parts. In the first part the reasons, the purposes, the bases of creation of the document are specified; in second (final) - decisions, conclusions, requests, recommendations. In certain cases in the first part requests, offers are specified, reasons, arguments are given in the second-. The text may contain one final part (for example, orders - administrative part without stating, letters - request without explanation). In the text of the document prepared on the basis or in pursuance of earlier published document, its details are specified: the name of the document and the organization author, date, registration number, heading to the text. If the text is considerable on the amount, contains several decisions, conclusions, offers, requests, it can be broken into Sections, Items.

Items in the document are located on the importance in the logical sequence, and also taking into account chronology of stages of the solution of question. Relatives on content Items of documents, considerable on amount, can be united in Chapters. Several heads, relatives of content, can be united in Sections, and Sections, in turn, can unite in part. In big Chapters on amount paragraphs can be selected, and in big Sections subsections can similarly be allocated.

Items can be subdivided into subitems. In Items and subitems there can be parts allocated by paragraphs.

Disclaimer! This text was translated by AI translator and is not a valid juridical document. No warranty. No claim. More info