Instructions for office work: features of compilation

On July 1, 2021, a new state standard for document preparation GOST R 7.0.97-2016 “SIBID. Organizational and administrative documentation. Requirements for the preparation of documents" [1] (hereinafter referred to as GOST R 7.0.97-2016). This is an excellent reason to create a local regulatory act (LNA) for the preparation of documents in an organization. In the article, we will look at the sources of information for creating instructions, what sections can be included in it, and also how it can be adapted for ease of use.

Instructions for office work - LNA, which is not included in the list of mandatory internal regulatory documents of the organization (with the exception of government organizations), but its importance is difficult to overestimate. If, of course, the organization monitors its image.

SOURCES FOR CREATING INSTRUCTIONS

When creating instructions for office work, it is advisable to be guided by the following documents:

• Methodological recommendations for the development of instructions for office work in federal executive authorities[2] (hereinafter referred to as MR for federal executive authorities);

• GOST R 7.0.8-2013 “SIBID. Record keeping and archiving. Terms and definitions" (hereinafter referred to as GOST R 7.0.8-2013);

• GOST R 7.0.97-2016.

We recommend using departmental instructions as a sample. For example, the Standard Instructions for office work and archive work in the customs authorities of the Russian Federation[3]. This document can be used as a basis both in content and in the way information is presented.

SECTIONS OF INSTRUCTIONS

When creating instructions, much depends on the principles by which the organization conducts office work. The instructions for a small and a large organization with a wide branch network and a custom-designed electronic document management system will be very different.

We list the sections of the instructions that can be included in the universal instructions (we will assume that electronic documents and their circulation are not alien to the conditional organization):

1. General Provisions.

2. Terms and definitions.

3. Requirements for paperwork.

4. Organization of work with documents.

5. Features of working with electronic documents.

6. Reception, processing, registration and distribution of incoming correspondence.

7. Registration and sending of outgoing documents.

8. Organization of execution of documents and instructions.

9. Features of the preparation and execution of certain types of documents.

The list can be supplemented, for example, with sections “Electronic document management system”, “Features of working with citizens’ appeals”, “Recording and implementation of meeting decisions”, etc. As for archiving, it is better to develop your own LNA for it, because, as a rule, an archive In organizations, only clerks are involved.

Let us present the main recommendations for the content of sections in accordance with the MR for federal executive authorities (Table).

Features of the preparation and approval of instructions for office work

The purpose of such instructions is to optimize the algorithm for working with documents in an organization, both budgetary and commercial. The instruction must be binding, be agreed upon by all interested parties, and must not worsen the situation of the company’s personnel.

Creation of a document is carried out in several stages:

1. Preparation for writing the text, consultations with department heads, study of teaching materials.
2. Writing instruction text.
3. Coordination with certain employees. To do this, use a special familiarization log or employees sign on a form prepared for this.
4. Approval of the document by order of management.
5. Putting it into operation.

After the order is issued, the instructions come into effect. It must be said that all activities for the introduction of new instructions are carried out in advance, that is, before approval, new forms are prepared, software is configured, and personnel are trained to work according to the new standards. If necessary, all required changes are made to the job descriptions of employees.

Before issuing an order, employees must work in test mode with new forms, databases, EDMS, etc. Department heads must obtain electronic signatures. That is, everything must be ready by the date the instructions are approved.

TEXT OF INSTRUCTIONS

Of course, using the “copy-paste” combination is easiest. You can take whole pieces from GOST, departmental LNA or even from the instructions of friendly organizations. Just don't do this. Whoever, the document developer must know the text of his creation to the last letter. We recommend taking the long route and typing the instructions manually, section by section.

Along the way, the text of the instructions should be provided with examples, explaining, for example, how to fill out the “Name of organization” detail - with the name of your organization, and not some other. In the examples for the “Signature” or “Visa” details, you must show the names of those officials who work in the organization.

In addition, typing instructions manually will help to avoid such misunderstandings as the words “in a state executive body” instead of the words “in the Company”, names and surnames clearly from another, unknown whose, document.

ALGORITHM FOR WORKING ON INSTRUCTIONS

Let us present the algorithm for working on the instructions for office work (Scheme).

The draft instruction is its text, which the secretary submits for approval to officials of the organization. Of course, each organization has its own composition of approving persons for different types of documents, but everyone will most likely study the paperwork instructions: this is the LNA, which will be used in every structural unit, without exception.

The agreed text of the office management instructions is submitted to the General Director for approval.

Putting an instruction into effect is not just about approving it or even distributing it to structural units. It is important to ensure that the instructions are used daily so that they become a useful reference for colleagues.

We draw up an order approving the instructions for office work

There is no legally established form for such an order, so the management of the organization can form it at its own discretion, using norms developed by practice.

What needs to be indicated in the order:

1. Full and short name of the company.
2. Name of the document (order).
3. Order number.
4. Place and date of drawing up the order.
5. The essence of the order (“On approval of instructions for office work”).
6. Text. Here you need to argue for the need to draw up and issue an order. Indicate the introduction of new instructions for office work, who should familiarize the necessary employees with it, and who is responsible for monitoring the execution of the order. As a rule, this is the head of the company himself, if it is small.
7. Signatures of the employees mentioned in the order.

The instructions must be attached to the order. It will need to be stored with him.

The document signed by the manager is recorded in the order journal. Its copies and the instructions themselves are handed over to responsible employees.

HOW TO ADAPT THE INSTRUCTIONS FOR EASIER USE

The office management instructions approved by the director are the result of a huge amount of work, but that’s not all. Now you need to adapt the instructions for use. To do this, the instruction file needs to be modified using MS Word.

Creating navigation

If the headings in the text of the instruction are marked exactly as headings (see the Style in MS Word), and not just highlighted in bold or italics, then the document will be more convenient to use. When you press the Ctrl+F key combination on the left, the Navigation , and the user only needs one click on the title to go to the desired section.

Adding hyperlinks

Hyperlinks in the text, especially to terms and appendices to paragraphs, will significantly simplify the user’s work on the instructions. How much easier it is to click, for example, on the link “Appendix No. 4” and get to Appendix No. 4 (and back - also using a hyperlink) than to search for it throughout the entire text.

Enter full text search

The completed and approved office work instructions must be saved in an unchangeable format. For example, save the MS Word file as PDF. Then full-text search will be available in it, hyperlinks and headings will work.

"PR" FOR FUTURE INSTRUCTIONS

Employees will almost certainly be hostile to the newly introduced instructions on office work: of course, before there were no rules, and now there is a whole volume that everyone still needs to study. Well, this is a completely normal phenomenon: in management language, the adoption of any new corporate law is called an organizational change. Organizational change does not take place in an organization without resistance from employees. The main thing is to remain patient, and after a while they will get used to the instructions and begin to use them. And to make this “some time” come faster, you can use small tricks, for example:

• do not hide from anyone that such a LNA is being developed, and emphasize its necessity at every opportunity;

• focus the attention of colleagues on cases where the lack of approved rules for drawing up documents led to negative consequences: the director did not sign the document, the letter was not accepted for registration in the office of a government agency, an important contract was lost due to incorrect accounting;

• be interested in the opinions of colleagues about the preparation of documents. If someone has suggestions, great, they need to be listened to with special attention. It is not necessary to implement the idea, the main thing is that the author feels that he is also a participant in the work on the instructions - they do not speak badly about their work. By the way, employees often throw in very useful thoughts “from the outside.”

Order of the Ministry of Health of the Russian Federation dated December 15, 2020 No. 1331n

Approved by Order of the Ministry of Health of the Russian Federation dated December 15, 2021 No. 1331n

1. The first aid kit for providing first aid to employees (hereinafter referred to as the first aid kit) is equipped with the following medical products:

2. The first aid kit also includes the following other items:

1Order of the Ministry of Health of the Russian Federation dated June 6, 2012 No. 4n “On approval of the nomenclature classification of medical devices” (registered by the Ministry of Justice of the Russian Federation on July 9, 2012, registration No. 24852) as amended by orders of the Ministry of Health of the Russian Federation dated September 25, 2014 No. 557n (registered by the Ministry of Justice of the Russian Federation on December 17, 2014, registration No. 35201), dated July 7, 2021 No. 686n (registered by the Ministry of Justice of the Russian Federation on August 10, 2021, registration No. 59225).

3. When completing a first aid kit with medical products, the following may be included:

one medical product from those included respectively in subparagraphs 4, 8 and 12 of paragraph 1 of these requirements;

combinations of medical devices, taking into account the required minimum quantity from those included respectively in subparagraphs 1, 2, 5, and 6 of paragraph 1 of these requirements;

one other means from those included respectively in subparagraph 2 of paragraph 2 of these requirements.

4. The first aid kit must be equipped with medical products registered in the prescribed manner 2.

2 Decision of the Council of the Eurasian Economic Commission dated February 12, 2021 No. 46 “On the Rules for registration and examination of the safety, quality and effectiveness of medical devices” (Official website of the Eurasian Economic Union https://www.eaeunion.org/, July 12, 2021 ), Decree of the Government of the Russian Federation of December 27, 2012 No. 1416 “On approval of the Rules for state registration of medical devices” (Collected Legislation of the Russian Federation, 2013, No. 1, Art. 14; 2020, No. 49, Art. 7897).

5. Upon expiration of the expiration dates, medical products and other equipment with which the first aid kit is equipped are subject to write-off and destruction (disposal) in accordance with the legislation of the Russian Federation.

6. In case of use or write-off and destruction (disposal) of medical devices and other means provided for by these requirements, the first aid kit must be replenished.

7. The use of medical products included in the first aid kit is not permitted if their sterility is compromised.

8. It is not allowed to use, including reuse, medical products that are included in the first aid kit that are contaminated with blood and (or) other biological fluids.

9. The case or bag of the first aid kit can be portable and (or) fixed to the wall.