An outgoing document log, a sample of which is given below, is very helpful when maintaining records in an organization. It registers outgoing letters, instructions, explanations and other papers that the organization officially sends somewhere. Large enterprises use spreadsheets and specialized programs for this. But small businesses rarely need them.

FILES

Meaning

Fixing the fact of sending any paper is no less important than fixing the fact of its acceptance. Thus, the outgoing document log has the same value as the incoming mail log. The degree of order in the sent correspondence will depend on it.

It is also necessary to maintain the integrity of correspondence on fundamentally important issues. With such a journal, it can be easily processed into a single file, with numbers, dates and a list of responsible persons.

Filling Requirements

The journal for registering outgoing documents, like all other journals of this type, consists of two parts: a cover and pages. The cover contains the name, start and end date of the maintenance (the second one is convenient to put down at the end of the document), the name of the organization, and other basic details. The main body should:

• Be represented by the same pages (given in the attached form and sample magazine).
• to flash. For the convenience of archiving, the pages are pinned in two or three places. Thus, when the journal ends, it is convenient to place it in folders.
• Also, each of the pages of the magazine should be numbered.
• End with a leadership visa. At the end, the number of pages is counted and checked. On the very last page of the document - the back of the cover - the number of pages is affixed. The head of the organization puts his signature and seal here.

There is a rule in office work: do not register an unsigned document. Only after the signature of the person who has the right to do so, the document acquires legal force and can be entered in the registers.

The document is stored for 3 years (if the employees of the organization do not work in adverse working conditions), and then a specially convened expert and verification commission checks the value of the document. If it is of no value for further use and cannot be evidence in disputes, investigative and judicial proceedings, then it is destroyed. Naturally, filling in the act of destruction of documents.

What data to indicate when filling out

The magazine is arranged quite simply: a cover plus a table. The latter is represented by columns in which the following should be indicated:

• Document date. Outgoing emails are arranged in chronological order. This greatly simplifies the search for business correspondence. The date is the day of signing.
• Registration number of outgoing documentation. The first outgoing document from the beginning of the log is 1, the second is 2, and so on. Usually the document is maintained from the beginning of the calendar year, as the registration numbers begin.
• Destination.
• Summary. This may be the name and number of the document, or simply the question on which the correspondence is being conducted. In practice, it often turns out that small letters (several lines) may not have a name at all. Then this column remains empty.
• Who signed the outgoing paper.
• Executor.
• A note about sending a copy of the outgoing letter to the case.
• Information about sending the document. Data is recorded here that does not fall under the category of other columns, but is necessary for orientation in the log.

Each outgoing business letter should be described on its own line. If the employee filling out the document receives several letters at once, then they should be registered in descending order of importance. The number and date of each paper is located on a separate line.

Filling out the journal in electronic form is unacceptable, since the performer must sign in it, a mark is made to attach a copy of the document to the case, etc. Errors are also undesirable. But if incorrect information was indicated, then it should be crossed out with one line, and the correct one should be signed next to it, with the addition “Corrected to believe” and the signature of the head (or other person responsible for filling out the journal).

Variations

Sometimes they resort to the design of a combined journal of incoming and outgoing documentation. This is convenient if the volume of business correspondence is small.

It should be borne in mind that searching and restoring the entire course of the dialogue, for example, with a business partner or client, will be difficult. Processing time will increase. But each organization has the right to independently choose the form of submission of such information.

Types of documents sent

A wide variety of papers can be entered in the register of outgoing documents. For example:

• references;
• acts;
• requests;
• telegrams;
• translations;
• applications, etc.

Although the register of outgoing documents does not apply to strict reporting documents, it can be useful in organizations where business correspondence is conducted that requires accounting and control.

How much to store

The storage time of the journal should not be less than the storage period of those documents that are registered in it. This rule applies even if it contained orders for core activities or personnel documents that have a permanent shelf life.

Rule: in order to have the right to destroy the register of outgoing documents, you must make sure that the deadlines for storing all the papers marked in it have expired.

Usually the term does not exceed 3-5 years. But there are exceptions to the rule. For this reason, experienced personnel officers, secretaries, heads of departments, or other employees whose lot has fallen to keeping a log often resort to dividing logs. In one, documents with a permanent storage period are registered (also those that are stored for 75 years), and the other is left for “perishable” documents that lose their legal force within 3-5 years. In this case, a mark is put on the cover of the magazine. The main thing is to avoid confusion.

The work of labor protection specialists is associated with filling out a large number of forms of documents, such as, for example, magazines. Despite the variety of regulatory legal acts regulating the availability of certain journals, it is possible to single out general principles for maintaining these forms of documents.

The briefing log must be:

1. numbered. You can number the pages or sheets of the magazine, numbering the sheets will be less laborious;
2. laced. With the help of what you will carry out the lacing, you choose: it can be twine, linen cord, ribbon, stitched nylon thread, etc. The ends of the lacing material must be issued on the cover of the magazine or on its last page and secured with a sticker so that the ends of the lacing remain visible. To avoid inconvenience when using a lace-up magazine, the length of the released ends of the lacing must be at least 5 cm. picture;
3. signed by the person responsible for its maintenance. The following inscription should be placed on or next to the sticker: “In the magazine, ___ sheets are numbered, laced and sealed with a seal. "day"_month_20__ Full name, position, signature _______. The journal is signed by a person authorized to keep this journal;
4. affixed with the seal of the organization. We set the seal so that its imprint is both on the sticker and on the cover / sheet of the magazine to which the ends of the lacing are glued. See drawing.

1. When filling out the journal, we do not leave empty lines, we do not make corrections.
2. Defining a log form in a normative document as recommended means that we can make changes to this form, such as adding columns.
3. It is not necessary to purchase printed magazines, you can print them yourself in your organization.
4. The shelf life of completed logs is 10 years(Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 “On approval of the “List of standard administrative archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the storage periods”), unless otherwise provided by regulatory documents regulating the maintenance of the relevant magazines. For example, an industrial accident register is kept for 45 years.

Let us dwell in more detail on some moments of filling in the logs related to the registration of briefings.

How to fill out the introductory briefing log

Who fills out the log (provides briefing)? Occupational safety specialist or employer, or employee who is assigned this function by order of the organization.

Information to fill. For the introductory briefing, you will also need to have:

1. The program of introductory briefing on labor protection,
2. Instructions for conducting an introductory briefing on labor protection.

As a rule, one introductory briefing log is started in the organization, but:

1. if there are separate subdivisions in the structure of your organization, the functions of conducting introductory briefing in separate subdivisions can be assigned to the specialists of these separate subdivisions, who will keep introductory briefing logs for their subdivisions;
2. some organizations prefer to have a separate introductory briefing log for third-party employees. If you decide to follow their example, it would also be logical to develop a separate program and instructions for conducting introductory safety briefings for third-party employees.

Recommended literature: You can read about introductory briefings in paragraphs 7.1-7.1.5, Appendix 3 of GOST 12.0.004-90 “Interstate Standard. System of labor safety standards. Organization of labor safety training. General Provisions”, paragraph 2.1.2 of the Decree of the Ministry of Labor of the Russian Federation, the Ministry of Education of the Russian Federation dated 13.01.2003 N 1/29 “On approval of the Procedure for training in labor protection and testing knowledge of labor protection requirements for employees of organizations”.

How to fill out a workplace briefing log

Log Form: recommended - Appendix 6 “GOST 12.0.004-90. Interstate standard. System of labor safety standards. Organization of labor safety training. General Provisions". Those items that we suggest you enter into the form proposed by GOST are highlighted in blue.

Who fills out (conducts briefing)? Immediate work supervisor. Assign the obligation to conduct briefings at the workplace to specific employees with an organization order (for example, “On conducting labor protection briefings”), the order should cover all structural divisions of your company. Remember that your responsible must have a valid certificate of completion of special training in labor protection (at least once every 3 years).

Information to fill.

This journal records the conduct of primary, repeated, unscheduled, targeted briefings. Each person responsible for carrying out the listed briefings maintains his own Workplace Briefing Log for his unit. For the tutorial, you will also need:

1. A list of labor protection instructions in force in your organization;
2. briefing programs;
3. Labor protection instructions.

"Type of briefing (primary, repeated, unscheduled, targeted)"

briefing	When do we do it?
primary	before the start of production activities, after the employee has received an introductory briefing on labor protection.
repeated	at least once every six months (in fact, we repeat the initial briefing at the workplace), unless other terms and frequency are indicated by sectoral and intersectoral regulatory legal acts that apply to the activities of your organization. For example, the driver Ivanov I.I. undergoes repeated briefing once every 3 months (clause 10.10 of the Decree of the Ministry of Labor of the Russian Federation of May 12, 2003 N 28 “On approval of the Intersectoral rules for labor protection in road transport”). Regulate the frequency of repeated briefings by order of the organization (for example, in the same order "On conducting briefings on labor protection"). At the same time, if part of the employees of one unit must be instructed once a quarter, and the other part - once every six months, you can set repeated instruction once a quarter for all employees of this unit, since this does not contradict the current legislation and will allow the person responsible for conducting briefings of this unit does not get confused.
unscheduled	when new or amended legislative and other regulatory legal acts containing labor protection requirements, as well as instructions on labor protection, are put into effect; when changing technological processes, replacing or upgrading equipment, fixtures, tools and other factors affecting labor safety; in case of violation by employees of labor protection requirements, if these violations created a real threat of serious consequences (accident at work, accident, etc.); at the request of officials of state supervision and control bodies; during breaks in work (for work with harmful and (or) dangerous conditions - more than 30 calendar days, and for other work - more than two months); by decision of the employer (or a person authorized by him).
target

"The reason for the unscheduled, targeted briefing"

Possible reasons listed in clauses 7.4.1, 7.5.1 of GOST 12.0.004-90. Interstate standard. System of labor safety standards. Organization of labor safety training. General provisions”, paragraphs 2.1.6-2.1.7 of the Decree of the Ministry of Labor of the Russian Federation, the Ministry of Education of the Russian Federation dated 13.01.2003 N 1/29 “On approval of the Procedure for training in labor protection and testing knowledge of the labor protection requirements of employees of organizations”, we have already indicated in the table above, they can be summarized as follows:

"Information about internship in the workplace". The employer is obliged to conduct an internship for employees entering work with harmful and (or) dangerous working conditions (Article 225 of the Labor Code of the Russian Federation), and the requirement for an internship may be contained in regulatory legal acts in the field of labor protection. The employer determines the duration of internship shifts independently (from 3 to 19 shifts), based on the qualifications and work experience of the employee, the nature of the work performed. It is worth noting that in addition to an entry in the Journal for an internship, you also need: an internship program, an order for an employee’s internship, an order for the admission of this employee to independent work (upon successful completion of the internship), a local regulatory legal act that contains the procedure for the internship, specifics of the internships in your organization.

How to fill out a register for the assignment of group 1 for electrical safety to non-electrical personnel

Log Form: described in clause 2 of the Notes to Appendix No. 1 to the Rules for labor protection during the operation of electrical installations, approved by order of the Ministry of Labor of Russia dated July 24, 2013 N 328n.

Who fills out (conducts briefing)? An employee from among the electrical personnel, having at least Group III in electrical safety, appointed by order of the head of the organization. Please note that labor protection specialists do not belong to electrical (electrotechnological) personnel, therefore they do not have the right to conduct this type of briefing (clause 6 of the Note to Appendix No. 1 to the Rules for labor protection during the operation of electrical installations, approved by order of the Ministry of Labor of Russia dated July 24 2013 N 328n).

Information to fill. For the training, you must have:

1. The list of positions, jobs requiring assignment of production personnel to group I. The head of the organization (separate subdivision) independently determines who to include in the List. The logic is simple: there is a possibility of electric shock to the employee during the performance of work, the employee does not belong to either electrical or electrical personnel (i.e. is non-electrotechnical personnel) - we include it in the list;
2. an approved briefing program, instructions for conducting briefings for non-electrotechnical personnel for group I in electrical safety.

"Date of the previous filling." The frequency of assignment of the I group is at least 1 time per year. If we are instructing a new employee, we put a dash in this column, if the briefing is repeated, we put the date of the previous employee briefing.
Where is the information found: p.1.4.4. Order of the Ministry of Energy of the Russian Federation dated 13.01.2003 N 6 "On Approval of the Rules for the Technical Operation of Consumer Electrical Installations".

How to fill out a fire safety briefing log

Journal form: required

Annex 1 of the Order of the Ministry of Emergency Situations of the Russian Federation of December 12, 2007 N 645 (as amended on June 22, 2010) “On approval of the Fire Safety Standards “Training fire safety measures for employees of organizations”.

Information to fill.

briefing	When do we do it?	Who is conducting?
introductory fire fighting	before starting independent work	the head of the organization or the person responsible for fire safety, appointed by order (instruction) of the head of the organization
primary firefighting in the workplace	at the workplace, before the start of production activities, after the employee has received an introductory fire safety briefing
repeated fire fighting	at least once a year, and with employees of organizations that have a fire hazardous production, at least once every six months	the person responsible for ensuring fire safety in each structural unit, appointed by order (instruction) of the head of the organization
unscheduled firefighting	when performing one-time work, in the aftermath of accidents, natural disasters and work for which a work permit, permit or other special documents are issued, as well as when holding public events in the organization.
unscheduled	upon the introduction of new or changes in previously developed rules, norms, instructions on fire safety, other documents containing fire safety requirements; when changing the technological process of production, replacing or upgrading equipment, tools, raw materials, materials, as well as changing other factors affecting the fire-prevention state of the facility; in case of violation by employees of the organization of fire safety requirements, which could lead or led to a fire; for additional study of fire safety measures at the request of the state fire supervision authorities when they reveal insufficient knowledge among the employees of the organization; during breaks in work for more than 30 calendar days, and for other works - 60 calendar days (for works that are subject to additional fire safety requirements); upon receipt of information materials about accidents, fires that occurred in similar industries; when establishing facts of unsatisfactory knowledge of fire safety requirements by employees of organizations.	the person responsible for ensuring fire safety in the organization, or directly the work manager
target fire fighting	when performing one-time work associated with increased fire hazard (welding and other hot work); in the aftermath of accidents, natural disasters and catastrophes; in the production of work for which a work permit is issued, in the production of hot work in explosive industries; when conducting excursions in the organization; when organizing public events with students; when preparing for the organization of events with a mass stay of people (board meetings, meetings, conferences, meetings, etc.), with more than 50 participants.

For all types of fire drills, one form of the journal is used, so the number of these logs in your organization will depend on how you divide the responsibilities for conducting briefings in your organization (for example, the order “On conducting fire drills”). Each person responsible for conducting fire drills will have their own log. Also, your responsible must have a valid certificate of passing the knowledge test of the fire-technical minimum. At the same time, if the introductory and primary briefing is carried out by one person, in column No. 5 “Type of briefing”, mark with a comma: “introductory, primary”. In addition to the magazine, for conducting fire safety briefings, you will also need: briefing programs, instructions.

All orders for the main types of activities must be recorded in the corresponding order. The record reflects the title, date of compilation of the document and other important information. A sample entry, examples of filling out a journal - all this can be found in the article.

Any order is a legal act of internal action, which is usually issued by the head of the company, its separate division, branch. Orders are classified according to various criteria, including the area they regulate. For example, they may relate to personnel, material assets of the enterprise. At the same time, there is a large group of orders that regulate complex, complex issues relating to the entire company as a whole. They are called orders for the main activity. There are several types of such documents:

1. On the appointment of a director.
2. On the formation of a division of the company.
3. On the introduction of the developed staffing table.
4. On the introduction of a system for transferring wages through non-cash payments.
5. About the instructions for filling out the pay slip.
6. On the establishment of labor regulations.
7. On the reduction of 1 or more employees.
8. On measures to protect information that constitutes a commercial secret.
9. On the establishment of collective liability of employees.

There are other types that are also related to the main activity - they are subject to recording in the registration log. In addition, do not confuse different types of documents. For example, if an act on the approval of a key employee whose position is specified in the charter comes into force (this can be not only the director, but also the chief accountant, head of the security service), such an order should be registered in the journal for the main activity, and not in the personal account. composition.

Another important point is that documents related to the main activity and administrative and economic issues are registered separately, because the latter are stored for 5 years. As for the first group of acts, they should be kept permanently ( at least 75 years old). During the same time, the log is also kept.

Sample journal entry: instructions for filling out

Fixing a record of the creation of an order is mandatory, because in this case the document finally comes into force. Thus, the record gives it legal force as an internal regulatory act that is mandatory for implementation within the entire enterprise or its specific separate subdivision. In addition, thanks to an ordered fixing system, it is much easier to find the right document among thousands of papers like it.

Title page

On the title page, the responsible person writes:

1. The name of the company, its organizational form. Generally accepted abbreviations are allowed - LLC, PJSC and others, for example: Dolce Vita LLC.
2. The date the document was entered. It may not coincide with the beginning of the calendar year, which is normal.
3. The date the document was completed (last page completed). After that, the journal is transferred to the archive for long-term storage (at least 75 years).
4. Responsible for maintaining - position, surname, initials.
5. In the column "shelf life" indicate "permanently".

Order records

You can set the procedure for generating a record yourself, since there are no strict legal requirements for the form. Usually all records are recorded in a tabular form; indicate the following information:

1. Document number - the numbering goes in a through order, from the beginning to the end of the year. Documents, information about which is recorded in different journals, have different numbering - there is a certain order in documents on core activities, on personnel, etc.
2. This is followed by the date of publication of the document - from this day it usually comes into force.
3. Then the name of the heading is given (exactly as in the order). You can also write a summary here.
4. Mark the number of sheets and applications through a slash "/".
5. In the "responsible" column, the names and initials of the employees who are responsible for the execution of the issued order are written.
6. In the column "familiarize" - the names and initials of employees who in writing (under signature) must familiarize themselves with the text of the document.

If desired, you can also insert the “Notes” column, where, if necessary, brief comments on the issued orders are written.

After the journal is completed, it is necessary to formalize the end of its maintenance. To do this, you first need to lace up all the pages and fasten them with a cord. Then they prescribe the number of sheets (not pages), put the date and signature with a transcript (last name, initials). These entries are made by the responsible person who kept the journal during its entire period (or the person replacing this employee).

Ways of conducting and responsible

The log can be maintained in two ways:

1. Traditionally handwritten. Blue or black pens are used that do not leave blots and streaks. All entries are made carefully, corrections are possible only in exceptional cases. It is also necessary to ensure that the document does not have torn pages, additional inserts (instead of the previous ones), etc.
2. In electronic form: in this case, only the employee who has the right to electronic signature can make entries in the journal and correct them.

The following employees may be responsible for filling out the document:

• secretary;
• secretary-referent;
• other employees appointed at the direction of the director.

As a rule, a specific method of conducting, as well as a responsible person, are approved by a separate local legal act, which is adopted at the enterprise.

What does the registration log look like?

The form of this document is a small book of 64 pages with a cover made of golden cardboard (format 210 * 288 mm). Holes are provided to lace the pages, and then hand over the document to the archive.

If the magazine was not originally flashed, you must do it yourself.

Registration of documents. Journals of registration and accounting. What and how, everything is on the shelves, with examples and samples 08/25/2016

Created and incoming documents are subject to registration.

According to GOST R 7.0.8-2013 “National standard of the Russian Federation. System of standards on information, librarianship and publishing. Office work and archiving. Terms and definitions”, approved by Order of Rosstandart dated October 17, 2013 N 1185-st, document registration- this is the assignment of a registration number to a document and the entry of data about the document into the registration and accounting form, and the registration and accounting form is a document (card, magazine), including in electronic form, used to record information about the document for the purposes of accounting, search and control.

In HR administration traditional is the journal form of accounting. The registration and accounting forms of the journal are maintained for registration and accounting of a wide variety of personnel documents: work books, employment contracts, orders and orders, employee statements, notifications and proposals to employees, acts, local regulations, memos, etc.

Documents are registered after they are signed (approved), and in no case before. For example, an order that has not yet been signed by the head cannot be registered in the order registration log. When the order is signed, then it is registered and a registration number is assigned to it, which is then written in the corresponding column of the order.

Created documents are registered on the day of approval or signing, incoming (incoming) documents are registered on the day of receipt, sent (outgoing, issued to employees) - on the day of departure (issuance).

According to clause 3.12 of GOST 6.30-2003, “the registration number of a document consists of its serial number, which can be supplemented at the discretion of the organization with a case index according to the nomenclature of cases, information about the correspondent, performers, etc.”

Also, in personnel records management, journals are kept to record personnel, their movement: admission, transfers, dismissals, disciplinary sanctions, etc.

Sometimes some journals (books) of accounting are entrusted to keep the accounting department or the secretary of the organization, in small organizations even the head of the organization can keep some journals, but most of the listed registration and accounting forms are still traditionally assigned to keep personnel workers. They are also often trusted to maintain “non-personnel” magazines. An indication of who specifically is obliged to register certain documents (or events) may be provided for by regulations, including local regulations of the employer. The assignment to a specific employee of the obligation to register documents (events) is established in his job description, employment contract (additional agreement to it) or other document.

In relation to some journals (books) of accounting, their obligatory maintenance is normatively established. So, for example, clause 40 of the “Rules for maintaining and storing work books, making work book forms and providing employers with them”, approved by Decree of the Government of the Russian Federation of 04/16/2003 N 225, it is prescribed to keep a book of accounting for the movement of work books and inserts in them, and also the income and expense book for accounting for the forms of the work book and an insert in it.

Forms of magazines that are not approved by official bodies are developed by employers independently. Of course, with an eye to the requirements of regulations and generally accepted rules of personnel records management.

Usually, employers purchase ready-made ones. Next, we will talk about how to make and design a magazine with your own hands, if the employer has not allocated you money for ready-made magazines. For this work, stock up on time and enthusiasm.

In order for the magazine to serve its time, its cover is made of thick durable cardboard, and the pages are made of good paper.

When a magazine is developed and produced independently, the title page is designed as follows.

Page orientation in such a magazine can be portrait or landscape. It depends on the number and width of the columns in which the information will be located.

On the first page after the cover of the magazine, it is customary to indicate the persons who lead it.

Such a page can also be placed at the end of the journal. Some personnel officers do not make such a page at all, but indicate who made the entry in a separate column when making each entry.

The columns inside the journal, in which information about registered documents or about the movement of personnel will be entered, are developed in such a way that such information fits in them.

What columns should be in the register of personnel documents developed by the employer? The specific list of columns is determined by the employer himself. The main graphs are:

°record number;
° name of the document (if two or more types of documents are registered in the journal);
°document date;
°registration number of the document;
° title or summary of the document.

° the resolution of the head;

° a note on the execution of the document;

° a note on the placement of the document in the case;

°note;

The position "Record number" seems superfluous to some. However, many have adopted for themselves the procedure for correcting erroneous entries in the journal, similar to the procedure established for correcting entries in work books, by invalidating the incorrect entry (“Entry numbered such and such is invalid”). To implement this order, the numbering of records is convenient.

The specific composition of the columns depends on the types of documents being registered, the accepted registration procedure, its goals, and the specifics of office work for a particular employer.

As we noted above, in some accounting journals and accounting books, the form and content of the columns are established normatively. It is impossible to deviate from the established.

In order to protect the pages of the magazine from withdrawal and attachment, the pages are numbered, the magazine is laced (stitched), sealed and certified by an authorized person (head of the organization, head of the personnel department, etc.). Sometimes sealing of the magazine is provided.

A sticker (a paper square) is made on the lacing knot on the last page of the magazine, on which a verification entry is made and a seal is placed.

Many place a certification note on the last page of the magazine, and on the sticker there is only a personal signature of an authorized person and a seal.

The affidavit is made out as follows:

Let's consider the approximate forms of some logs (internal columns) and books for registering documents, as well as logs for accounting (registration) of events.

Usually, the employer maintains several registers of orders. Separately, orders are registered for personnel, separately for core activities, and separately for administrative and economic issues.

At the same time, orders within the group can also be recorded in separate journals. This is primarily due to the fact that different orders may have different retention periods. Accordingly, they are stored in different files and registered in different journals.

When the employer issues a lot of orders during the year, then the orders of the same group, which have the same shelf life, are also divided. For example, separate storage in files and separate registration of orders for employment, separate orders for transfers, etc. are possible.

When registering an order, its number is often supplemented with a “decoding” letter index, for example, “l / s” - personnel (such an index is characteristic of orders for personnel), “o” - vacations (orders on vacations), “km” - business trips ( business trip orders), etc.

Journal of registration of orders on hiring employees. Approximate form

To control the orders issued in the organization in the office work system, an order registration log is used. This document allows you to organize a control system for issued documents, as well as track the orders currently in force and its purpose according to a brief description. Registration of documents allows you to facilitate and streamline the work of the personnel department. In addition, the chronological registration of issued orders allows you to protect the organization from the publication of documents "backdated".

The procedure for registration, execution and compilation of administrative documents issued by the organization is regulated on the basis of the developed procedure for maintaining document management for internal use. Orders must be issued in chronological order, taking into account the date of compilation and the next serial number of the document using digital and alphabetic designations.

According to the individual cipher, it will be much easier to find the necessary document in the future. In this case, certain codes can be used to establish the belonging of documents to specific divisions of the organization. Orders can also be grouped according to their semantic purpose.

For example:

• “B” - the status is applied to documents issued when imposing penalties and encouraging employees.
• "O" - for grouping orders for employee vacations.
• "KM" - orders for business trips of employees.
• "K" - personnel.
• "LS" - for personnel, the period of storage of such documents is 75 years.

This grouping of documents allows you to quickly find the necessary documents. As such, there is no specialized and approved form of the magazine, so you can develop it yourself, and if you wish, you can purchase a ready-made magazine in specialized stores. Note that for proper reference, all pages must be numbered and laced, and on the back sealed and signed by the head.

It is forbidden to add, tear out sheets, otherwise the meaning of such a document is lost. In addition, the binding should indicate the total number of sheets in the journal, after which it is signed by the head and the seal of the organization. Responsibility for the correct maintenance and storage of the document lies with the personnel department.

Journal design requirements

As already mentioned, there are no specific requirements for registration fixed at the legislative level, but certain columns should be added to it:

• A serial number column that should be assigned to each document in order to avoid the appearance of backdated documents.
• Order number and date of issue.
• Type of order (Move, etc.). Description of the summary, for example, if it is issued to send employees on a business trip, then you must specify the destination, travel dates.
• Full name of several employees or the specific one in respect of which the order is issued.
• The basis for the creation of the document may be indicated, for example, a letter, the conclusion of a fixed-term employment contract or in a standard form.
• Also, in some cases, it is worth indicating who accepted the document for storage, especially if the enterprise has a complex organizational structure.

Keeping a journal electronically

In the case of a large document flow, registration of orders can also be organized electronically. For example, the 1C program performs such a process automatically. But, as you know, changes can be made to the program, so from time to time it is necessary to print out the sheets of the document, number them, put the manager’s visa, fasten and transfer to the archive. You can also keep track of time using spreadsheets such as Excel.