Orders to be updated every year. What orders need to be reissued annually? What orders should be updated in the new year

26.11.2021

Judging by the number of incoming questions, the topic of orders in the organization is truly inexhaustible. In this article, we will consider three types of orders: on the main, administrative economic activity and in terms of personnel. Let's define the differences between them and analyze cases where a few incorrectly formulated phrases can turn one type of order into another.

THREE TYPES OF ORDERS

Our dictionary

Order- a legal act adopted by the head of the organization, acting alone, in order to regulate the activities of the organization.

Perhaps, of all the possible administrative documents of the organization, the order is used most often. Most of the manager's decisions are made by him.

Orders are divided into three types in only one regulatory document on office work - in the List of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the storage periods (approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, in as amended on February 16, 2016, hereinafter - List 2010). We list the types of orders with storage periods (Table):

table

Types of orders with retention periods according to the 2010 List

Type of order	Shelf life	Note
By main (core) activity	Constantly	For organizations that are not sources of acquisition of state (municipal) archives, the period of storage of documents “Permanently” cannot be less than 10 years. This is indicated by a footnote to column 3 of the 2010 List
By personnel	75 years if the order was created before 2003;	5 years for orders: About disciplinary sanctions; Annual paid holidays; About vacations in connection with training; About shifts; Short-term domestic and foreign business trips
For administrative and economic issues

Type of order

Shelf life

Note

By main (core) activity

Constantly

For organizations that are not sources of acquisition of state (municipal) archives, the period of storage of documents “Permanently” cannot be less than 10 years. This is indicated by a footnote to column 3 of the 2010 List

By personnel

75 years if the order was created before 2003;

5 years for orders:

About disciplinary sanctions;

Annual paid holidays;

About vacations in connection with training;

About shifts;

Short-term domestic and foreign business trips

For administrative and economic issues

It is not recommended to neglect the terms of keeping documents established by the List 2010. In accordance with the decision of the Supreme arbitration court RF dated February 21, 2012 No. 14589/11, they are mandatory for all organizations.

ORDER = ORDER?

Disposition- 1) a legal act issued solely by the head of a public authority, organization in order to resolve operational issues;

What is "operational issues" is not specified anywhere. In accordance with the 2010 List, the order is stored for the same periods as orders, and is divided into the same types. In practice, in some organizations, the sole decisions of the director are issued by orders, and not by orders. This is acceptable.

DETAILS OF THE ORDER

In accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork”, regardless of the type, the order must contain a set of mandatory details.

A mark on familiarization with the document is not a requisite according to GOST, but must be drawn up in orders for personnel. The employee signs in the field specially designated for this:

Or make a mark by hand:

The latter design option is more common, since it is considered proof of familiarization.

If the organization has an electronic document management system, employees are not familiarized with orders for the main activity and AHD against signature.

Acceptance of a task automatically means familiarization with it.

As for the design and structure of the text, there are differences due to the type of order being created.

ORDERS FOR CORE ACTIVITIES

Orders for core activities are designed to regulate the main activities of the organization. Their storage period is “permanently” or at least 10 years for organizations that are not sources of acquisition of state archives.

It is impossible to list the specific composition of orders for the main activity: it depends on the scope of the organization. However, it is possible to single out categories of orders that are found, perhaps, in every organization. Let's list the categories and give examples of order headings.

Approval, implementation, change of local regulations:

- "On the approval of the Instructions for office work";

- "On approval of the Nomenclature of cases for 2018";

- "On Amendments to the Internal Labor Regulations".

Creation, reorganization, liquidation and regulation of the activities of structural, separate subdivisions organizations:

- "On the establishment of the Office";

- “On the liquidation of branches “Western” and “Southern” and the creation of the macro-region “South-West”;

- "On the approval of the Regulations on the archive."

Carrying out activities to address production issues:

- “On conducting an audit of office work”;

- "On the examination of the value of documents";

- "On the approval of the Schedule for the acceptance and transfer of documents to the archive."

Solving operational issues related to the profile of activities of structural units:

- "On the Day of Labor Protection";

- "On the access of vehicles to the warehouse."

And of course, the order for the main activity does not contain the distinguishing features of orders for personnel and administrative and economic issues, which we will talk about later.

ORDERS ON PERSONNEL

It is very easy to distinguish orders by personnel among others. The definition of this concept is contained in Art. 3 of Federal Law No. 125-FZ:

Personnel orders include:

The order of acceptance to work;

Termination of the employment contract (dismissal);

granting leave;

assignment of duties;

bonuses;

translation;

Destination on a business trip, etc.

The unified forms of orders (instructions) for personnel, which have been successfully used for many years, are as follows:

On hiring an employee - form No. T-1;

Employment of employees - form No. T-1a;

Transfer of an employee to another job - form No. T-5;

Transfer of employees to another job - form No. T-5a;

Granting leave to an employee - form No. T-6 (Example 1);

Granting leave to employees - form No. T-6a;

Termination (termination) of an employment contract with an employee (dismissal) - form No. T-8;

Termination (termination) of an employment contract with employees (dismissal) - form No. T-8a;

Sending an employee on a business trip - form No. T-9;

Sending employees on a business trip - form No. T-9a;

Encouragement of the employee - form No. T-11;

Encouragement of employees - form No. T-11a.

According to the form of orders for the main activity and AHD. For some reason, some secretaries and even personnel officers consider only those orders for personnel that are created according to unified forms as orders for personnel. Orders that are issued in the form of orders for the main activity, they call anything, at best - "personnel", and sometimes "for the main activity." This can lead to undesirable consequences for the organization.

Note: assignment of duties, change of surname, overtime work, postponement of vacation and many other orders on personnel for which there is no unified form of the State Statistics Committee - these are still orders on personnel! And the case should be named accordingly.

Orders for personnel, for which there is no unified form, are drawn up in the same way as orders for core activities and AHD. The text of the order consists of a stating part (preamble) and an administrative part. The order on personnel must contain a reference to the basis (Example 2).

ORDERS ON ADMINISTRATIVE AND ECONOMIC ACTIVITIES

What is AHV? It is difficult to say what is included in the circle of "administrative and economic issues". The 2010 List again comes to the rescue, namely, section 10 "Administrative and economic issues", which consists of subsections:

Compliance with the internal regulations of activities;

Operation of buildings, premises;

Transport service, internal communication;

Ensuring the security of the organization.

Thus, the orders of the organization, devoted to the above issues, will be considered orders for AHD with a shelf life of 5 years. There is nothing to be guided by except for the 2010 List: other normative or methodological document on office work, which would contain a list of administrative and economic issues, no.

If it is quite easy to separate orders on personnel from the rest, then difficulties often arise with orders on administrative and economic issues. Many secretaries solve the problem radically: they simply do not single out these orders as a separate production, and everything that is not in terms of personnel is attributed to the main activity. Such an approach, at least, eliminates the error and untimely destruction of the order for the main activity, incorrectly attributed to the AHD. If there are not many orders in the organization and it is decided to keep them only for 10 years (because the organization is not a source for completing the state archive), then this method has a right to exist.

Judging by the list of administrative and economic issues given in section 10 of the 2010 List, there are many situations in which an order for AHD is issued. So, orders for AHD can be:

Order on the admission of workers / equipment to the organization's facilities (Example 3);

On the definition of a place for smoking;

On the transition to an electronic access system;

Repair of premises;

On the organization of the purchase of furniture, office equipment, household goods, office consumables;

Organization of transportation of furniture, office equipment, documents when moving;

Organization of cleaning services (complex or one-time);

On assigning vehicles to drivers and officials;

Allotment Vehicle to solve various problems;

Allocating corporate telephone numbers to employees, setting a limit on calls;

Conducting briefings on civil defense and emergency situations;

On the protection of objects, etc.

It is impossible to provide an exhaustive list, as in the case of orders for personnel.

AHD or not? We use a cheat sheet. Example 3 shows a typical situation:

Let's “run” this order according to four mandatory criteria (see the sidebar “How to determine an order for AHD: cheat sheet”):

1) relates to the administration“Compliance with the internal regulations of activities” (section 10.1 of the 2010 List);

2)does not approve or make changes to the organization's LNA;

3) does not contain HR solutions. Yes, it lists workers who will come after hours, but going to work on Saturday was issued by a separate order for personnel, indicating remuneration and each handwritten consent. Our order simply lists the names of employees who must go through the checkpoint. On what conditions they do this, the head of the security service does not concern;

4)does not contain personal data. Position and full name the head of the security service are present in the text of the order for the sole purpose of indicating the employee who is entrusted with the task.

Thus, the order refers to AHD (ensuring the security of the organization) and is one-time. “Permanently”, and even more so for 50 years in the archive, he has nothing to do.

FEATURES OF DESIGNING TEXTS OF ORDERS

The text of the order consists of two parts. The text of the order, unless the document is drawn up according to the form approved by the State Statistics Committee, always has a clear structure. It is divided into two parts: ascertaining and administrative. The parts are separated from each other by the word "I ORDER" (see Examples 2 and 3).

Management decisions in the order are numbered. If the decisions are drawn up as a bulleted list, then it will be impossible to refer to any of the points of the administrative document in this case. There are simply no points. There are dots, ticks or other signs, depending on what the secretary likes. And to refer to the point is rather difficult. For comparison, here are two options for the design of the administrative part of the text of the order:

The text of the order is stated in the first person. Often secretaries are embarrassed by the need to formulate a managerial decision in the first person and use phrases such as: “I ORDER”, “prepare a project and submit it to me for approval”, “I reserve control”, etc. However, this is exactly how an administrative document issued under conditions of unity of command should be drawn up. Despite the fact that the author of the text of the order is almost always an ordinary employee of the organization, the document is issued on behalf of the head, hence the grammatical form of the first person singular.

HOW THE TEXT OF THE ORDER CHANGES ITS APPEARANCE

When compiling an order, the secretary must understand from the very beginning what kind of order he is creating. The text of the order may affect its appearance, and hence the shelf life.

From AHD to the order on personnel. Above, we gave an example of an order for administrative and economic activities (see Example 3) on the admission of workers to the territory of the enterprise during non-working hours. Now, using the same example, we will show how, with an incorrect execution, an order for ACD turns into an order for personnel.

To do this, it is enough to place only one management decision in the text of the document (Anti-example 1 to Example 3).

The anti-example can be aggravated ad infinitum: write about the remuneration for which employees go to work on Saturday, collect here their consents, signatures on familiarization, etc.

...and back. The reverse situation can also be: a full-fledged order on personnel can be mistakenly supplemented with an admission task (Anti-example 2 to Example 3). This is also not true. Two types of orders are mixed here: one with a fifty-year term, the other with a five-year shelf life. Additionally, inspectors may have a question regarding the management of personal data of employees: did the head of the security service give an obligation of non-disclosure, does he have the right to know who and for what remuneration goes to work on a non-working day? And for negligence in relation to personal data recently fined very seriously.

unified forms

Question: Is it necessary at the beginning of the year to update the orders on the main activity and on the administrative and economic part (on the creation of commissions, on the appointment of responsible persons, etc.)?

Answer: There are no nationwide norms for documenting management activities that provide for the annual reissue (update) of orders for core activities that do not contain any changes and / or additions in relation to the previous ones. An order that, when issued, does not specify a period of validity, is considered valid until its cancellation. Therefore, if an order, for example, approves the composition of an expert commission, which is permanent, or an official is appointed responsible for a certain area of work, then it makes no sense to reissue such an order every year. In the event of a change in the composition of the commission, an order "On making changes to the composition of the expert commission" is issued, while the corresponding order can be issued both at the beginning of the year and in subsequent months.
It is advisable to issue a new order on the creation of a commission if its composition has undergone significant changes. A new order on the appointment of a responsible person must be issued if the relevant duties are assigned to another official. Such orders include a clause on the cancellation of a previously issued order, for example: "To recognize as invalid the order of the director of the enterprise dated _____ N _____."
At the same time, if the issued order has a fixed period of validity (the order specifies the period for which a commission is created or a responsible person is appointed) or the order provides for the creation of a commission or the appointment of a person responsible for performing one-time activities, works, tasks (for example, for certification of employees ), then after the expiration of the order or the performance of one-time activities, work, tasks in the event of a repeated occurrence of a similar management situation, the issuance of a new order is mandatory.

A.E. RYBAKOV,
director of the institution

institute of records management
and archiving,
Candidate of Historical Sciences

Question: Is it necessary to annually update previously issued orders for the main activity (on assigning any additional duties, on creating commissions, etc.), if there have been no changes in the composition of employees and among the members of the commissions? What regulations should be followed in this case?

Answer: There is no general norm in the legislation of the Republic of Belarus establishing the need to annually issue orders (other administrative documents) on the creation or approval of the personnel of permanent commissions, the imposition of duties on employees, etc. Orders, other administrative documents in these cases are issued as necessary (for example, when making changes to the composition of the commission, redistributing duties between employees, etc.).
At the same time, some acts of legislation contain special rules providing for the annual issuance of orders on relevant issues. For example, according to paragraph 20 of the Instruction on the procedure for assigning qualification categories to employees of organizations of the system of the Ministry of Labor and social protection of the Republic of Belarus, approved by the Decree of the Ministry of Labor and Social Protection of the Republic of Belarus of October 24, 2006 N 127, the personal composition of the attestation commission is approved annually by January 1 by order of the head of the organization and brought to the attention of employees.
Thus, if there is a special norm in regulatory legal acts, such an order (other administrative document) must be issued.

A.E. RYBAKOV,
director of the institution
"Belarusian Research
institute of records management
and archiving,
Candidate of Historical Sciences
29.04.2010

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What orders on labor protection should be in the organization
What orders for labor protection are required at our enterprise?
Elena MUROMTSEVA (Gelendzhik)

The organization must have:

an order that approves the regulation on the labor protection service in the organization;
an order to appoint a person responsible for the development of labor protection instructions;
order on approval of labor protection instructions;
order to approve the programs of primary and introductory briefings;
an order to conduct an introductory briefing;
an order to conduct an initial briefing at the workplace;
an order to establish a commission to test knowledge on labor protection;
order to train employees and test knowledge on labor protection;
an order for medical examinations;
orders on the appointment of persons responsible for work with increased danger;
order on the appointment of a person responsible for fire safety;
order on the appointment of a person responsible for electrical facilities.

Depending on the area in which the organization operates, the list of orders may be supplemented.

How to sign documents when combining the position of a labor protection specialist?
I work as an environmentalist in a small business with 54 employees. I combine the position of an occupational safety specialist. What position should be indicated in local documents for signature?

The local document should contain the position for which the employee has the right to sign this document. That is, you sign papers on ecology as an ecologist, and documents on labor protection - as a labor protection specialist. Remember that the combination of positions must be properly executed: the organization’s staffing table should include the position of a labor protection specialist, the employer needs to conclude an additional agreement with you to the employment contract and issue an order to assign you new duties.

Should I change certificates for labor protection and electrical safety when changing positions?
Is it necessary to change certificates for labor protection and electrical safety if the employee's position has changed?
Natalia BABICH, labor protection engineer (Chelyabinsk)

If the employee has changed his position, then the electrical safety certificate must be changed 1 . With regard to the certificate of labor protection, it is impossible to give an unambiguous answer. If the new position of the employee requires additional knowledge in the field of labor protection, then he will have to pass an extraordinary test of knowledge on labor protection 2 . Then you can make changes to the certificate. If new job is similar to the previous one and there is no need to retrain, then the labor protection certificate will be valid until the end of its expiration date.

Should an employee sign for labor protection instructions?
Should the employee, having read the instruction on labor protection by type of work, put his signature on the last sheet of the instruction? Or should he make a note: “I am familiar with the instructions” and put his signature?
Elena MUROMTSEVA, ecologist (Gelendzhik)

The employee is introduced to the instruction on labor protection during the briefing, after which the employee signs in the briefing registration log. That is, the employee is not required to sign the instruction itself, this is not spelled out in any regulatory document.
In practice, some employers attach a sheet of familiarization with the instructions to the labor protection instructions. For example, in the event of an accident, such a sheet will be additional confirmation that the employee has become familiar with the rules for safe work.

Do I need to create a record card for the issuance of flushing agents for each employee?
Is it obligatory to have for each employee a card for recording the issuance of flushing agents if the issuance of liquid soap is carried out through dispensers that are installed in household construction trailers?
Alexander MITROFANOV, head of labor protection service (Penza)

If employees use soap from a dispenser, then it is not necessary to start accounting cards for the issuance of flushing agents. Remember that you can dispense soap through the dispenser only at work with easily washed off dirt. 3 . The basis for this is the result of attestation of workplaces, and from January 1, 2014, the results of a special assessment of working conditions are also used. To avoid problems when checking the labor inspectorate, it is better to arrange the issuance of soap as follows:

develop and approve a list of positions that do not have to be given flushing agents directly into their hands;
pin in employment contracts these workers information that they will receive soap through dispensers in sanitary facilities.

How to draw up documents on labor protection, if they were not kept before?

How to draw up all the documents on labor protection if they were not kept? Some of the employees no longer work. How to restore all briefings for previous years? And is it possible, for example, to conduct an introductory briefing this year if the employee has been working for several years?
Irina KUZINA, commercial director (Samara)

If your organization did not maintain labor protection documents, you will have to start all over from scratch:

develop and approve a list of professions and types of work for which it is necessary to make instructions on labor protection;
develop and approve instructions on labor protection, programs of briefings and training of employees;
make briefing logs, training logs for labor protection and electrical safety, a log for issuing instructions to employees, a log for registering industrial accidents;
if necessary, make lists of employees who need to undergo a medical examination, issue funds personal protection flushing agents.

Conduct all safety briefings and training this year. All documents also need to be put in order. This will reduce the likelihood of a large fine during the inspection by the labor inspectorate.

Is it necessary to re-issue the old orders on labor protection from the new year?
Is there a need to reissue old labor protection orders from the new year if nothing has changed in the organization?

No, don't. If the organization has not changed working conditions, then orders, in particular, on labor protection, do not need to be re-issued. At the end of the year, you can simply audit the documentation on your own. For example, an organization should have orders for labor protection:

on the appointment of responsible persons;
on the creation of a labor protection service;
on approval of labor protection instructions;
on approval of forms of registration logs;
about first aid kits;
on approval of the list of employees subject to mandatory medical examinations.

Are there any rules for warehousing products?
What is the permissible storage height for rolled flax products (roll dimensions 40 x 2000 cm)?
Vadim NOVOGORODOV, labor protection engineer (Pushkino)

Roll material should be placed vertically in one row with the stacking on the lining 4 .
At the sites for loading and unloading packaged piece cargo (bales, boxes, barrels, rolls, etc.), which are stored in warehouses, platforms, overpasses or ramps with a height at the level of the floor of vehicles must be arranged. In cases of unequal floor heights of vehicles and platforms during loading and unloading operations, ladders, slopes or slopes should be used. 5 .

1 Item 7 Appendix No. 2 to the Intersectoral Rules for Labor Protection (Safety Rules) for the Operation of Electrical Installations (approved Decree of the Ministry of Labor of Russia dated January 5, 2001 No. 3 And by order of the Ministry of Energy of Russia dated December 27, 2000 No. 163).
2 Clause 3.3 The procedure for training in labor protection and testing knowledge of labor protection requirements for employees of organizations (approved Decree of the Ministry of Labor of Russia, the Ministry of Education of Russia dated January 13, 2003 No. 1/29).
3 Item 20 Model norms for the free distribution of flushing and (or) neutralizing agents to employees and the labor safety standard “Providing workers with flushing and (or) neutralizing agents” (approved by order of the Ministry of Health and Social Development of Russia dated December 17, 2010 No. 1122n).
4 Item 19 Table 1 to POT RO-14000-007-98 “Regulation. Labor protection when storing materials”, approved by the Department of Engineering Economics of the Ministry of Economy of Russia on February 25, 1998 (hereinafter referred to as the Norms).
5 Clause 3.24 Norm.

The secretary of the head is responsible for updating orders for the enterprise. His competence includes the organization of their compilation, sometimes - typing, transfer for signature to the General Director or an acting official, as well as operational control over the progress of their re-issuance.

From this article you will learn:

Is it necessary to update orders for the enterprise;

Which orders are subject to annual renewal;

Who is in charge of issuing orders?

The role of the secretary of the head in the annual renewal of company orders.

Another New Year adds to the hassle of the company secretary. With his arrival, it is required updating orders for the enterprise. This is required by GOST 12.03.230 and the requirements of the Federal Archive. Moreover, it is necessary to start updating some administrative documents from the second half of December. Of course, not all orders are subject to renewal. Which ones, we will consider in our article.

Updating orders for the enterprise regarding the main activity

This is perhaps the most important group of administrative documents regulating the activities of the company. They cover all structural divisions and production sites without exception. They concern both accounting at the enterprise and ensuring the conduct of business activities, as well as personnel policy and accrual wages. The following orders are subject to mandatory updating:

"About accounting policy";
"On the approval of fuel consumption standards for all the company's own and rented vehicles";
"On cash discipline";
"On the appointment of a permanent audit commission for fixed assets and goods and materials";
"On the procedure for conducting an inventory."

Let's consider them in more detail. The Order "On Accounting Policy" is created on the first working day of the new year. This document regulates the activities of accounting, since it contains the option chosen by the company for maintaining accounting provided for by the Federal Law and the Tax Code of the Russian Federation, as well as by the current RAS. The content of the order "On Accounting Policy" covers the accounting of inventory and fixed assets, and accounting for labor and wages, and cost accounting, and other areas, as well as all organizational issues related to the construction of accounting and tax accounting in the company.

No less important is the order on cash discipline. This organizational and administrative document is also drawn up on the first working day of the new year. It is mandatory for businesses that deal with cash. It prescribes the terms and procedure for the collection of cash receipts, the limit of cash balances, the procedure for issuing cash for household needs, etc.

The organization of internal control at the enterprise is also regulated by orders, the main of which will be an organizational and administrative document that approves the procedure for conducting an inventory in warehouses, as well as the appointment of a permanent audit commission. Goods, materials, components and fuels and lubricants are inventoried, as a rule, on a monthly or quarterly basis, an inventory of fixed assets is carried out once a year.

All of the above orders are subject to annual registration. The task of the secretary is to organize control over their compilation, sometimes - typing their text on a PC, transferring it to the head for signature and distributing it among the structural units whose activities are regulated by this or that document.

Updating orders for the enterprise regarding personnel records management

Annual updating orders for the enterprise those organizational and administrative documents that relate to personnel policy are also subject to. Namely:

"On the approval of the staffing table"
"On approval of the annual leave schedule";
"On the approval of the terms of payment of wages";
"On employee bonuses";
"On the procedure for the payment of financial assistance."

An annual update of the staffing table is required when new units are introduced into the company's staff or, conversely, jobs are reduced. This, of course, can happen in the middle of the year. In this case, a separate order is drawn up, called: "On amendments to the staffing table." All changes that have occurred during the year must be taken into account when drawing up the staffing table for the next year.

The same applies to the order on annual leave, to which the schedule is attached, the administrative document on the timing of payment of wages and material assistance, as well as the procedure for calculating and paying bonuses for certain merits or based on the results of financial and economic activities.

New Articles

Updating production orders for the enterprise

Those orders that regulate the activities of production sites also require annual updating. These include the following governing documents:

"On the organization of control over production safety and compliance with labor protection standards";
"On ensuring safety when using overhead cranes";
“On the appointment of a person responsible for TB production”, etc.

These orders are necessary for the organization of safe production and compliance with legally approved labor protection standards in industrial workshops and areas.

Depending on the type of activity of the company, other organizational and administrative documents may be subject to annual updating. Control over their annual compilation is entrusted to the records management department or the secretariat, they are authored by the heads of structural divisions in whose competence they fall, and they are approved by the President of the company or CEO. His secretary needs to make sure that these documents are timely handed over to him for signature and brought to the attention of the performers.

How is the order updated for the enterprise?

As mentioned above, it is necessary to start reissuing orders subject to annual renewal starting from mid-December. This time is quite enough for them to be signed by the first head of the company on the first working day of the new year. And the task of his secretary will be not only to organize this process, but also to control its progress.

Timely updating of orders and other organizational and administrative documents regulating the activities of the company guarantees you complete security in disputable situations both with your employees and with regulatory authorities. But subject to strict observance of what they contain.

www.sekretariat.ru

period of validity of orders for the main activity

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Answer: There are no nationwide norms for documenting management activities that provide for the annual reissue (update) of orders for core activities that do not contain any changes and / or additions in relation to the previous ones. An order that, when issued, does not specify a period of validity, is considered valid until its cancellation. Therefore, if an order, for example, approves the composition of an expert commission, which is permanent, or an official is appointed responsible for a certain area of work, then it makes no sense to reissue such an order every year. In the event of a change in the composition of the commission, an order “On making changes to the composition of the expert commission” is issued, while the corresponding order can be issued both at the beginning of the year and in subsequent months.
It is advisable to issue a new order on the creation of a commission if its composition has undergone significant changes. A new order on the appointment of a responsible person must be issued if the relevant duties are assigned to another official. Such orders include a clause on the cancellation of a previously issued order, for example: “To recognize as invalid the order of the director of the enterprise dated _____ N _____”.
At the same time, if the issued order has a fixed period of validity (the order specifies the period for which a commission is created or a responsible person is appointed) or the order provides for the creation of a commission or the appointment of a person responsible for performing one-time activities, works, tasks (for example, for certification of employees ), then after the expiration of the order or the performance of one-time activities, work, tasks in the event of a repeated occurrence of a similar management situation, the issuance of a new order is mandatory.

A.E. RYBAKOV,
director of the institution
institute of records management
and archives,
Candidate of Historical Sciences

Answer: There is no general norm in the legislation of the Republic of Belarus establishing the need to annually issue orders (other administrative documents) on the creation or approval of the personnel of permanent commissions, the imposition of duties on employees, etc. Orders, other administrative documents in these cases are issued as necessary (for example, when making changes to the composition of the commission, redistributing duties between employees, etc.).
At the same time, some acts of legislation contain special rules providing for the annual issuance of orders on relevant issues. For example, according to paragraph 20 of the Instruction on the procedure for assigning qualification categories to employees of organizations of the system of the Ministry of Labor and Social Protection of the Republic of Belarus, approved by the Decree of the Ministry of Labor and Social Protection of the Republic of Belarus of October 24, 2006 N 127, the personal composition of the certification commission is approved annually by January 1 by order of the head of the organization and communicated to employees.
Thus, if there is a special norm in regulatory legal acts, such an order (other administrative document) must be issued.

A.E. RYBAKOV,
director of the institution
"Belarusian Research
institute of records management
and archives,
Candidate of Historical Sciences
29.04.2010

What orders are required to be updated at the beginning of the calendar year?

Good afternoon. Please tell me what orders are required to update at the beginning of the calendar year

Answer to the question: In accordance with the List of standard managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage, the periods of storage of documents on paper and electronic media are indicated, the calculation of which is made from January 1 of the year following the year of their expiration. office work. Also, it should be noted that the Labor legislation does not contain requirements for updating any orders at the beginning of the calendar year. This requirement also applies to orders for the appointment of responsible persons. The responsible person performs these duties until the respective order is canceled or the employment relationship is terminated (Articles 8, 57, 72 of the Labor Code of the Russian Federation). Thus, there is no need to reissue the order annually due to the beginning of the calendar year.

More details in the materials of the System:

How to store documents in the personnel department

Documents required to be kept

The legislation obliges all employers to ensure the storage of archival documents that are formed in the course of their activities (clause 1, article 17 of the Law of October 22, 2004 No. 125-FZ). The personnel department of an organization is usually responsible for keeping personnel records.

Document retention periods

The periods during which documents on personnel must be kept are indicated in the list approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558. The start of the period for storing documents is January 1 of the year following the year in which they were drawn up (paragraph 4, clause 1.4 of the list approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558).

Thus, orders for employment, transfer, dismissal and other orders for personnel must be kept for at least 75 years. An exception to this rule is orders for the granting of holidays, sending on business trips on the territory of Russia (as well as other documents on business trips: assignments, reports, etc.), as well as orders for collection. They only need to be kept for five years.

Employment contracts, personal cards and personal files of employees must also be kept for 75 years, and personal files of managers - permanently. It is also necessary to keep the staff list at all times.

Workplace attestation materials should be kept for 45 years, and for difficult, harmful or dangerous working conditions - 75 years.

Keep the rules of the work schedule even after replacing them with new ones. Shelf life is one year. A one-year storage period is also set for vacation schedules.

The period during which it is necessary to keep documents confirming that the employee received education at the expense of the organization is due to the requirements of tax legislation. The fact is that paragraph 3 of Article 264 tax code The Russian Federation established that in order to write off these costs as a reduction in taxable profit, an organization must keep all documents confirming training (an agreement with an educational institution, an order from a manager to send an employee to training, an act of rendering services, a diploma, a certificate, a certificate, etc.). Their storage period is limited by the duration of the training agreement and one year of work of the employee, but not less than four years.

Nina Kovyazina
Deputy Director of the Department of Education and Human Resources of the Ministry of Health of Russia

Situation: Is it necessary to annually reissue an order appointing a person responsible for maintaining work books

Labor legislation does not provide for the annual reissuance of an order to appoint a person responsible for maintaining work books. The responsible person performs these duties until the respective order is canceled or the employment relationship is terminated (Articles 8, 57, 72 of the Labor Code of the Russian Federation).

Thus, there is no need to annually reissue an order to appoint a person responsible for maintaining work books.

Ivan Shklovets
Deputy Head Federal Service for work and employment

Orders, directives and other ORD on labor protection

Thanks. With orders, everything is clear, there it is unequivocal - I order without options. One or two links, if not difficult, where there is a form of orders. Interested in how it is better to formulate the subheading of the operative part of the order of the head of the shop?
Options:
1. I ORDER
2. MANAGE
3. OBLIGATE
4. OFFER
5. DECIDE
6. I COMMAND
7. I prescribe
8. COMMAND
9. Other options?

Our business manual says:
“The administrative part is separated from the stating part by the word “I propose:” or “I oblige:”, which, as in orders, is printed on a separate line in capital letters, or without any word, i.e. immediately follows the stating part after the colon"
Found more

Guidelines for the development of instructions for office work in the federal executive authorities, approved. by order of the Federal Archive of December 23, 2009 N 76
Instructions for office work in the management apparatus of JSC "Russian railways, approved by order No. 1 dated 05.01.2006.
- they generally provide forms of orders without a stating word.

Sample execution of the order of the Main Directorate of the Ministry of Internal Affairs of Russia for the city of Moscow (Order of the Main Directorate of the Ministry of Internal Affairs of Russia for the City of Moscow dated April 25, 2012 N 400)
VD of Russia

HEADQUARTERS
MINISTRIES OF THE INTERIOR
OF THE RUSSIAN FEDERATION FOR THE CITY OF MOSCOW
(GU MIA of Russia for Moscow)

"__" _________ 2012 N ________

Boss
special rank initials of name, patronymic, surname

Orders updated annually

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Orders for core business

Order- a legal act issued by the head of a management body (enterprise, organization), acting on the basis of unity of command, to solve the main and operational tasks facing this body.

Orders for core business are prepared on behalf of the head of the organization by the heads of departments with the involvement of specialists; in some cases, when it comes to solving complex, complex issues, a commission of representatives of several departments can be created by the head of the organization to prepare an order.

Since the tasks and functions can be both basic and operational in nature, orders for the main activity are classified as:

orders for core business — are published as part of the implementation of the main strategic, organizational tasks
orders for administrative and organizational activities – relate to operational administrative and economic issues

REGISTRATION OF ORDERS

All types of orders for the main activity must be registered. The obligation to maintain accounting forms in journal form is established by regulatory documents.

registration- this is the transfer of the details of the document to a specific registration form (magazine, database) and affixing the number (or index) and date on the document.

Orders on core activities and on administrative-organizational or administrative-economic issues are subject to separate registration, formation in separate cases and separate storage, tk. orders for the main activity are stored constantly, and on administrative and economic issues - 5 years. That is, in business practice, it is necessary to take into account one more reason for classifying orders - their value, expressed in terms of storage time.

The Kadry is OK company has developed convenient accounting and registration logs for registering orders. Depending on the volume of workflow, various types of journals can be used.

Everything registration logs (books) carried out until full. On the cover of each registration book, write the name of the organization (institution) and put the date of the establishment of the journal, and after the book is completely filled out, the end date. If the name of the organization (or its organizational and legal form) changes during the period of keeping the journal, then clarifications should be made on the cover of the journal.

EXAMPLES OF ORDERS FOR CORE ACTIVITIES

Authority and responsibility

Organizational structure and staffing

Approval and enforcement of local regulations

Regulations and procedures

Company working hours

Occupational health and safety

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From this article you will learn:

Is it necessary to update orders for the enterprise;
Which orders are subject to annual renewal;
Who is in charge of issuing orders?
The role of the secretary of the head in the annual renewal of company orders.

Updating orders for the enterprise regarding the main activity

This is perhaps the most important group of administrative documents regulating the activities of the company. They cover all structural divisions and production sites without exception. They concern both accounting at the enterprise and ensuring the conduct of economic activities, as well as personnel policy and payroll. The following orders are subject to mandatory updating:

"About accounting policy";
"On the approval of fuel consumption standards for all the company's own and rented vehicles";
"On cash discipline";
"On the appointment of a permanent audit commission for fixed assets and goods and materials";
"On the procedure for conducting an inventory."

Let's consider them in more detail. The Order "On Accounting Policy" is created on the first working day of the new year. This document regulates the activities of the accounting department, since it contains the accounting option chosen by the company, provided for by the Federal Law and the Tax Code of the Russian Federation, as well as the current RAS. The content of the order "On Accounting Policy" covers the accounting of inventory and fixed assets, and accounting for labor and wages, and cost accounting, and other areas, as well as all organizational issues related to the construction of accounting and tax accounting in the company.

Is it possible to approve several documents on one issue with one order?

Updating orders for the enterprise regarding personnel records management

Annual updating orders for the enterprise those organizational and administrative documents that relate to personnel policy are also subject to. Namely:

"On the approval of the staffing table"
"On approval of the annual leave schedule";
"On the approval of the terms of payment of wages";
"On employee bonuses";
"On the procedure for the payment of financial assistance."

Updating production orders for the enterprise

Those orders that regulate the activities of production sites also require annual updating. These include the following governing documents:

"On the organization of control over production safety and compliance with labor protection standards";
"On ensuring safety when using overhead cranes";
“On the appointment of a person responsible for TB production”, etc.

These orders are necessary for the organization of safe production and compliance with legally approved labor protection standards in industrial workshops and areas.

Depending on the type of activity of the company, other organizational and administrative documents may be subject to annual updating. Control over their annual compilation is entrusted to the records management department or the secretariat, they are authored by the heads of structural divisions in whose competence they fall, and they are approved by the President of the company or the general director. His secretary needs to make sure that these documents are timely handed over to him for signature and brought to the attention of the performers.