FEATURES OF MAKING THE MOST PUBLIC ORGANIZATIONAL DOCUMENTS
In practice, a list of the types and varieties of documents used in managerial activities, which at various times were called "administrative", "general management", and later - "organizational and administrative", was developed. The list of these documents is reflected in the All-United States Classification of Management Documents (OKUD), the Unified System of Organizational and Administrative Documents, the Main Provisions of the GDOS. They mention such organizational and administrative documents as a letter, telephone message, protocol, act, report and explanatory note, certificate, application, power of attorney, resolution, decision, order, order, instruction, etc.
With all the diversity of their content, behind each of them are historically fixed certain rules of registration. The overwhelming majority of documents sent from and sent to organizations are information-reference ; they contain information on the actual state of affairs. The reference documents include:
- reports and explanatory notes;
- applications, etc.
Protocol is a management document that records the course of discussion of issues and decision-making by several persons. The meetings of permanent and temporary collegial bodies are subject to mandatory registration: colleges of ministries, departments, labor collective meetings, general meetings, shareholders' meetings, meetings of the Board of Directors (founders).
The draft protocol is drawn up directly during the meeting, the content of the speeches is outlined, shorthanded or recorded when conducting audio or video recording. The full registration of the protocol, as a rule, is carried out later. By the completeness of the coverage of the meeting, the minutes can be complete and concise.
The record is drawn up on a blank for internal documents or on a blank sheet of paper, which states:
- type of document;
is the date;
- the approval stamp (if the protocol is subject to approval);
- the name of the event;
- the composition of those present, including the confirming eligibility of its conduct;
- the title of the event (agenda);
- signatures of all present or only two: the chairman and secretary;
- a note about the direction in the case.
The date of the meeting is fixed on the protocol, and not the final registration and signing of the protocol. If the event lasts for several days, then the dates of its start and end through the dash are put. The number of the protocol is usually the serial number of the meeting of the collegial body during the year.
The structure of the protocol consists of two parts: the first - the head (introductory), contains the instructions of the chairman, secretary, present, invited and agenda; the second - the main one, fixes the course of the meeting, signatures of the participants.
The main part of the text of the full protocol is built on sections corresponding to the agenda items. The text of each section is constructed in the following sequence:
The word LISTENED: the section on each item of the agenda begins. Before it the question number of the agenda is put. These words are written in capital letters, each with a new line, after them a colon is put, so they visually break the text into independent logical parts.
After the colon, the surname and initials of the speakers and through the dash are indicated - a summary of the text of the speech. The content of the speeches is presented by a third person singular. If there are texts or abstracts of speeches, speeches, they are not recorded in the record, and after the surname of the speaker it is indicated: the text ( of the report , speeches) is attached
If questions were asked during the discussion, they should be recorded in a complete protocol together with the answers. Records are made in a concise form in part EXPRESS:
The final part of the section on each agenda item DECIDED: - a record of the decision (decision) adopted on the issue under discussion. This part of the text is indicated in the protocol in its entirety, since it is the most important part of it. Solutions containing several questions are divided into paragraphs and sub-paragraphs.
In the election of officials, the protocol specifies the results of voting for each candidate.
A participant in a meeting or meeting may submit a dissenting opinion on the decision taken. The content of the dissenting opinion is recorded in the record after recording the relevant decision. In the protocol there can be an item on the approval of the document discussed, which is attached to the protocol and has a reference to its number and date.
The brief protocol specifies only the issues discussed, the names of those who participated in the discussion, and the decisions taken. However, at the discretion of the meeting or its chairman, special opinions or important statements can be made in full and in a short protocol. A short protocol is permissible only in the presence of transcripts or when the texts of reports and speeches are attached. Also briefly recorded are operational meetings.Decisions of collegial bodies adopted at the meeting are brought to the notice of the executors and other interested persons and employees in the form of administrative documents - decisions (decisions), in the form of a copy of the protocol itself, or in the form of an extract from the protocol or from decision points.
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