New standards for paperwork, including electronic

On September 1, 2021, a new standard DSTU 4163: 2020 "Unified system of organizational and administrative documentation. Requirements for paperwork" (DSTU 4163: 2020) was put into effect. The standard was adopted by order of the State Enterprise "UkrNDNTS" dated July 1, 2020 No. 144. Accordingly, 01.09. 2021 RUR DSTU 4163-2003 (DSTU 4163-2003) became invalid.

The new standard continues to apply to organizational and administrative documents. However, if DSTU 4163-2003 established requirements for documents that are produced using printing tools (clause 1.2 of DSTU 4163-2003) and did not apply to the processes of creating and handling electronic organizational and administrative documents (clause 1.4 of DSTU 4163-2003), then the new standard applies to documents regardless of the information carrier and determines the composition and content of permanent information of details for organizational and administrative documents regardless of the information carrier (clauses 1.1, 1.4 DSTU 4163: 2020), that is, DSTU 4163: 2020 applies to electronic documents.

DSTU 4163: 2020 applies, among other things, to the following organizational and administrative documents (clause 1.1 of DSTU 4163: 2020):

- organizational (regulations, charters, job descriptions, staffing tables, etc.);

- administrative (decrees, decisions, orders, orders);

- information and analytical (acts, certificates, memoranda, explanatory notes, service letters, etc.) documents created as a result of the activities of state bodies, local authorities, institutions, enterprises, organizations and other legal entities (hereinafter - a legal entity ) regardless of their functional purpose, level and scale of activity and form of ownership.

DSTU 4163: 2020 sets the standard (clause 1.2 of DSTU 4163: 2020)

the composition of the details of the documents;
requirements for the content and location of details in documents;
requirements for forms and paperwork;
requirements for the production of documents
The composition of the details of the documents

DSTU 4163: 2020 provides for thirty-two types of document details (clause 4.1 of DSTU 4163: 2020) and determines the layout of the requisites (clause 4.1, Appendix A of DSTU 4163: 2020), and also contains samples of document forms (clause 4.3, Appendix B DSTU 4163: 2020) /

According to clause 4.4. DSTU 4163: 2020, documents created by legal entities must contain the following details:

- name of the legal entity (04),
- the name of the type of document (09) (do not indicate the leaves),
- document date (10),
- registration number of the document (11),
- heading to the text of the document (19),
- the text of the document (20),
- signature (for electronic documents - electronic signature or electronic seal in the absence of a signature) (22).

Requirements for the content and location of the details of documents

Name of the legal entity

The name of the legal entity - the author of the document - must correspond to the full name specified in the regulation (charter) on the legal entity. Below the full name (in a separate line in the center), place the abbreviated name of the legal entity, if it is officially recorded in the regulation (charter). The abbreviated name is indicated in brackets or without them (clause 5.4 of DSTU 4163: 2020).

You cannot replace the name of a legal entity with an image of an emblem or trademark (a mark for goods and services), even if the name is fully reproduced in the image. This requisite is used only in conjunction with the name of the legal entity (clause 5.2 of DSTU 4163: 2020).

The name of the legal entity of the document is printed in capital letters (clause 7.4 of DSTU 4163: 020).

Below the name of the legal entity, reference data about the legal entity are indicated: postal address, telephone numbers, telefax, bank accounts, e-mail address, the address of the official website, etc. (Clause 5.6 of DSTU 4163: 2020).

Document type name

The name of the type of document is noted on the form of a specific type of document and on the general form when processing various types of documents, except for letters. The name of the type of document (order, decision, protocol, act, certificate, memo, etc.) must correspond to the name recorded in the list of unified forms of documents entered in the legal entity. Such a list should contain the names of unified forms of documents in accordance with the DCUD and the names of other documents corresponding to the organizational and legal status of a legal entity, enshrined in the regulation (charter).

The name of the type of document on longitudinal forms is placed in the middle, and on the corner ones - in the upper left corner under the requisite "Name of a legal entity" or "Name of a structural unit of a legal entity" (clause 5.9 of DSTU 4163: 2020).

Document date

The date of the document is, respectively, the date of its signing, approval, acceptance, registration or preparation. In addition, all service marks affixed to the document are dated, namely: a visa, a resolution, a mark on certification of a copy of a document, a mark on the receipt of a document by a legal entity, a mark on the execution of a document, a mark on familiarization with the document (clause 5.10 of DSTU 4163: 2020).

Registration number of the document

According to clause 5.11 of DSTU 4163: 2020, the registration number of the document consists of the serial number of this document within the group of documents registering which is supplemented by indices, used in a legal entity, in particular, an index according to the nomenclature of cases, structural unit, correspondents, officials who are considering or sign a document, performers, whose activities the document concerns.

When using information (automated) systems for organizing office work, it is allowed to put down the registration number of the document as part of a barcode or QR code created by means of this system in accordance with the decree of the Cabinet of Ministers of Ukraine.

The link to the registration number and date of the document must contain the registration number and date of the document to which the answer is given (clause 5.12 of DSTU 4163: 2020).

The title to the text of the document should contain a summary of the main semantic aspect of the content of the document. The title to the text of the document should be short, grammatically consistent with the title of the document, accurately convey the meaning of the text and answer the question "about what?", "What?", "Whom?" (clause 5.19 of DSTU 4163: 2020).

The text of the document, in accordance with clause 5.20 of DSTU 4163: 2020, must contain the information for the sake of fixing which it was created, and concerns the question that is formulated in the heading to the text of the document. Information in the text of the document should be presented briefly, competently, clearly and objectively. The text of the document cannot contain repetitions, as well as words and phrases that do not carry a semantic load.

The text of the document is drawn up in the form of a continuous coherent text, questionnaire, table or with a combination of these forms. Documents are drawn up in the state language, except for cases provided for by the legislation on languages in Ukraine. The texts of documents that are sent to foreign addressees, by prior arrangement, can be drawn up in Ukrainian, in the language of the addressee's country or one of the languages of international communication. Documents addressed to government agencies are prepared only in Ukrainian.

Signature

According to clause 5.22 of DSTU 4163: 2020, the signature must contain the title of the position of the person signing the document (in full, if the document is not drawn up on a form, in an abbreviated form - on a document printed on a form), personal signature (except for electronic documents), own name and surname.

It is not allowed when signing a document to put the preposition "For" or a right-sided slash in front of the title of the position. The words "Acting" or "V.O." the title of the position of the head of a legal entity is added only if it is replaced on the basis of an administrative document

The signature is placed under the text of the document or under the mark of the presence of attachments.

A personal signature in all the details of an electronic document, of which it is included, is replaced with an electronic signature created in accordance with the laws of Ukraine.

The seal is not an obligatory attribute of the document.

However, legal entities, in accordance with the statute (charter), have the official seal or the main round seal of the legal entity indicating the name and identification code of the EDRPOU, may indicate the signature of an official (responsible) person on the document. The list of documents, the signatures on which must be sealed with the seal of the legal entity, is determined by the legal entity on the basis of legislation and with the introduction into the instructions for office work. The seal imprint in all the details of the electronic document, of which it is included, is replaced with an electronic seal created in accordance with the requirements of the laws of Ukraine (clause 5.22 of DSTU 4163: 2020).

It is necessary to certify copies of documents as before.

So, the mark on the certification of a copy of the document consists of the following elements: the words "According to the original" (without quotation marks), the name of the position, the personal signature of the person who certified the copy, his own name and surname, the date of the certification of the copy. In cases specified by law, copies of documents certifying the seal of a legal entity, structural unit (office management, personnel services, accounting, etc.) of a legal entity or a seal "For copies" (clause 5.26 of DSTU 4163: 2020).

Clause 5.32 of DSTU 4163: 2020 separately regulates the provisions on creating a copy of an electronic document.

So, a mark on the presence of a copy of a document with a paper (electronic) carrier of information is affixed in accordance with the decree of the Cabinet of Ministers of Ukraine (Some issues of documenting management activities) and the order of the Ministry of Justice of Ukraine (Procedure for working with electronic documents in office work and their preparation for transfer to archival storage ). Also, in the case of creating a copy of an electronic document with a paper carrier of information, a barcode or QR code is put on it, containing: the abbreviated name of the legal entity, the date of registration, the registration number.

At the same time, the QR code must also contain information about the electronic document to be signed or electronic seal overlays, namely: the surname, name, patronymic of the signed or the name of the legal entity (for electronic printing), the certificate number and its validity period. In addition, the QR code additionally contains the masses to provide the imposition of qualified electronic signatures and seals on an electronic document, taken from qualified electronic timestamps. For acts, information on approval is additionally indicated.

A mark on the presence of a copy of an electronic document with a paper carrier of information is placed in the center of the lower margin of the first sheet of the electronic document. If a copy of an electronic document with a paper carrier of information is created simultaneously with an electronic document, a mark on the presence of this copy shall be affixed in the same place.

Requirements for forms and paperwork

For the manufacture of forms of organizational and administrative documents, you need to use sheets of A4 (210 mm × 297 mm) and A5 (210 mm × 148 mm) paper. It is permissible to use forms of the A3 format (297 mm × 420 mm) for drawing up documents in the form of tables. Forms of documents are made on high quality white paper with saturated colors. Let's make forms using computer technology (clause 6.1 of DSTU 4163: 2020).

Requirements for the production of documents

Organizational and administrative documents are produced using automated and / or printed means. Separate internal documents (statements, explanatory and memoranda, etc.), the authors of which are officials and other individuals, may be drawn up in handwritten form (clause 7.1 of DSTU 4163: 2020).

To print text of documents, you need to use the typeface Times New Roman and a font of 12-14 print points. It is permissible to use a font in size 8-12 printed points to print the requisites "Reference data on the legal entity", "Legal entity code", "Information about the executor of the document", footnotes, explanatory inscriptions to individual elements of the text of the document, etc.

To print the "Document type name" attribute, you can use a sparse font of 14-16 print points. To print the details "Name of a legal entity", "name of a structural unit of a legal entity", "Name of a type of document" and "Title to the text of a document", it is permissible to use bold roman type (clause 7.2 of DSTU 4163: 2020).

It is recommended to print text of documents on sheets of A4 paper at 1-1.5 line spacing, and A5 - at 1 line spacing. When drawing up documents, if necessary, you can use other line spacing (clause 7.3 of DSTU 4163: 2020).