of December 22, 2014 No. 144
About approval of Standard rules of documentation and management of documentation in the state and non-state organizations
According to subitem 2-2) of Item 2 of article 18 of the Law of the Republic of Kazakhstan of December 22, 1998 "About National Archive Fund and archives" I ORDER:
1. Approve the enclosed Standard rules of documentation and management of documentation in the state and non-state organizations.
2. To provide to department of archiving and documentation in the procedure established by the legislation:
1) state registration of this order in the Ministry of Justice of the Republic of Kazakhstan;
2) within ten calendar days after state registration of this order its direction on official publication in periodic printing editions and in information system of law of Ad_let.
3. To impose control of execution of this order on the supervising vice-Minister for Culture and Sports of the Republic of Kazakhstan.
4. This order becomes effective after ten calendar days after the first official publication.
Minister
A. Mukhamediula
Approved by the Order of the Minister for Culture and Sports of the Republic of Kazakhstan of December 22, 2014 No. 144
1. These Standard rules of documentation and management of documentation in the state and non-state organizations (further - Standard rules) establish procedure for documentation of management activity on papers in the state and non-state organizations (further - the organizations).
2. The organization, maintaining and enhancement of system of documentary ensuring management, methodical management and control of observance of established procedure works with documents in the organization are carried out by structural division to which functions on documentary ensuring management are assigned (further - service of preschool educational institution).
3. In the organization in which the staff list does not provide the structural division performing functions on documentary ensuring management obligations are assigned to the responsible official.
4. Documents are constituted in Kazakh, on an equal basis with Kazakh Russian is officially used. In the cases provided by the Law of the Republic of Kazakhstan of July 11, 1997 "About languages in the Republic of Kazakhstan" also other languages are applied.
The document in Kazakh and the created authentic document in other language, are printed everyone on separate forms (single sheets) and are drawn up by single details.
5. During creation and execution of the document forms are used. Details on forms are located in certain sequence according to the scheme of arrangement of details of the document according to appendix 1 to these Standard rules.
6. Subjects of small and medium entrepreneurship constitute documents on clean sheets of paper of the A4 formats (210 x 297 mm), A5 (148 x 210 mm).
In case of creation of documents on sheets of paper it is specified:
1) the official name of the organization which published the document;
2) name of document type, except for letters;
3) document date;
4) registration document number;
5) the name of position of person which signed the document, the signature and disaggregation of the signature;
6) impress of a seal.
7. Subjects of small and medium entrepreneurship instead of forms use stamp with reproduction of the name of the organization, by putting down of its print on clean sheets of paper in the left upper corner.
8. Documents are constituted on white clean sheets of paper of the A4 formats (210kh297mm), A5 (148kh210mm) and having the following parameters:
1) the left field - 20 millimeters (further - mm);
2) right field-10 of mm;
3) upper field of-10 mm;
4) lower field-10 of mm;
for bilateral printing document sheet back:
1) the left field - 10 mm;
2) right field-20 of mm;
3) upper field of-10 mm;
4) lower field-10 of mm.
9. In the organization the following forms of documents are applied:
1) the form of the letter, according to appendix 2 to these Standard rules;
2) the form of specific document type, according to appendix 3 to these Standard rules;
3) the general form of the organization, according to appendix 4 to these Standard rules.
The general form of the organization is used for production of any kinds of documents.
10. Forms of documents are made by typographical method, by operational polygraphy or are reproduced directly in case of creation of the document.
11. Forms of documents of the state organizations with the image of the State Emblem of the Republic of Kazakhstan are subject to accounting for what in the left bottom corner of each copy of the form of the document the typographical method or numerator puts down its number, series.
12. Forms of documents are used strictly for designated purpose and not transferred to other organizations or other persons without the corresponding permission of management of the organization.
13. Internal documents, except for administrative documents, are constituted on clean sheets of paper.
14. The State Emblem of the Republic of Kazakhstan is represented on the form of the document of the state organization according to the requirements established by legal acts of the Republic of Kazakhstan for the state symbols of the Republic of Kazakhstan.
15. The emblem, logo or the trademark (service mark) is reproduced on the form according to constituent documents of the organization.
The emblem, logo or the trademark (service mark) is not placed on the form with the image of the State Emblem of the Republic of Kazakhstan.
16. The name of the organization, branch (representation) includes the name according to constituent documents with indication of on form of business.
In case of execution of the joint document developed by two and more equal organizations, names of the organizations are located at one level in alphabetical order of names of the organizations.
In case of execution of the joint document developed by two and more organizations, names are located according to hierarchy of the organizations.
The joint document is subject to assurance by seals of the organizations (in the presence).
The abbreviated name of the organization, branch (representation) is provided in that case when it is enshrined in constituent documents, and is placed in brackets below full name.
17. The name of structural division is specified if it is the author of the document, and is located below the name of the organization.
18. The name of document type is printed by capital letters bold-face type.
19. Document date date of its signing or approval or event fixed in the document is.
Document date is put down by the official signing or approving the document.
If authors of the document are several organizations, then document date there will be the latest signature date (approvals).
The office marks in the document connected with its passing and execution (acquaintance) in the organization date and signed.
Document date is drawn up in the Arab figures in the sequence - day of month, month, year. Day of month and month draw up in two vapors of Arab figures divided by point, one or four years in the Arab figures.
Verbal and digital method (day of month and year is drawn up by the Arab figures, month - the word, for example: On April 05, 2017) writing of date it is used in legal acts, protocols, bank, financial and accounting documents, including the affecting rights and interests of physical persons and legal entities.
20. The registration document number consists of index of case on the nomenclature of cases of the organization, sequence number of the document in registration and control to form (further - RKF). At the discretion of the organization registration number joins additional elements.
Registration number (index) of the document constituted by two and more organizations consists of registration number (index) of each of these organizations which are put down through virgule according to the procedure of specifying of authors in the document.
21. In the reference to registration number (index) and incoming document date registration number and document date on which the answer is given is specified.
22. In documents the place of creation or the edition of the document can be specified.
23. Documents are addressed to the organizations, their structural divisions, official or physical persons.
When addressing the document of the organization, to its structural division, names of divisions are written with lowercase letters, bold-face type in the Nominative case, position of person to whom the document - in dative case is addressed.
When addressing the document to the head of the organization, its name is part of the name of position of the addressee.
When addressing the document the postal address is specified to physical person.
In case of correspondence in the organization specifying in dative case only of initial of name and surname of the official is allowed.
If the document is addressed in several organizations, they are specified generally.
The document contains no more than four addressees. The word "Copy" before the second, third, fourth addressees is not specified. In case of the bigger number of addressees the list (register) of mailing of the document is constituted.
In case of the direction of the document to non-constant addressees, the detail "Addressee" the postal address which is drawn up by the contractor is included. Elements of the postal address are specified in the sequence, according to Items 15 and 16 of the Rules of provision of services of mail service approved by the order of the Minister of information and communications of the Republic of Kazakhstan of July 29, 2016 No. 65 (it is registered in the Register of state registration of regulatory legal acts for No. 14370).
When addressing the document the initial of name and surname of the receiver is specified to physical person, then the postal address is specified.
24. The heading to the text of the document is drawn up by bold-face type from border of the left field of the document, without hyphenation and does not contain more than 35 signs in every line. In the document in case of heading size more than 5 lines, registration of heading on the middle of the document is allowed. The end at the end of heading is not put.
The heading to the text is drawn up briefly, to precisely retell matter of the document. It is approved with the name of document type and to answer the questions "about what?" ("about whom?"), "what?".
The heading to the text of the document less than 10 lines, and also to the document processed on the form of format A 5, is not constituted.
25. The impress of a seal of the organization (in the presence) certifies authenticity of the signature of the official on the document. The impress of a seal of the organization should be put down so that it took part of the name of position and the signature.
26. The documents addressed to other organizations are constituted on forms of the organization.
The documents addressed in the organization, except for legal acts are constituted without form.
27. The non-state organizations of person instead of forms can use stamp in which are specified the name of the organization, by putting down of its print on clean sheets of paper in the left upper corner.
28. In different languages single outgoing details are appropriated to the document. Documents in different languages shall be authentic each other.
29. The text of the document is drawn up in the form of the questionnaire, the chart, the table, the coherent text or combination of the specified forms.
30. The form of the questionnaire is applied in case of statement of digital or verbal information on one object on certain feature set.
In case of creation of the text shall be expressed by noun in the Nominative case as the questionnaire of the name of signs of the characterized object or the phrase with verb of the second person of plural of this or past tense (you have, were, were). The characteristics expressed verbally are approved with names of signs.
The form of the chart is applied in case of statement of digital or verbal information. The chart does not share and does not pass to other page.
The form of the table is applied in case of statement of digital or verbal information.
Tables have two levels of partitioning of the text - vertical - graphs and horizontal - lines. Graphs and lines of the table have the headings expressed by noun in the Nominative case. Subtitles of columns and lines are approved with headings. In case of execution of the table on two and more pages, columns of the table are numbered, from the second page only numbers of these columns are specified.
Tables are located in the text of the document or in appendices. All tables if them in the text more than one, are numbered by the Arab figures.
31. The text of the document breaks into Items.
Items in the document are located in the logical sequence, taking into account chronology of stages of the solution of question. Relatives on content Items of documents, considerable on amount, unite in Chapters, several Chapters - in Sections, and Sections - in part. In big Chapters on amount are allocated in paragraphs, Sections in subsections.
Items can be subdivided into subitems. In Items and subitems there can be parts allocated by paragraphs.
The part of the text representing semantic unity, allocated by space in the first line is considered the paragraph.
32. In the text of documents designation of paragraphs is not allowed by hyphens or other signs.
Items, paragraphs, Chapters, subsections, Sections and parts of documents are numbered by the Arab figures with point as follows - 1., 2., 3. and further.
Numbers of subitems in Items are designated by the Arab figures with bracket as follows - 1), 2), 3) and further.
Numbering of Items, Chapters and Sections is end-to-end, numbering of subitems in Item, paragraphs in Chapter, subsections in the Section - independent.
33. The text of the document is printed on the typewriter through one and a half line spacings or by means of devices of the computer equipment of 14 font of Times New Roman in size (Tayms New Roman) through one line spacing. In some cases, and also in case of execution of tables, appendices, marks about the contractor, notes change of font sizes and line spacing is allowed.
In case of execution of the document on two and more sheets of the second and the subsequent sheets are numbered. Numbers are put down by the Arab figures in the middle of the upper field of leaf without punctuation marks.
In mark about availability of the appendix called in the text of the document the number of sheets, copies, execution language as follows are put down:
"Appendix: on 3 sheets in 1 copy in Kazakh".
In the presence of the appendices which are not called in the text their numbers, names (in the presence date and number), the number of sheets, number of copies and language of execution are specified:
"Appendices: 1. The letter of the Ministry of Culture and sport of the Republic of Kazakhstan from 15. 10. 2014 No. 3-5/151 on 3 sheets in 1 copy in Kazakh.
2. … ".
If appendices to the document are stitched, only number of copies is specified.
If other document which also have appendix is attached to the document, then the mark about availability of appendix is drawn up as follows:
"Appendix: The letter of the Ministry of Culture and sport of the Republic of Kazakhstan of October 15, 2014 No. 3-5/151 and appendix to it, on only 7 sheets, in Kazakh".
If appendix goes not to all addressees specified in the document, then in mark about its availability it is specified to what addressee appendix goes.
34. The documents sent to higher bodies, bodies of representative, executive and judicial authority are signed by the head of the organization or, according to its order, the first deputy.
The documents sent to subordinated and other organizations to citizens are signed by the head of the organization, his deputies or heads of structural divisions according to their competence.
The copy of the outgoing document remaining in the organization (leave of the document) is subject to signing. Copying of the document instead of leave of the document is not allowed.
The signature of the document includes:
1) the name of position of person which signed the document, the official name of structural division or organization (if the document is processed not on the form);
2) personal signature and disaggregation of the signature (initial of name and surname).
Signing of the original of the document is not allowed by putting down of the facsimile.
When signing the document by two and more persons of equal positions of their signature are located in alphabetical order official names of the organizations or structural divisions.
When signing the document by several officials of their signature are located one under another according to decrease of office hierarchy of positions.
In the document constituted by the commission not names of positions of persons signing the document, and their obligations as a part of the commission are specified.
Documents of collegiate organs of the organization (boards, councils, maslikhats, boards) are signed by the chairman and the secretary (the chairman and person who was carrying out record). Protocols of hardware (operational) meetings of the organization and its structural divisions are signed by the presiding person.
If the official whose signature is prepared on the draft document, no then the document is subject to renewal on person fulfilling its duties. Signing of the document with pretext pro or putting down of virgule before the name of position is not allowed.
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The document ceased to be valid since September 1, 2018 according to Item 1 of the Order of the deputy. The Minister for Culture and Sports of the Republic of Kazakhstan of July 27, 2018 No. 176