Why do you need a protocol document. How to write the minutes of the meeting? Assignment of punishment without drawing up a protocol on an administrative offense

Introduction.

Documentation of management activities covers all processes related to recording (fixing) on ​​various media and processing, according to established rules, the information necessary for the implementation of management actions. Documentation is carried out in natural language (handwritten, typewritten documents, including telegrams, telephone messages, typescripts), as well as in artificial languages ​​using new media (punched cards, punched tapes, magnetic tapes, cards, diskettes, etc.)"

The composition of management documents is determined by the competence and functions of the organization, the procedure for resolving issues, the volume and nature of relationships with other organizations, and is fixed in the report card. The unity of the rules for documenting management actions at all levels of management is ensured by the use of the State Documentation Management System (GSDOU) and unified documentation systems (UDS).

Unified documentation systems are a set of interrelated documents created according to uniform rules and requirements, containing information necessary for management in a particular area of ​​activity. DDD are intended for use both with the help of computer technology and with traditional methods of information processing.

Management documents in terms of name, form and composition of details must comply with the DDD, the requirements of the State Standards of Ukraine, regulations (charters) on the organization and other regulatory documents containing the rules for documenting.

The purpose of this test is to give the concept of a protocol, reflect the rules for its design, and also show what forms of protocols are.

1. The concept of the protocol and its purpose.

In a number of management documents, a special place belongs to protocols. They are part of the unified system of organizational and administrative documentation.

Minutes - a document that fixes the course of discussion of issues and decision-making at meetings, meetings, sessions, conferences

It must be borne in mind that in the activities of organizations and enterprises, documents called “Protocols” are often drawn up, but they do not fall under the above definition. So, in the field of contractual relations, protocols of intent, protocols of disagreements, protocols of approvals are drawn up; among the main documents of the general meeting of shareholders, the legislation names the minutes of the counting commission, etc. Such types of protocols are similar in purpose to acts: they record and confirm facts or events.

Protocols are drawn up in any organization where there are temporary or permanent collegiate bodies, commissions, etc. The form of their activity is the discussion of current issues at meetings or meetings and joint decision-making, often by voting.

With the advent of joint-stock companies in our country, attention to this type of document has increased. The supreme governing bodies of a joint-stock company are collegiate, and the protocols reflecting their activities become one of the most important management documents. We are talking about the minutes of general meetings of shareholders, meetings of the board of directors and the board. It is no coincidence that the Federal Law “On Joint Stock Companies” and other legal acts pay special attention to the content of these documents.

2. Rules for registration of protocols

Minutes - a document containing a consistent record of the discussion of issues and decision-making at meetings, meetings, conferences and meetings of collegial bodies.

The protocol reflects the activities of joint decision-making by a collegial body or a group of employees. From the minutes of meetings created in the management activities of organizations, one should distinguish between the minutes of investigative, some administrative bodies and public order bodies (for example, the protocol of a sanitary inspector, the protocol of a traffic accident, etc.), as well as protocols of a contractual type (minutes of disagreements, protocols negotiation of disagreements, price negotiation protocols, etc.).

Meetings of permanent and temporary collective bodies (boards of federal executive bodies, meetings of labor collectives, meetings of shareholders, meetings of boards of directors, etc.) are subject to mandatory recording. Minutes are drawn up on the basis of a record of the course of meetings, transcripts, sound recordings and materials prepared for the meeting (texts of reports, speeches, references, draft decisions, agenda, lists of invitees, etc.).

The minutes reflect all opinions on the issues under consideration and all decisions taken. The minutes are kept by the secretary or other designated person. The chairman and the secretary leading the meetings are responsible for the correctness of the entries in the minutes. The mandatory details of the protocol are:

· name of company;

the name of the document type;

date and registration number;

place of compilation or publication;

title to the text

signatures.

3.Types of protocols

There are two types of protocols: full and short.

Fullprotocol contains a record of all speeches at meetings.

Brief Protocol - only the names of the speakers and a brief note about the topic of the speech.

The decision on what form of protocol to keep at the meeting is made by the head of the collegial body or the head of the organization.

The title of the protocol is the name of the collegiate body or meeting (Minutes of the meeting of the attestation commission ...; minutes of the meeting ...).

The text of the full protocol consists of two parts: introductory and main.

The introductory part is drawn up in the same way in the full and short forms of the protocol. It indicates the names of the chairman and secretary, the names or the total number of participants in the meeting and invited persons (if there are many participants, a note is made next to their number - "The list of participants is attached"), the agenda.

The names of those present are recorded in the protocol, if there are no more than 15, - in alphabetical order, indicating the place of work and position; if there are more present, a separate list is drawn up. In the minutes of permanent meetings and commissions, the positions of those present are not indicated. The enumeration of those present is drawn up in the entire width of the line through one line spacing.

In this case, the words "Chairman", "Secretary", "Attended" (without quotes) are printed to the left of the field, separated by two intervals from the title and from each other.

The introductory part ends with the agenda. Items on the agenda are arranged according to their degree of complexity, importance and estimated time of discussion. Questions are formulated in the nominative case, numbered with Arabic numerals and begin with the prepositions "O", "About". It is not recommended to formulate a question or a group of questions with the word "Miscellaneous". Along with the question, the name of the speaker is indicated with an indication of his position.

The words "Agenda" are centered two or three intervals from the list of participants.

The main part of the text of the protocol for each issue on the agenda is built according to the scheme: LISTENED ... SPEAKED ... DECIDED (DECIDED) ...

In the section "HEARD" in the short protocols, the name of the speaker (speaker) and the topic of his speech are indicated. In the full form of the protocol, the surname and initials of the speaker, the content of his report (message, information, report) are given. If the text of the report is presented by the speaker in writing, it is allowed to make a note after indicating the topic of the speech: "the text of the report is attached." In the section "THE SPEAKERS" in the short protocols only the names of the persons who spoke in the discussion are indicated, in the full protocols their speeches are also recorded, including questions to the speaker. If necessary, after the name of the speaker, his position is indicated. In the section "DECIDED (DECIDED)" the decision is recorded, which is formulated briefly, precisely, concisely in order to avoid double interpretation. Along with the decision, the number of votes cast "for", "against", "abstentions", as well as a list of persons who did not participate in the voting, are indicated. The decision may contain one or more items, they are arranged in order of importance, each of them is numbered.

The word "HEARD" is preceded by a number in accordance with the agenda. The words "HEARD", "SPEAKED", "RESOLVED (DECIDED)" are typed from the left margin in capital letters and end with a colon. The text of the sections "HEARD", "SPEAKED", "DECIDED (DECIDED)" is printed with 1.5 line spacing from the red line. Each surname and initials of the speakers are printed from a new line in the nominative case, the record of the speech is separated from the surname by a hyphen.

A participant in a meeting or meeting may submit a dissenting opinion on the decision taken, which is set out on a separate sheet and attached to the minutes. The presence of a dissenting opinion shall be recorded in the minutes after the recording of the decision.

The text of the short protocol also consists of two parts. In the introductory part, the initials and surnames of the presiding (chairman), as well as the positions, initials, surnames of the persons present at the meeting are indicated.

The word "Attended" is printed from the border of the left margin, underlined, a colon is placed at the end of the word. Below are the names of positions, initials and surnames of those present. Job titles may be generic. Multi-line job titles of those present are indicated with 1 line spacing. The list is separated from the main part of the protocol by a solid line.

The main part of the protocol includes the issues under consideration and the decisions taken on them. The name of the question is numbered with a Roman numeral and begins with the preposition "O" ("About"), is printed in the center in font size No. 15 and is underlined by one line below the last line. Below the line are the names of the officials who spoke during the discussion of this issue. Surnames are printed with 1 line spacing. Then the decision made on the issue is indicated.

Protocol- a document in which they fix the course of discussion of issues and decision-making at meetings, meetings, meetings, conferences.

The protocols document the activities of permanent collegiate bodies, such as collegiums of committees and ministries, municipal governments, as well as scientific, technical, and methodological councils. Excluding the above, meetings held by the heads of structural divisions, deputy general directors, directors may also be recorded.

It is common to draw up minutes to document the activities of temporary collegiate bodies (conferences, meetings, seminars, etc.)

The minutes are drawn up by the secretary on the basis of the records that he kept at the meeting. These can be short notes, transcripts, or dictaphone recordings. It is worth saying that in order to prepare the minutes, the secretary collects abstracts of reports and speeches, draft decisions before the meeting.

Protocol issued on a common form..

Title, date and protocol number

The protocol header will be name of the collegiate body or type of meeting. For example, the Protocol (of what?) of the meeting of the pedagogical council; meetings of heads of structural divisions, etc.

The date of the minutes will be the date of the meeting (minutes are traditionally drawn up after the meeting). If the meeting lasted several days, the date of the minutes includes the start and end dates.

For example: 21 — 24.07.2009 .

The number (index) of the protocol will be the serial number of the meeting within the calendar year or term of office of the collegial body.

Note that the text of the protocol includes the following parts:

• introductory;
• main.

Introduction

In the introductory part of the minutes, after the heading, the names and initials of the chairman and secretary of the meeting are given. From a new line after the word " attended» list in alphabetical order the names and initials of the officials present at the meeting.

If there were persons from other organizations at the meeting, then after the word “Attended” the word “ Invited”and a list of invited persons is indicated, in the case of each surname, the position and name of the organization are indicated before each name.

In the introductory part of the protocol the agenda is set.

It consists of a list of issues that are discussed at the meeting, and fixes the sequence of their discussion and the names of the speakers (speakers). Note that each issue on the agenda is numbered with an Arabic numeral, it is formulated using the prepositions "O" or "About". For example: "On approval of curricula"; "On summing up the results of the academic year."

For each item, a speaker is indicated (the official who prepared this issue)

Main part

In ϲᴏᴏᴛʙᴇᴛϲᴛʙii with the sequence of issues on the agenda, the text of the main part of the protocol is drawn up - it must contain as many sections as there are items on the agenda.

Based on all of the above, we come to the conclusion that the header part of the protocol is always drawn up in the same way. But the text of the protocol can be presented in different forms: short or complete.

Brief Protocol- fixes the issues discussed at the meeting, the names of the speakers and the decisions taken. Such a protocol is most often kept in cases where the meeting is of an operational nature (see Fig. 3.3.)

It is worth saying - the full protocol- contains information not only about the issues discussed, the decisions taken and the names of the speakers, but also sufficiently detailed notes conveying the content of the reports and speeches of the participants in the meeting, all the opinions expressed, questions and remarks, remarks, positions. It is worth saying - the full protocol allows you to document a detailed picture of the meeting (see Fig. 3.4)

When using any form of protocol, its text will be divided into as many sections as there are items on the agenda.

It should be noted that each section consists of three parts.: “HEARD”, “SPEAKED”, “RESOLVED” (“DECIDED”), which are printed from the left margin in capital letters. This design allows you to highlight in the text the speech of the main speaker, the participants in the discussion of the issue and the operative part, in which the decision is formulated.

In the part " LISTENED» the text of the speech is stated. At the beginning of the text, from a new line in the nominative case, the name of the speaker is indicated. The record of the speech is separated from the name by a dash. The speech is written in the third person singular. It is allowed to indicate instead of recording the speech after the surname (“Record of the speech is attached”, “Note that the text of the report is attached”)

In the latter case, the reports become an annex to the protocol.

In the part " PERFORMED» from a new line in the nominative case indicate the name of the speaker and after the dash, the text of the speech or the question (if it was asked to the speaker during the speech)

In the part " RESOLVED” (“DECIDED”) reflect the decision taken on the issue under discussion. Note that the text of the operative part is printed in full in any form of the protocol.

Note that the text of the entire protocol is printed with 1.5 line spacing.

The minutes are drawn up by the secretary of the meeting. The minutes are signed by the secretary and submitted for signature to the chairman within 3 (three) working days after the meeting.

Signatures are separated from the text by 3 line spacings. The name of the position is printed from the border of the left field, the last letter in the surname is limited to the right field.

On the day the protocol is signed by the chairman, it must be registered.

Extract from the protocol

An extract from the protocol is an exact copy of a part of the text of the original protocol, referring to the issue on the agenda, for which an extract is being prepared. The extract reproduces all the details of the form, the introductory part of the text, the agenda item, on which the extract is being prepared, and the text reflecting the discussion of the issue and the decision made. An extract from the protocol is signed only by the secretary, who also certifies it. The certification inscription is written by hand, consists of the word “True”, an indication of the position of the person who certifies the copy (extract), personal signature, surname, initials and date (see Fig. 3.5)

Extracts from the minutes sometimes replace such an administrative document as a decision. In this case, the extract serves as a tool for communicating the decisions made to the executors. In this case, the secretary, for example, of the Board of the joint-stock company, no later than 2 (two) days after signing the minutes of the meeting, distributes extracts from the minutes on certain issues to the responsible executors. The statements are signed by the secretary.

Extracts from the protocols sent to another organization are subject to mandatory sealing.

The original copies of the minutes are formed by the secretary in the cases according to the type of meetings. For example, "Minutes of General Meetings", "Minutes of meetings of the Board of Directors", "Minutes of meetings with the director", etc. Inside the case, the protocols are systematized by numbers and chronology. Cases are formed during the calendar year.

Minutes of the meeting - an information and administrative document that records the entire process of discussing the issues raised, as well as decisions made during this meeting. Maintaining this document is an important and mandatory part of any meeting, which largely determines how effectively decisions on a particular issue will be implemented.

Registration of minutes of meetings is established by the Civil Code of the Russian Federation. Article 181.2 defines the basic mandatory requirements and the procedure in which the records of the meeting are kept. How to draw up the protocol correctly? What information must be included in the minutes of the meeting?

Who keeps the protocol?

The responsibility for recording the progress of the meeting and the further correct execution of the document rests with the secretary of the meeting. This may be the person who holds the position of secretary in the organization, or any other employee authorized to perform this duty. It is best if the person appointed by the secretary understands the issues raised at the meeting. However, if the secretary is busy with activities in another area, he has the right to ask clarifying questions during the meeting, allowing the entire process of the meeting to be recorded as accurately as possible.

In addition to simply fixing the progress of the meeting, the secretary is responsible for preparing for the meeting. This may be drawing up a list of those present, a scheme of the deliberative process, working with the minutes of previous meetings. This is necessary in order to put on the agenda a list of issues that need to be discussed again.

Form, mandatory sections

To draw up a protocol with instructions for office work, it is recommended to use a special form. Whether to use this recommendation depends on the decision of the owner (manager) of the organization. Most often, printing forms are used for recording in state, municipal, city authorities. Most private organizations use a regular template printed on a computer and designed on A4 sheet.

Regardless of the type of form, the document must contain mandatory sections (for an example of the minutes of the meeting, see the article below):

• The name of the structure (organization) in which the collegium operates.
• Title.
• Date and registration number of the protocol.
• Place (town) where the meeting is held.
• Questions (agenda).
• Main part.
• Signatures of the chairman, secretary and participants of the meeting.

The minutes of the meeting are drawn up on the basis of recordings, including audio or video, made by the secretary during the discussions. A period of up to five working days is allotted for the execution of the document, except in some cases when other deadlines are established by order of the head or legislation on certain types of meetings.

protocol header

The title of the document includes the name, the word "Protocol", as well as the name of the meeting (in this case, this meeting) and (or) the collegiate body holding the meeting. For example: "Minutes of the production meeting."

Number, date, venue

Each minutes of the meeting must have an index, that is, a serial registration number. It is determined by the serial number of the meeting held from the beginning of the calendar year (in educational organizations, it is possible to keep records of numbering from the beginning of the academic year). If the minutes of the meeting of the temporary collegium are registered, the numbering is kept for the term of office.

The date of the document will be the day of the meeting. If the issues were discussed for more than one working day, all dates from the beginning to the end of the discussion should be included in the minutes of the meeting. Sample: "22.06.2016 - 24.06.2016" or "22-24.06.2016"

Place of drawing up the protocol - the geographical name of the settlement in which this collegial body operates. This section may not be specified in the document, but only if the name of the organization already includes the name of the settlement. For example: "Samara City Printing House", "Ivanovo Machine-Building Plant" and so on.

Notice how any meeting minutes should begin (sample above).

Introduction

To draw up the introductory part of the protocol, you must begin with the surname and initials of the chairman of the meeting and the secretary. The first is an employee of the organization authorized to conduct the meeting. The position of the chairman in the organization (according to the staff list) is not indicated in the protocol. This person does not have to be the head of the enterprise. The exception is the minutes of the meeting with the director, where the boss conducts the meeting in person.

In the "Participants" section, you should indicate all other participants in the meeting. You can do this by following these guidelines:

• In the section, in alphabetical order, the names and initials of the employees participating in the consideration of the issues put on the agenda and the adoption of decisions on them are indicated. Positions are not specified.
• If more than fifteen participants are present at the meeting, their initials and surnames are given as an annex to the minutes in a separate list.
• If other employees of this organization or persons invited from other organizations are present at the meeting, the “Invited” section is entered in the minutes. Surnames and initials are indicated here in alphabetical order, and for participants from other organizations, their position and the name of the place of work are additionally prescribed.
• Each of those present confirms their participation in the meeting with a personal signature.

An empty line after the “Attendants” section, the “Agenda” is entered in the minutes of the meeting. This section refers to the list of issues submitted to the meeting. Each item of the protocol section "Agenda" is numbered with Arabic numerals. To formulate a question, the prepositions “About ...” or “About ...” are used (for an example of the minutes of the meeting in the part of the agenda, see the article below). Each item should indicate the person authorized to speak on this issue: "Rapporteur: surname, initials."

What is the difference between a full protocol and a short one?

When drawing up the main part of the document, it is important to consider whether a short or full protocol of the deliberative process is kept during the meeting. For a short form (most often the minutes of the operational meeting are drawn up in this way), the following information should be indicated in the main part:

• Question submitted to the meeting.
• Rapporteur on this issue.
• The decision adopted and approved by the meeting.

Drawing up a full protocol implies fixing not only the above information, but also the details of the speeches of the speakers, information and debates that arose during the meeting, the opinions of the audience, the comments and objections, as well as other details.

Main part

The main part of the protocol consists of sections according to the number of issues on the agenda. In the full form of the document, each section includes three parts, reflecting the process of considering the issue and making a decision on it.

The names of the parts are indicated in capital letters from a new line:

• "LISTENED". In this part, under the title, the surname of the speaker on the issue under consideration (in the nominative case) should be indicated, a statement of the report is given through a dash (in the third person singular). If for some reason it is impossible to quote the speech in the protocol, the text of the report is set out on a separate sheet as an annex to the protocol, and in the “HEARD” section, the note “The text of the report (speeches, speeches) is attached” is made.
• "PRESENT". This part records statements made by other participants in the meeting on the item under consideration, or questions posed during the discussions. In this case, the surname of the speaker should be indicated (in the nominative case), and the text of the question (speech) is stated through the dash.
• "RESOLVED" or "RESOLVED". The decision taken at the meeting on this issue is recorded. The text of the decision must be printed in full, regardless of whether the full or short form of the protocol is kept. When voting, the number of votes received "for", "against" and "abstained" is indicated.

For the short form of the minutes, the discussion of each issue is summarized in the HEARD and DECIDE parts. After the document is signed by the secretary and the chairman, it acquires official status and is registered.

Decisions made during the meeting are communicated to the designated executors:

• By handing over a copy of the protocol or an extract certified by the secretary.
• The publication of administrative documents (orders, resolutions, instructions) for the organization on the basis of recorded decisions.

How to store protocols?

For archival storage, the minutes are formed into files with division into types of meetings. The place of storage of such documents is determined either by the secretariat of the organization (structural division of the organization), or by the office management department. Storage periods are determined in accordance with the nomenclature of cases approved at the enterprise.

The protocol occupies a special place in the system of organizational and administrative documents. On the one hand, it can be attributed to information documents (since it contains information about the discussion of some management issues), and on the other hand, the protocols contain an operative part and, thus, can be considered as administrative documents.

Protocol - a document fixing the course of discussion of issues and decision-making at meetings, meetings, sessions, conferences. The protocols document the activities of permanent collegiate bodies, such as collegiums of committees and ministries, municipal governments, as well as scientific, technical, and methodological councils.

Meetings of shareholders, meetings of boards of directors are subject to mandatory logging.

Protocols are submitted to state authorities for registration (for example, when registering commercial banks, chambers of commerce and industry, etc.). Minutes are also drawn up to document the activities of temporary collegiate bodies (conferences, meetings, meetings, seminars, etc.).

The protocol is drawn up on the basis of records that were kept at the meeting by the secretary manually or using a voice recorder.

Depending on the type of meeting and the status of the collegiate body, the form of the protocol is chosen: short, full or verbatim.

Brief protocol - fixes the issues discussed at the meeting, the names of the speakers and the decisions made (see p. 94). Such a protocol is recommended to be kept only in cases where the meeting is transcribed, reports and texts of speeches will be submitted to the secretary or when the meeting is of an operational nature.

Full the minutes record not only the issues discussed, the decisions made and the names of the speakers, but also sufficiently detailed records that convey the content of the reports and speeches of the participants in the meeting, all the opinions expressed, questions and remarks, remarks, positions. Full minutes allow you to document a detailed picture of the meeting (see pp. 95-96).

Shorthand the protocol is drawn up on the basis of a verbatim report of the meeting (transcript) and verbatim conveys the process of discussing each issue and making a decision on it.

Full and verbatim minutes are drawn up on the basis of handwritten verbatim or tape recordings that are kept during the meeting.

All types of protocols are drawn up on a common form, which includes the following details: name of the institution (organization, enterprise), type of document (protocol), place for putting the date, index of the document, place for drawing up the protocol, place for the heading to the text. The date of the minutes is the date of the meeting (minutes are usually drawn up after the meeting). If it lasted several days, then the protocol date includes the start and end dates.

For example: 21-24.01.2000.

The number (index) of the protocol is the serial number of the meeting. The protocols are numbered within the calendar year or the term of office of the collegial body.

The title to the text of the protocol, as a rule, reflects the type of meeting or collegial activity and is consistent with the name of the type of document. For example: Minutes - board meetings; - meetings of the labor collective; - meetings of heads of structural divisions.

The text of the protocol includes an introductory and main part.

In the introductory part of the minutes, after the heading, the names and initials of the chairman and secretary of the meeting are given (in the short form of the minutes, this information is omitted). From a new line after the word "Attended" list the names, initials of the permanent members of the collegial body (in alphabetical order), the names, initials and positions of those invited to the meeting. When drawing up the minutes of an extended meeting, the names of the participants are not listed, but their total number is indicated by a figure. Participants are counted according to the registration lists, which are transferred to the secretary of the meeting and become one of the annexes to the minutes.

The agenda is included in the introductory part of the minutes. It lists the issues discussed at the meeting with the names of speakers (speakers) and fixes the sequence of their discussion. The agenda of the meeting, as a rule, is drawn up in advance and should include the optimal number of issues that can be considered and discussed at the meeting.

The text of the main part of the protocol is drawn up in accordance with the sequence of issues established by the agenda.

The main part of the protocol text contains as many sections as there are items on the agenda. Sections are numbered accordingly. Each section consists of three parts: “HEARD”, “SPEAKED”, “DECIDED”, which are printed from a paragraph in order to highlight in the text of the protocol the recording of the speech of the main speaker, the participants in the discussion of the issue and the operative part, formulating the decision of the meeting. For the same purpose, in the text of the protocol, each speaker's surname and initials are printed from a new line in the nominative case. The presentation of the recording of the speech is separated from the surname by a hyphen, it is stated from the third person singular.

The minutes are drawn up by the secretary of the meeting. Signed by the chairman and secretary.

Extract from the protocol is an exact copy of a part of the text of the original protocol relating to the agenda item on which the extract is being prepared (see p. 97). At the same time, all the details of the form, the introductory part of the text, the agenda item on which the extract is being prepared, and the text reflecting the discussion of the issue and the decision taken are reproduced. An extract from the protocol is signed only by the secretary, he also draws up an attestation. It consists of the word "True", an indication of the position of the person who certifies the copy (extract), personal signature, surname, initials and date. If an extract is given for submission to another organization, then it is certified by a seal.

See also:

This article is a visual methodological guide on the design of protocols. It will help you to create a protocol correctly and quickly. It will also come in handy when you decide to teach this to your colleagues in order to save yourself from having to correct the mistakes they make.

Name of the species and belonging to systems and subsystems of documentation

Minutes - a document fixing the course of the meeting and the procedure for making decisions by the collegiate body.

Mandatory recording is subject to:

• meetings of permanent collegiate bodies of state power and administration, municipal governments, management bodies of enterprises and organizations (general meetings of founders, shareholders, meetings of boards of directors, boards of committees, commissions, directorates, etc.) and
• one-time or periodically convened conferences, meetings, meetings.

Reflection in the purpose of creating a management document principle of collegiality, collegial decision-making allows you to talk about the protocol as a standalone document.

The protocol is a document relating primarily to the system of organizational and administrative documentation. Protocols are managerial administrative documents(refer to the subsystem of administrative documentation), which perform managerial and legal functions, and the legal function of the protocol is a priority and comes to the fore.

But a document with the name of the type "PROTOCOL" is used in the process of documenting and many other activities.

In educational and scientific institutions, protocols record scientific achievements and discoveries, admission to training, opening of specialties, education standards, assignment of professional qualifications, academic degrees and titles, election to positions and other issues. Such protocols refer to the systems of scientific research or educational and methodological documentation (to their certain subsystems, depending on the purpose of creating the protocol and its content).

In business practice, minutes of business meetings, protocols of intent, protocols for the transfer of confidential information, protocols of disagreements and others are drawn up, in which not managerial decisions are recorded, but agreements and reached by the parties (i.e. collegial, collective, not "commission", as is sometimes incorrectly said) agreement in resolving issues of mutual interest. Such protocols can be attributed to the subsystem of information and reference documents of the system of organizational and administrative documentation or to the subsystem of civil law contractual documentation of the same system, because they fix the course of execution of contracts and agreements, confirm interest and possible areas of cooperation, and also fix the main conditions for concluding specific transactions in the future.

The protocols created for the purpose of confirming settlements are part of the subsystem for cash transactions of the banking documentation system.

For some functions of personnel management, minutes of meetings of attestation and qualification commissions are compiled, which are included in a special subsystem of personnel documentation.

Minutes of general meetings of shareholders (and documents to them), the mandatory content of which is established by the Civil Code of the Russian Federation, the Federal Law "On Joint Stock Companies", the requirements of the regulator - the Federal Financial Markets Service, form a subsystem of organizational documents, on the basis of which a special subsystem has already been formed constituent documentation, and now we can talk about the process of forming a subsystem / system of documentation that provides corporate governance procedures.

Protocol classification

All types and varieties of protocols, regardless of whether they belong to a documentation system or subsystem, are classified according to two criteria - the method of documentation and the degree of completeness of the recording of the meeting, which act simultaneously. So, according to the degree of completeness of the record, the protocols are divided into short and complete.

Full protocols can be detailed text(text way of documenting), verbatim(text method using special symbols that must be decoded when registering the protocol), phonographic(sound recording) video protocols(video sound recording is used, especially when conducting video conferences). They contain a record of the entire meeting, including remarks, questions, remarks, speeches and references during the meeting, noise, applause, etc. depending on the method of documentation.

Brief Protocol consistently records only the names of the chairman, the secretary, the composition of those present, the list of issues considered and the decisions taken. A variation of the short protocol is a protocol drawn up in an abbreviated form, which provides for a brief sequential presentation of the issues considered according to the “issue - decision” scheme.

The minutes are kept during the meeting by a specially selected or appointed person or by the secretary of a permanent collegial body ex officio, and the minutes of the operational meetings, which are chaired by the leaders, are kept and drawn up by the secretaries or assistants to the leaders.

When drawing up the minutes, the secretary of the meeting uses documents prepared in advance for the meeting: the agenda, lists of invitees, lists of members of the collegial body, texts of reports, speeches, information notes, draft decisions, etc.

The protocol drawn up directly at the meeting is a draft. It must be clarified, verified with the transcript or phonogram (if the meeting was transcribed or recorded on a dictaphone), edited and issued no later than 3 or 5 days from the date of the meeting. These terms or other standards of terms for preparing the protocol for signing - “on the day of the meeting”, “no later than the next business day”, etc. - are usually regulated by the regulations on the relevant collegiate bodies and the job description/job regulations of the secretary of a particular collegiate body.

protocol form

The protocol is the main administrative document of collegiate management and is almost always drawn up as a multi-page document. Therefore, when drawing up the first sheet of the protocol, it is necessary to use the general form of the organization or enterprise, and if there is no general form, the protocol is drawn up on sheets of A4 paper with the details arranged according to the model of the general form.

If the form for the first sheet of the protocol is not used, the details are usually drawn up in a longitudinal way (along the top margin of the sheet of paper) centered.

The standard form of the protocol includes the following mandatory details:

• full name of the organization or enterprise;
• name of the type of document (PROTOCOL);
• the date;
• index (in protocols that relate to administrative documents);
• place of compilation;
• title;
• text;
• signatures.

Additional details of the protocol are:

• name of the structural unit;
• stamp of approval;
• a mark on the presence of applications;
• place (room, office) and time of the meeting;
• surname and initials of the person chairing the meeting, session;
• date of signing the protocol;
• method of voting (open, secret, absentee).

Features of registration of mandatory details of the protocol, as well as the presence, number and rules for registration of additional details, the features of the form are determined by the requirements of the current legislation, business customs or a specific management situation. But all design features are based on general algorithm, which has historically developed in the process of compiling and formalizing the protocol as one of the main types of administrative documents.

Protocol header

To ensure the legal force of the protocol, it is necessary to correctly draw up full name of the organization or enterprise, which is recognized as the name of a legal entity registered in the Unified State Register of Legal Entities in accordance with its constituent documents and charter, (i.e. with the obligatory indication of the organizational and legal form):

Example 1

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Limited Liability Company "Your Partner"

Example 2

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Closed Joint Stock Company "ABVGD"

Name of the structural unit(additional details of the protocol) is usually issued on the document in the following cases:

• the protocol records all types of collegial activities in a separate division of the enterprise (see Example 3);
• meetings (primarily of an operational nature), which are held in one of the internal structural divisions of the enterprise, are drawn up by minutes (see Example 4).

Example 3

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Limited Liability Company "Company" The Fifth Element "
Branch "North-Western"

Example 4

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Open Joint Stock Company "Remmekhanizatsiya"
Department of Accounting and Tax Reporting

The names of the structural units in the protocol must correspond to the exact names fixed in the organizational chart, staffing table or other internal documents of the organization.

Name of document type (PROTOCOL) is always written in capital letters and is located one or two lines below the name of the enterprise or structural unit (in the case of a longitudinal arrangement of details - in a centered way).

the date the protocol is the date of the meeting, and not the final execution and signing of the document. If the meeting of the collegiate body lasted several days, then the minutes indicate the date of its beginning and the date of completion. Date formatting may vary. For example, digitally:

Example 5 Numeric date formatting

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Example 6 Numerical way to record the date of a meeting that lasted 2 days

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04.05.2011 - 05.05.2011

The digital method is used mainly when registering the dates of operational meetings and meetings.

When registering the date in the protocols of collegiate bodies (supreme management and executive bodies), the alphanumeric method is preferable.

Example 7 Alphanumeric date format

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Example 8 Setting the date of a meeting that lasted 2 days

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The date is located one line below the name of the type of document or above a special limiting line in the general form.

Index (number) of the minutes is drawn up on the same line as the date of the meeting above the boundary line in the general form or within the general area allotted for the date and index in the heading of the document. The protocol index is the serial number of the meeting within the calendar year or within the term of office of the collegial body. It should be noted that when registering indices from No. 1 to 9, at least two characters must be used. For example, it is correct to designate the simplest indices: “No. 01”, “No. 07”, etc. (see Examples 7 and 8).

Props "place of compilation or publication" is drawn up on a separate line below the date and index (with a longitudinal arrangement of details - in the center of the next line).

This requisite contains the name of the geographical location where the meeting of the collegial body actually took place. Conditional abbreviations used in the designation of geographical names must comply with the Rules for the provision of postal services.

Example 9

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Kolomna, Moscow region

Example 11

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With. Maleevo, Kolomna district
Moscow region

As header the protocol is drawn up brief wording of the type of meeting(type of collegial activity) in the genitive case, which is consistent with the name of the type of document (PROTOCOL - what?), the name of the collegial body and begins with a capital letter.

Example 12 Corner arrangement of the details of the design part of the protocol

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Example 13 Longitudinal arrangement of the details of the formal part of the protocol

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The heading of the minutes as a type of meeting is drawn up one or two lines below the requisite “place of compilation or publication” necessarily from the border of the left margin or in the area marked in the general form with restrictive corners in the upper left corner of the sheet of paper. This arrangement is mandatory for both longitudinal and angular arrangement of details (see Examples 12 and 13).

The text of the protocol is the most complex requisite and consists of two parts - introductory and main. The introductory part of the text is strictly formalized. It contains information about the composition of those present at the meeting and the agenda (list of issues submitted for discussion), which are completely independent elements of the text and are formulated according to standard rules.

Composition of those present is drawn up two lines below the type of meeting from the border of the left field and begins with the indication of the chairman and secretary of the meeting. The surnames of the chairman and secretary are drawn up after a dash, the initials follow the surname.

Example 14

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Chairman - Markov S.V.
Secretary - Petrova A.I.

The surnames and initials of the permanent members of the collegiate bodies present at the meeting (elected or included in the collegium by position) are listed alphabetically by surnames without the title of the position after the word “Attended:”, which is drawn up two lines below, necessarily from the border of the left field, and ends with a colon. Surnames of those present are drawn up across the entire width of the line through one line spacing.

Example 15

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Present: Borisov A.M., Vinogradov V.V., Gromov P.S., Dmitriev P.E., Ivanov L.M., Fomin P.P.

If the members of the collegial body include more than 15 people, then the composition of those present is indicated quantitatively, and a list by name is attached to the protocol, which is noted.

Example 16

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In attendance: 20 people (list attached)

Surnames and initials of invited officials who are not members of the collegiate body, but were present at the meeting, are listed after the word "Invited:". It is drawn up from the border of the left margin two lines below the word "Attended:" and ends with a colon. The positions of these persons are usually indicated.

Example 17

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Invitees: client manager Ageeva N.O., head of customer service department Kotova L.P.

The list of issues submitted for discussion and decision by the collegiate body is drawn up after the words "Agenda:", which are located from the border of the left field two lines below the composition of those present and ends with a colon.

Each item on the agenda is formulated with the preposition "O", answers the question "About what?" and contains an indication of the position, surname and initials of the speaker. Moreover, the word "speaker" is not used in the protocol, the speech formula is correct: "Report - (whose?) position, surname, initials."

Issues are numbered in Arabic numerals, placed on the agenda in order of their importance (or in accordance with the estimated time of discussion) and drawn up from the red line.

Example 18

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Agenda:

1. On approval of the accounting policy for 2011
   Report of the Deputy Chief Accountant Krasnov A.I.
2. On the preparation of a loan application to the Moscow branch of the North-Western Bank (OJSC).
   Report of the head of the legal department Smolin A.G.

Agenda items should be formulated clearly and specifically, since they are the actual headings to the subsequent text of the protocol, which will be presented item by item in the order of consideration of the issues at the meeting.

The wording "Miscellaneous" in the agenda of the completed protocol is considered inappropriate, because the document is drawn up after the meeting, when it is already possible to precisely formulate all the issues considered.

Even in those cases when the agenda of the meeting is drawn up as an independent information document and sent to the participants of the meeting and members of the collegial body in advance, the wording of all discussed issues should be included in the text of the protocol. A note in the text of the minutes: “The agenda is attached” is unacceptable, even when the agenda is formed into a case together with the minutes as a separate information document.

The main part of the text of the protocol, i.e. the entire course of the meeting and the decisions made, is compiled by the secretary of the meeting, working almost like a simultaneous interpreter, only the speech is “translated” from oral form (often spontaneous, emotional and not always prepared) into written form, i.e. . ordered, built according to speech patterns, mainly with a direct word order and the use of special vocabulary and business style terms.

The main part of the text of the protocol is built in accordance with the agenda items by sections. Each section, reflecting the course of the meeting, consists of three parts: LISTENED - SPEAKED - DECIDED (DECIDED).

The word "HEARD" is numbered according to the number of the agenda item, is drawn from the left margin in capital letters and ends with a colon. Further, from the red line, the surname and initials of the speaker are drawn up in the genitive case (LISTENED - to whom?), A dash is put, and after it the content of the report is briefly or in detail recorded. The presentation is usually conducted from the third person singular in the past tense:

Example 19

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1. LISTENED:

Krasnova A.I. - reported on the main provisions of the Company's Accounting Policy for 2011. He noted that it had been completely revised in connection with the changes made to the Tax Code of the Russian Federation. Proposed to approve the accounting policy of the enterprise for 2011.

If the text of the main report was prepared in advance and, after consideration of the issue, was transferred to the secretariat/secretary of the meeting, then when presenting the text, it is convenient to use another method: briefly formulate the topic of the report in accordance with the agenda and after the period make a note: “The text of the report is attached”.

Example 20

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1. LISTENED:

Krasnova A.I. - on the main provisions of the accounting policy of the enterprise for 2011. The text of the report is attached.

At the same time, a pre-prepared report must be drawn up, signed and dated by the author so that it can really be issued as an independent document-attachment to the protocol.

The word "SPEAKED" is drawn from the border of the left field in capital letters and ends with a colon. The surname and initials of each of the speakers are drawn up from the red line and indicated in the nominative case (SPEAKED - who?). After a dash in the form of indirect speech, a brief or detailed content of the speech is recorded.

All questions to the speaker and speakers, as well as answers to them, are recorded in the order they are received and are also drawn up from the red line. The name of the person who asked the question may not be indicated.

Example 21

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Question: Are all fixed asset accounting groups reflected in the Accounting Policy?

Yes, all the groups that are needed for the correct reflection of fixed assets in accounting at our enterprise.

Solutions, adopted collegially on each of the discussed issues, are recorded after the word "RESOLVED" or "DECIDED". These words are terms of business style, reflecting decision-making based on the principle of collegiality (the pronoun "we" is implied). In business practice, each term has its own sphere of use in the preparation of protocols. So, in the minutes of general meetings of shareholders, founders, meetings of boards of directors, meetings of labor collectives, meetings of employees (within the framework of self-government established and permitted by the code of corporate conduct), initiative groups, the use of the term “DECIDED” is considered correct (the activities of the highest collegiate bodies are formalized, “ power"). In the minutes of meetings of committees, boards, working groups, operational meetings and other collegial executive bodies (the “operational management” is drawn up), the term “RESOLVED” is considered correct.

This word is formed from the border of the left field in capital letters and ends with a colon. From the red line on the points, administrative actions are briefly and precisely formulated, which must be numbered in accordance with the issue number on the agenda. The number of the decision taken consists of two parts, separated by a dot, while the first digit corresponds to the number of the issue on the agenda, and the second to the number of the decision on this issue (after all, it often happens that several decisions and instructions are made on one issue of the agenda). See Example 22.

The clause establishing the legal norm (“normative”) is formulated according to the standard speech model: what to do - in what (from what or for what) period? See solution 1.1 in Example 22.

1. to whom - what to do - by what date? (see solution 1.2 in Example 22) or

If the decision was made by voting, then its results are drawn up in the form: “For - 10, against - 0, abstention - 2” or “Unanimously”. Compliance with this form is mandatory when decisions are made on the appointment, election or approval of candidates or on the personal composition of commissions, committees, etc.

Read about cumulative voting in Sergey Rossol's article "

Form part of the protocol

Signatures Chairman and Secretary of the meeting are drawn up on the edited and verified minutes. They are located three or four lines below the text from the border of the left margin and are separated by one line. In transcripts of signatures, initials are placed before the surname. The personal signatures of the chairman and secretary are drawn up on the original protocol.

Example 24

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Since the protocol is an internal administrative document of the enterprise, it seal is usually not required.

Copies (photocopies) of the executed and signed protocol or an extract from the protocol, which are necessary in the process of sending a document for execution, have the right to certify with his signature the secretary (secretary of the meeting or secretary of the collegiate body ex officio), correctly filling out a mark on the certification of the copy. If a copy or an extract from the protocol is used within the organization, then it (as well as the protocol itself) is not stamped. If the extract or copy of the protocol is intended for use outside the walls of the native organization, it should be stamped on it.

Example 25 Notification of certification of a copy of the minutes

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Some types of protocols are subject to approval by the first head of the enterprise or organization. For example, the minutes of the meetings of the expert commission of the organization, the expert commission for assigning / removing the stamps of restricting access to information and documents of the organization, the minutes of meetings of project groups / project offices in project management, etc. are approved.

The approval is issued with a stamp, which is located in the upper right corner of the document and consists of the word "APPROVE", the abbreviated name of the position of the head (because the full name of the organization or enterprise is indicated in the header of the document or in the general form), personal signature, its transcript and approval date.

The article by Sergei Rossol "Minutes of the General Meeting of Shareholders and Participants" in the journal "Office work and document management at the enterprise" No. 4 "2011 on page 33

For information on how to hold a general meeting of shareholders / participants in JSCs and LLCs, read Sergey Rossol's article "Annual Meeting in Business Companies" in the journal Paperwork and Document Management at the Enterprise No. 3 "2011 on page 62