Certificates, copies and extracts from documents. How to correctly make an extract from a job description How to make an extract from a job description

In the activities of organizations, situations often arise when, at the request of another organization or citizen (for example, to confirm experience), the organization must provide copies of documents or extracts from them.

This obligation is regulated, in particular, by Decree of the Presidium of the Supreme Soviet of the USSR dated 04.08.1983 No. 9779-X “On the procedure for issuing and certification by enterprises, institutions and organizations of copies of documents relating to the rights of citizens” (as amended on 08.12.2003) and the Labor Code Russian Federation. One of the job responsibilities of the secretary is to make copies of documents and certify them. However, sometimes it is more appropriate to issue an extract from the document instead of a copy. Legally, an extract from a document will have the rights of a copy, but only if it is properly executed.

In what cases is an extract from a document issued instead of a copy? Firstly, if the document contains confidential information about other persons, and secondly, when the volume of the document is large enough, but not all the information contained in it relates to the essence of the request.

GOST R 7.0.8-2013 SIBID. “Office work and archiving. Terms and definitions” defines an extract from a document: “a copy of a part of a document, certified in the prescribed manner.” Since there are no other official definitions, we will use this one.

In accordance with the requirements of Decree of the Presidium of the USSR Armed Forces dated 08/04/1983 No. 9779-x, extracts from documents must be prepared on the letterhead of enterprises, institutions and organizations, certified by the signature of the head or authorized official and seal. The extract indicates the date of its issue and makes a note that the original document is located in the given enterprise, institution, or organization.

Organizations, taking into account these requirements, regulate the preparation of an extract from a document by local regulations, as a rule, instructions for office work.

To prepare an extract from a document, use the general form of the organization, i.e. such a form that indicates only the name of the organization, the place of compilation or publication of the document and the places for putting the date and registration number of the document. In this form, in the area reserved for placing the “Name of document type” attribute, information about which document the extract is being made from is imprinted.

In management practice, extracts from orders and protocols are most often made. An extract from the order is drawn up as follows: in the areas specified by the form, the date and registration number of the document being copied are indicated. The title of the text must be copied. If the order has an introductory (stating) part, it is copied in full, including the word I ORDER. Then the required fragment of the document and the “Signature” attribute are copied, i.e. the name of the position of the person who signed the order and the transcript of his signature. Personal signature is not copied.

If there is no introductory part in the document, then the word I ORDER and the required fragment of the document are copied.

Pay attention! You can often come across the following recommendations: in a copy or extract, write the word “signature” instead of the personal signature of the manager, thus confirming that the original document was signed. It should be noted that such a recommendation is not enshrined in any regulatory documents on office work and, in fact, is redundant, because only the signed document has a date and registration number.

Drawing up an extract from the personnel order

Often there is a need to make extracts from personnel orders, most of which were drawn up according to unified forms approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment.”

IMPORTANT!

From January 1, 2013, the forms of primary accounting documents contained in albums of unified forms of primary accounting documentation are not mandatory for use. At the same time, forms of documents used as primary accounting documents established by authorized bodies in accordance with and on the basis of other federal laws (for example, cash documents) continue to be mandatory for use (information of the Ministry of Finance of Russia No. PZ-10/2012).

In this case, the extract can be issued in two ways.

The first method is to draw up the extract in the form of a coherent text, using a common

The second method is to copy a fragment of text in the form of a table, as in the order.

Like a copy, the extract is certified by the signature of the manager or an authorized official and a seal. The requirement to affix a seal imprint, enshrined in the Decree of the Presidium of the USSR Armed Forces, is mandatory for copies and extracts from documents provided to third-party organizations. If a copy or extract remains in the organization, it does not need to be certified with a seal. The same Decree provides for the right of an organization to issue copies and extracts of documents in its possession emanating from other enterprises, institutions and organizations from which it is difficult or impossible to directly obtain copies of these documents. In these cases, when preparing statements, the details of the forms are reproduced.

You will learn more about how to correctly prepare an extract from the protocol, as well as how to properly certify the extracts in No. 9, 2014.

Solntseva O. N., business coach in the field of preschool educational institutions and personnel records management

chief project engineer,

II. Job responsibilities

1) organization of incoming control of design documentation for capital construction projects;

2) operational planning, coordination, organization and conduct of construction control in the process of construction, reconstruction, major repairs of capital construction projects;

3) acceptance of completed types and individual stages of work on construction, reconstruction, major repairs of capital construction projects, elements, structures and parts of capital construction projects, engineering support networks, their sections with the right to sign the relevant documents;

4) signing the following documents:

a) act of acceptance of a capital construction project;

b) a document confirming the compliance of the constructed or reconstructed capital construction facility with the requirements of technical regulations;

c) a document confirming the compliance of the parameters of the constructed or reconstructed capital construction facility with the design documentation, including the requirements for energy efficiency and the requirements for equipping the capital construction facility with metering devices for the energy resources used;

d) a document confirming the compliance of the constructed or reconstructed capital construction facility with the technical conditions for connection (technological connection) to engineering support networks (if any).

signature decoding (full name)

"___" __________ 201_g. M.P.

Example of an extract from job description No. 1

chief engineer,

17. organization of incoming control of design documentation for capital construction projects;

18. operational planning, coordination, organization and conduct of construction control during construction, reconstruction, major repairs of capital construction projects;

19. acceptance of completed types and individual stages of work on construction, reconstruction, major repairs of capital construction projects, elements, structures and parts of capital construction projects, engineering and technical support networks, their sections with the right to sign the relevant documents;

20. signing the following documents:

20.1. act of acceptance of a capital construction project;

20.2. a document confirming the compliance of the constructed or reconstructed capital construction facility with the requirements of technical regulations;

20.3. a document confirming the compliance of the parameters of the constructed or reconstructed capital construction facility with the design documentation, including the requirements for energy efficiency and the requirements for equipping the capital construction facility with metering devices for the energy resources used;

20.4. a document confirming the compliance of the constructed or reconstructed capital construction facility with the technical conditions for connection (technological connection) to engineering support networks (if any).

Director __________ __________________

signature decoding (full name)

Example of an extract from job description No. 2

Filled out on the organization's form

Extract from job description
construction manager,

II. Job responsibilities

6. organization of incoming control of design documentation for capital construction projects;

7. operational planning, coordination, organization and conduct of construction control during construction, reconstruction, major repairs of capital construction projects;

8. acceptance of completed types and individual stages of work on construction, reconstruction, major repairs of capital construction projects, elements, structures and parts of capital construction projects, engineering and technical support networks, their sections with the right to sign the relevant documents;

9. signing the following documents:

A. acceptance certificate for a capital construction project;

b. a document confirming the compliance of the constructed or reconstructed capital construction facility with the requirements of technical regulations;

V. a document confirming the compliance of the parameters of the constructed or reconstructed capital construction facility with the design documentation, including the requirements for energy efficiency and the requirements for equipping the capital construction facility with metering devices for the energy resources used;

d. a document confirming the compliance of the constructed or reconstructed capital construction facility with the technical conditions for connection (technological connection) to engineering support networks (if any).

General Director __________ __________________

signature decoding (full name)

"___" __________ 201_ M.P.

Insert the position of a specialist (corresponding to the position indicated in the work book).

Insert the name of the organization.

Since the extract must reflect part of the information in the job description - the numbering of points should not be counted from the beginning (1,2,3...), but as a continuation of what is reflected in the job description itself.

Insert the current head of the organization.

Head of the Department of Leisure and Creative Programs

Committee on Educational and Leisure Work with Youth

1. General provisions

The head of the department of leisure and creative programs of the committee for educational and leisure work with youth of the administration of the Kolomna urban district (hereinafter referred to as the head of the department) is a leading position in the municipal service of the “Managers” category.

The head of the department in carrying out his duties while performing municipal service is guided by the Constitution of the Russian Federation, federal constitutional laws, federal laws, decrees of the President of the Russian Federation, decrees of the Government of the Russian Federation, the Charter of the Moscow Region, laws of the Moscow Region, decrees and orders of the Governor of the Moscow Region, decrees of the Government of the Moscow Region region, decisions of the Council of Deputies of the Kolomna City District, resolutions and orders of the head of the Kolomna City District, as well as these instructions.

The head of the department is appointed and dismissed from his position by the head of the Kolomna urban district on the recommendation of the deputy head of the administration of the Kolomna urban district in the area of activity and the chairman of the committee for educational and leisure work with youth.

The head of the department is directly subordinate to the deputy head of the administration of the Kolomna urban district in the area of activity and the chairman of the committee for educational and leisure work with youth.

During the temporary absence of the head of the department, his duties are performed by a municipal employee appointed as the chairman of the committee.

2. Job responsibilities

In accordance with Art. 12 of the Federal Law “On Municipal Service in the Russian Federation”,

The head of the department is obliged:

Comply with the Constitution of the Russian Federation, federal constitutional laws, the Charter of the Moscow Region, the Charter of the Kolomna City District, other legal acts of the Russian Federation, the Moscow Region, the municipality and ensure their implementation.
Perform job duties in accordance with the job description.
Ensure compliance and protection of the rights and legitimate interests of citizens.
Comply with established internal labor regulations, job descriptions and procedures for working with official information.
Increase the level of your qualifications necessary for the proper performance of job duties.
Not to disclose information that constitutes state or other secrets protected by federal laws, as well as information that has become known to him in connection with the performance of official duties, including those relating to the private life and health of citizens or affecting their honor and dignity.
Protect municipal property.
Provide, in the prescribed manner, information provided by the legislation of the Russian Federation about himself and his family members, as well as information about the income received by him and the property owned by him, which are objects of taxation, and about obligations of a property nature.
Inform the representative of the employer (employer) about the renunciation of citizenship of the Russian Federation on the day of renunciation of the citizenship of the Russian Federation or about the acquisition of citizenship of a foreign state on the day of acquisition of citizenship of a foreign state.
Comply with restrictions, fulfill obligations not to violate prohibitions established by federal laws.
Inform the employer's representative about personal interests in the performance of official duties, which may lead to a conflict of interest.

2.2. The head of the department, based on the specific tasks of the city district administration, is obliged to:

2.2.1. Carry out measures to implement the areas “Aesthetic education, intellectual and physical development of youth”, “Information support for youth policy events”, “City youth holidays”, “International creative exchanges”, “Support for young families” within the framework of the municipal target program “Civic-patriotic education and organization of leisure activities for youth of the Kolomna urban district."

2.2.2. Organize work on organizational and methodological support for the department’s activities.

2.2.3. Participate in the work of interdepartmental councils, commissions, and working groups in the areas of the department’s activities.

2.2.4. To promote the development of the creative potential of youth, interact with amateur youth theater groups, the KVN club, FAN clubs, etc.

2.2.5. Interact with representatives of the informal youth subculture (DJs, bikers, rappers, rockers, graffiti artists, breakers, etc.).

2.2.6. Collaborate with local and regional media in the area of the department’s activities.

2.2.7. Timely consider appeals from citizens, enterprises, institutions and organizations, requests from deputies, state bodies, local governments regarding the activities of the department within its competence and make decisions on them in the manner prescribed by law.

2.2.8. Perform other duties on behalf of senior managers, as well as provided for by municipal legal acts.

1Gerasimov B.N. Development of the functional structure of the organization. Samara: SGEA, 2005

2Vikhansky O.S., Naumov A.I. Management. Person, strategy, organization, process. M.: Gardarika, 2003.

3Human resource management: management and consulting [Electronic resource] / ed. V.V. Shcherbina. - Electron. text data - M.: Independent Institute of Civil Society, 2004. - Cap. with title. screen

4Regulations on the Committee for educational and leisure work with youth of the administration of the Kolomna urban district of the Moscow Region. Kolomna urban district 2008

5Egorshin V.V. Personnel management: Textbook. Nizhny Novgorod: NIMB, 2006.

6Management decisions [Electronic resource]: textbook / N. V. Zlobina; State Educational Institution of Higher Professional Education "Tambov State Technical University". - Electron. text data (683 Kb). - Tambov: Tamb Publishing House. state tech. University, 2007. - Electron. printed version publications. - Bibliography

7Enterprise director's directory. – M., 2006

8Directory of the enterprise director. – M., 2006

9Anikin B.A. Top management for managers: Proc. allowance. M.: INFRA-M, 2006

10Economic tools for making management decisions [Electronic resource]: textbook for master's students in direction 521500 "Management" (MBA) / G. Ya. Goldshtein, A. N. Guts. - Electron. text data - Taganrog: TRTU, 1999. - pdf. - Cap. with title. screen. - Website resource www.aup.ru.

11Handbook of the director of the enterprise. – M., 2006

12Gerasimov B.N., Morozov V.V. Nikitin A.A. Organization theory. Samara: SSTU, 2008

13Gerasimov B.N. Innovative management: Proc. allowance. Samara: SGEA, 2007

14 Gerasimov B.N. Innovative management: Proc. allowance. Samara: SGEA, 2007

15Expertise of risks [Electronic resource] / LLC "Expertise of risks". - Electron. text data - [B. m.]: LLC "Risk Expertise", 2003. - Cap. from the Internet home page. - B. c.

16Goncharov V.V. In search of management excellence. – M., 2003

17Goncharov V.V. In search of management excellence. – M., 2003

According to Article 62 of the Labor Code, an employee has the right to demand copies of documents or extracts from orders related to his work. AND After a maximum of 3 days, the required documents must be issued to him . Therefore, every personnel officer should know how to correctly draw up an extract from an order or certify a copy of a personal document. There is nothing complicated in preparing statements and certifying copies, however the rules established by the Labor Code must be followed. And there is no point in showing your lack of professionalism in case of incorrect registration.

Types of documents

In personnel records management, documents can exist in three types:

original (original);
copy;
extract.

The original document is the primary source, the main document fixing information or working conditions. Usually the originals exist in a single copy and are kept in the files of the personnel department. But there are exceptions - employment contracts, agreements on financial responsibility and job descriptions are initially prepared in two copies, one of which is taken by the personnel officer, and the second is given to the employee.

A certified copy is a verbatim repetition of the entire document, secured by a seal, visa and certification.

An extract from a document is a repetition of some part of the document., which relates directly to a specific employee and contains a preamble and an administrative part.

Attention!

Important: extracts and copies intended for issue outside the company are always sealed. The organization's seal is always duplicated by the visa of the person with the right to sign. Usually this is the director of the company.

But with a power of attorney, signing documents or making copies can also be entrusted to another employee, for example, a personnel officer. At the same time, the seal can be affixed not by the organization, but by the personnel department.

How to issue an extract from a document

Sometimes GIT inspectors, prosecutors or judges require the provision of some
document, for example, a bonus order. But such orders often indicate not one specific employee, but several. Upon request, information is provided specifically regarding a specific employee.. This is what the extract is made for.

This document is drawn up based on the original according to the following algorithm:

you need to completely copy the header and preamble of the order, its number and date (in this case, the word “Order” is replaced with “Extract from the order”);
the required fragment of the order is transferred to the administrative part;
the position, initials and surname of the signatory of the order are indicated (without a personal signature);
the extract is certified with the word “Correct”, dated, sealed and endorsed either by the personnel officer by proxy or by the director.

Certification of copies of documents

The copy reproduces the entire document. Usually copies are made on a photocopier; very rarely, the document is copied manually. In this case, all details and original text are copied unchanged.

An ordinary photocopy has no legal force. and is not accepted either as evidence or as confirmation. It's another matter if the copy is certified.

The copy is certified as follows:

directly below the text, write or stamp the word “True”;
next to it write down the position, initials and surname of the certifier;
endorse the document with your signature and date the certification;
put a stamp.

Attention!

Important: The personnel officer does not have the right to certify copies if he is not authorized by a power of attorney.

To make the work easier for both yourself and the director, issue a power of attorney to make copies. Fortunately, the civil code now allows for the issuance of powers of attorney for an unlimited period.

The copy of the work document stands apart, as it is certified with some nuances.

How to certify a work book

To apply for a pension, the employee is given the labor document itself, but after three
day it must be returned to the personnel department (Article 62 of the Labor Code). But a copy of the work permit may be required, for example, in the following cases:

when an employee issues a foreign passport;
at the request of the bailiff when initiating proceedings for alimony;
when applying for a loan.

At the same time You may need both a copy of the work record and an extract from it. A copy of the work document is made as follows:

Use a photocopier to print out all the completed pages of the book, including the title page (you can print on both sides of the page);
under the last line of the entry the mark “Working to date” is made;
Each page of the copy is certified (seal, autograph indicating the transcript and position, the word “True” is written).

The extract needs to be drawn up almost similarly to how to correctly draw up an extract from an order:

the title and request pages are copied;
at the top write “Extract from the work book”;
Every page is certified.

Attention!

Nuance: If there are a lot of pages in the work, when making a copy, you can number the pages and stitch the document. Put the number of sheets on the sticker, sign and stamp. And only the last page needs to be certified.

How an employee can be familiarized with the job description: sheet and familiarization log

An important obligation of the employer is to provide the employee with the opportunity to review internal documents of the organization that are directly related to the latter’s labor functions (Article 68 of the Labor Code of the Russian Federation, hereinafter referred to as the Labor Code of the Russian Federation).

More information about the design of a job description is described in the article Is a job description mandatory in an organization?

The fact that the employee has read the documents is confirmed by his handwritten signature. The familiarization visa consists of the phrase “I have read the job description” and the following information:

job title;
handwritten signature;
Full name;
reading dates.

Pay attention! The visa for familiarization with the DI can be affixed either on a printed version or on a separate document - a sheet or log of familiarization with job descriptions.

A sample familiarization sheet can be downloaded from the link: Job Description Familiarization Sheet (sample).

A sample log of familiarization with DI is available for download at the link: Journal of familiarization with job descriptions (sample).

Extract from job description

Pay attention! An extract from the job description is a document copying individual parts of the DI.

Drawing up an extract from the DI is advisable when:

DI contains confidential information and cannot be passed on to third parties.
DI is multi-page, and the necessary information is contained only in a small part of it.

As a rule, an extract from DI is prepared as follows:

The necessary fragments of DI are transferred according to the rules of verbatim citation.
The title of the document indicates: “Extract from the job description.”
The header of the statement contains the number and date of registration of the DI.
At the end of the extract, the position of the employee who signed the DI and his full name are noted. Instead of a signature, a dash is placed.
The extract is certified by a competent employee (HR specialist, etc.) after verification with the original DI by marking “Correct”. If necessary, the organization's stamp is placed on the extract.

A sample extract from the DI using the example of the DI of an inspector from the HR department can be downloaded from the link: Extract from job description - sample.

Thus, the employer has the responsibility to familiarize employees with the text of the approved job description. The fact of familiarization is subject to recording in the text of the job description, on a separate familiarization sheet or in the journal of familiarization with job descriptions.