At meetings, meetings, sessions, conferences.
The protocols document the activities of permanent collegial bodies, such as the collegia of committees and ministries, municipal government bodies, as well as scientists, technical, methodological councils. In addition, meetings held by heads of structural divisions, deputy general directors, directors can also be recorded.
It is common to draw up minutes for documenting the activities of temporary collegial bodies (conferences, meetings, seminars, etc.).
The minutes are drawn up by the secretary based on the notes that he kept at the meeting. These can be short notes, transcripts or dictaphone recordings. To prepare the minutes, the secretary collects the abstracts of reports and speeches, draft decisions before the meeting.
Protocol issued on a common form.
The title of the protocol will be name of collegial body or type of meeting... For example, the Minutes (what?) Of the meeting of the pedagogical council; meetings of heads of structural divisions, etc.
The date of the minutes is the date of the meeting (minutes, as a rule, are 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 minutes is the ordinal number of the meeting within the calendar year or the term of office of the collegial body.
Protocol text includes the following parts:
In the introductory part of the minutes, after the heading, the names and initials of the chairman and the secretary of the meeting are given. On a new line after the word " Attended»In alphabetical order, list the names and initials of the officials present at the meeting.
If there were persons from others at the meeting, then after the word “Attended”, the word “ Invited»And the list of invited persons is indicated, in this case the position and name of the organization are indicated before each surname.
In the introductory part of the protocol the agenda is indicated.
It consists of listing the issues that are discussed at the meeting, and fixes the sequence of their discussion and the names of speakers (speakers). Each issue on the agenda is numbered in Arabic numerals, it is formulated using the prepositions "O" or "About". For example: "On the approval of educational programs"; "On summing up the results of the academic year."
For each item, a rapporteur (the official who prepared this issue) is indicated.
In accordance with the sequence of issues on the agenda, the text of the main part of the protocol is drawn up - it should contain as many sections as the items included in the agenda.
Thus, the header part of the protocol is always formatted in the same way. But the text of the protocol can be presented in different forms: short or full.
Brief protocol- fixes the issues discussed at the meeting, the names of the speakers and the decisions taken. Such minutes are most often taken in cases where the meeting is of an operational nature (see Fig. 1).
Complete protocol- contains information not only about 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, the questions and replies voiced, remarks, positions. The complete minutes allows a detailed picture of the meeting to be documented (see Figure 2).
Rice. 1. An example of a short protocol
When using any form of the minutes, the text will be divided into as many sections as the items on the agenda.
Each section has three parts: “HEARD”, “SPEAKED”, “DECIDED” (“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 on a new line, in the nominative case, indicate the surname of the speaker. The recording of the performance is separated from the surname by a dash. The speech is presented in the third person singular. It is allowed to indicate instead of the record of the speech after the surname (“Record of the speech is attached”, “The text of the report is attached”).
In the latter case, the reports become an annex to the protocol.
In the part " SPEAKED»With a new line in the nominative case, indicate the speaker's surname and after a dash, the text of the speech or a question (if during the speech it was asked to the speaker).
In the part " IT WAS RESOLVED"(" DECIDED ") reflect the decision taken on the issue under discussion. The operative text is printed in full in any form of the protocol.
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 protocol is signed by the secretary and submitted to the chairman for signature within 3 (three) working days after the meeting.
Signatures are separated from the text by 3 line spacing. The title of the position is printed from the border of the left margin, the last letter in the last name is limited to the right margin.
On the day the protocol is signed by the chairman, it must be registered.
An extract from the minutes is an exact copy of a part of the text of the original minutes related to the issue on the agenda for which the extract is being prepared. The extract reproduces all the details of the form, the introductory part of the text, the agenda item for which the extract is being prepared, and the text reflecting the discussion of the issue and the decision taken. An extract from the minutes is signed only by the secretary, he also certifies it. The certification inscription is written by hand, consists of the word "True", an indication of the position of the person certifying the copy (extract), personal signature, surname, initials and date (see Fig. 3).
Extracts from the minutes sometimes replace such a directive 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, no later than 2 (two) days after the signing of the minutes of the meeting, sends out 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 certification with a seal.
Genuine copies of the minutes are formed by the secretary in the case 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.
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 on the course of 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 collegial bodies, such as the collegiums of committees and ministries, municipal government bodies, as well as scientists, technical and methodological councils.
Meetings of shareholders and meetings of boards of directors are subject to mandatory minutes.
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 for documenting the activities of temporary collegial bodies (conferences, meetings, meetings, seminars, etc.).
The protocol is drawn up on the basis of the notes that were kept at the meeting by the secretary manually or using a dictaphone.
Depending on the type of meeting and the status of the collegial body, the form of the minutes is selected: short, full or verbatim.
Brief minutes - records the issues discussed at the meeting, the names of the speakers and the decisions made (see p. 94). It is recommended to keep such minutes only in cases when the meeting is stenographed, reports and speeches will be presented to the secretary, or when the meeting is of an operational nature.
Full the protocol records not only the issues discussed, the decisions made and the names of the speakers, but also fairly detailed records that convey the content of the reports and speeches of the participants in the meeting, all the opinions expressed, questions and replies, remarks, positions. The full minutes allows a detailed picture of the meeting to be documented (see pages 95-96).
Shorthand the minutes are drawn up on the basis of the verbatim record of the meeting (transcripts) and literally conveys the process of discussing each issue and working out a decision on it.
Full and verbatim records 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 date, document index, place of drawing up the protocol, place for the title to the text. The date of the minutes is the date of the meeting (minutes, as a rule, are drawn up after the meeting). If it lasted for several days, then the date of the protocol includes the start and end dates.
For example: 21-24.01.2000.
The number (index) of the minutes is the ordinal number of the meeting. The minutes are numbered within the calendar year or the term of office of the collegial body.
The title to the text of the minutes, 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 protocol text includes introductory and main parts.
In the introductory part of the minutes, after the heading, the names and initials of the chairman and the secretary of the meeting are given (in the short form of the minutes, this information is omitted). On a new line after the word “Attended”, list the surnames, initials of permanent members of the collegial body (in alphabetical order), surnames, initials and positions of those invited to the meeting. When drawing up the minutes of the extended meeting, the names of the participants are not listed, but their total number is indicated in figures. The counting of participants is carried out according to the registration lists, which are transmitted to the secretary of the meeting and become one of the appendices to the minutes.
An 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 minutes is drawn up in accordance with the sequence of issues established by the agenda.
The main body of the protocol text contains as many sections as there are items on the agenda. In accordance with it, sections are numbered. Each section consists of three parts: "LISTENED", "SPEAKED", "DECIDED", which are printed from the paragraph in order to highlight in the text of the minutes the recordings of the speech of the main speaker, 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 on a new line in the nominative case. The statement of the record of the speech is separated from the surname by a hyphen, it is stated in the third person singular.
The minutes are drawn up by the secretary of the meeting. The chairman and the secretary sign.
Extract from the protocol is an exact copy of the part of the text of the original minutes related to the agenda item for 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 for which the extract is being prepared, and the text reflecting the discussion of the issue and the decision made are reproduced. An extract from the minutes is signed only by the secretary, who also draws up a certification inscription. It consists of the word "True", an indication of the position of the person certifying the copy (extract), personal signature, surname, initials and date. If the extract is given for submission to another organization, then it is certified by a seal.
See also:
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Protocol as a reflection of the collegial way of making decisions
The minutes of the meeting are used to document the activities of collegial and advisory bodies (collegia, councils, commissions, meetings, meetings, etc.), both permanent and temporary. Often, minutes of meetings are kept at business meetings, negotiations to fix the agreements reached by the parties or other conditions worked out jointly.
Minutes of a meeting - a document containing a sequential record of the discussion of issues and decision-making at meetings, meetings, conferences, meetings of collegial or deliberative bodies.
The minutes of the meeting reflect the activities for the joint development and adoption of management decisions. As a rule, the most important and fundamental issues in the activities of the organization are subject to a collegial decision, requiring collective, joint discussion and decision-making.
The collegial decision-making method is used in the activities of almost any organization, regardless of its organizational and legal form and the nature of its activities , for example, in organizations that have the form of a joint-stock company, the general meeting of shareholders, the board of directors (supervisory board), the management board, the audit commission, and the counting commission operate on the basis of collegiality. In addition, in any organization with a sole executive body, for example, with a general director, directorates, councils, commissions can be created to jointly discuss and resolve various issues of the organization's activities.
As a rule, the meeting is preceded by a lot of preparatory work: preparing the agenda for the meeting, informing the members of the collegial body and other interested parties, preparing materials for consideration at the meeting in accordance with the agenda (as a rule, this is a reference on the issue or theses of the speech and a draft decision), their copying and distribution to all participants of the meeting for preliminary acquaintance, preparation of the premises for the meeting, etc.
The meeting of the collegial body is preceded by registration of participants, which can be carried out in different forms: from writing down the names of those present directly in the draft minutes (if the number of participants in the meeting does not exceed 15 people), compiling a list of the members of the collegial body present at the meeting and those invited, indicating all the necessary information about them (position, place of work) before registration of participants with the help of technical means. When holding meetings of general meetings of shareholders of joint-stock companies, the list of shareholders and proxies present at the meeting must be certified by the signature of the chairman of the meeting. The authorized persons can be included in the list of those present only upon presentation of a power of attorney for the right to represent the interests of the shareholder. Registration of those present at the meeting is an extremely important moment, since the decisions of the collegial body have legal force only if there is a quorum, and also if all participants in the meeting have sufficient powers to vote on the decisions taken.
The minutes are drawn up on the basis of the transcript of the meeting, the sound recording of the meeting or on the basis of rough handwritten notes that are kept during the meeting, as well as materials prepared for the meeting (texts of reports, speeches, references, draft decisions, agenda, lists of participants, etc.).
If the meeting was stenographed or recorded , after the meeting, the transcript is deciphered, verified with the sound recording and drawn up (such records are called transcripts or verbatim records). Transcripts or sound recordings of the meeting are transcribed either in parts during the meeting itself or immediately after the meeting, but in any case, the time allotted for the preparation of the transcript and minutes of the meeting should not exceed 3-5 days from the day the meeting was held.
If the course of the meeting was recorded on a tape recorder or dictaphone , after the transcript has been transcribed, the transcript and (or) the minutes have been transcribed, the cassette with the sound recording is kept for a specified period (usually within two weeks) in the unit providing sound recording of the meetings, and then demagnetized. This time is needed to remove possible questions and clarify the text of the protocol. By decision of the head of the collegial body, the recording of the meeting may be issued for long-term archival storage.
From the point of view of the completeness of the reflection of the course of the meeting, complete and short minutes are distinguished.
Complete protocolcontains a record of all speeches at the meeting, brief- only the names of the speakers and the topic of the speech. Which protocol should be kept in each specific case is established in the rules of procedure of the collegial body or is decided by the chairman of the collegial body.
The minutes of the meeting are drawn up on standard A4 sheets of paper. Obligatory details of the protocol are: name of the organization, name of the type of document (PROTOCOL), date of the document, registration number, place of preparation of the document, title to the text, signatures.
Registration of protocol details must comply with GOST R 6.30-2003 “Unified documentation systems. System of organizational and administrative documentation. Requirements for paperwork ".
Protocol dateis the date of the event (meeting, meeting). The date is executed in digital or verbal-digital way: 02/05/2005 or February 05, 2005.
Protocol registration number is the ordinal number of the meeting during the calendar year or during the term of the elected body. When registering protocols, special registration and accounting forms (journal, card index) are not kept, each new protocol is assigned a serial number following the number of the protocol that was last filed into the file.
Place of preparation the protocol is indicated in accordance with the adopted administrative-territorial division. The name of the place where the document was drawn up can be omitted if the name of the territory is included in the name of the organization: Moscow City Duma, Legislative Assembly of the Tver Region.
Title to text is a mandatory requisite of the protocol. It must be grammatically consistent with the name of the document type:
MINUTES (what?) Of the meeting of the commission on the revaluation of fixed assets
MINUTES (what?) Of the meeting of the Directorate
Protocol textconsists of two parts - introductory and main. The introductory part is drawn up identically in full and short forms of the protocol. It indicates: the names of the chairman and secretary of the meeting, the names or total number of participants in the meeting and invited persons, the agenda. The names of the members of the collegial body or persons participating in the meeting with the right to vote are listed alphabetically without indicating their positions. If the total number of those present is indicated, their generalized name is given and a note is made about the presence of a registration list:
Present: members of the Scientific and Technical Council in the amount of 25 people. (the list is attached).
Individuals who are not members of the collegial body and are invited to the meeting as experts in the issues under discussion or interested persons are listed after the word “Invited:”, also in alphabetical order, but indicating their positions and places of work, if they are representatives of other organizations.
The agenda of the meeting indicates the issue or issues that are the subject of consideration at the meeting, the position and surname of the speaker. If there are several questions, they are numbered in Arabic numerals and are arranged according to their degree of difficulty, importance and in the order of discussion. The issues on the agenda are built according to the formula "about what?":
The items on the agenda should be formulated accurately and clearly, reflect the essence of the issues discussed. It is not recommended to include an item “Miscellaneous” in the agenda.
The text of the main part of the minutes consists of separate sections according to the number of agenda items, each of which is structured according to the following scheme:
1. LISTENED:
SPEAKED BY:
DECIDED: ( or: RESOLVED :)
These key words for the protocol are printed in capital letters and with a red line. Sections are numbered in Arabic numerals in accordance with the agenda. After the word "LISTENED:" the surname of the speaker is indicated in the nominative case and the content of the report is stated in the form of the 3rd person singular or with the preposition "o". If there is a text of the report, a note is made after the surname of the speaker: (The text of the report is attached).
In chapter "SPEAKED:" the names of the persons who took part in the discussion of the report are consistently indicated, and the opinions expressed by them are formulated. The names of the speakers and the content of their speeches are recorded in the same way as the speech of the main speaker in the previous part of the protocol.
If necessary, the same section of the protocol records the questions posed to the speaker and his answers in the following form:
Question: If a decision is made to issue the company's shares, is the issue of preferred shares envisaged?
Answer: No, only ordinary shares will be issued.
The last name of the person who asked the question may not be indicated.
In chapter "DECIDED:" ("RESOLVED:") the decision is recorded, concisely, precisely, concisely - so that there is no ambiguous interpretation. The decisions taken are formulated in a prescriptive form: "Approve ...", "Provide ...", "Make changes ...". Several decisions can be made on one issue, in this case they are numbered in Arabic numerals. If necessary, along with the decision, the voting results are indicated: the number of votes "for", "against", "abstained", and also, if the vote was secret, - the number of ballots issued, received as a result of voting and declared invalid.
A participant in a meeting or session may submit a dissenting opinion on the adopted decision, which is set out on a separate sheet and attached to the minutes. The content of the dissenting opinion is recorded in the minutes after the corresponding decision is recorded.
If any document is approved by the protocol, it must be attached to the protocol and have an approval stamp, for example:
Chairman and secretary signatures the meetings are finalizing the execution of the minutes. One copy of the protocol is signed. On the left is the signature of the chairman, on the right - the secretary.
In accordance with the current legislation, in some cases the minutes of the meetings are signed only by the chairman (presiding) at the meeting. The legislation also provides for the cases when the protocols are signed by all members of the decision-making body. For example,The Federal Law "On Joint Stock Companies" (hereinafter referred to as the Law) provides (Article 68) that the minutes of the meeting of the board of directors (supervisory board) of the company are signed by the chairperson of the meeting, who is responsible for the correctness of the minutes.
As for the registration of the minutes of the meeting of the general meeting of shareholders, the law does not at all stipulate the procedure for signing it, in Art. 63 of the Law established only what information is indicated in the protocol:
- place and time of the general meeting of shareholders;
- chairman (presidium) and secretary of the meeting, agenda of the meeting.
The Law also states that the minutes of the general meeting of shareholders of the company must contain the main provisions of speeches, issues put to vote, and the results of voting on them, decisions adopted by the meeting.
Abbreviated version of the protocol
An abbreviated version of the protocol design is allowed, in which the words LISTENED, SPEAKED, DECIDED (DECIDED) are not printed. After the number denoting the number of the issue in the agenda, the content of the issue (agenda item) is stated. The last line of the content of the question is underlined, and the names of the speaker and the speakers in the discussion are printed under the line (the name of the main speaker is indicated first, and then the names of the speakers - in the order of their presentation). After specifying the names, if necessary, the essence of the issue under consideration is briefly stated, and below is the decision (resolution).
To inform interested organizations and individuals about the decisions made, as well as to confirm the decisions made, extracts from the minutes can be drawn up.
Extract from the minutes - a document that is a copy of a part of the minutes. The extract reproduces the introductory part of the protocol (details of the form, information about the chairman, secretary, who were present), the issue on the agenda for which the extract is being prepared, and a part of the text reflecting the consideration of the issue and the decisions taken on it. The statement is not certified by the signatures of the chairman and the secretary. To give legal force to an extract from the minutes, the requisite "Copy certification mark", drawn up by the secretary, is used. If an extract from a document is issued for submission to another organization, it is certified by the seal of the organization.
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Preparation for the registration of the protocol begins with the appointment of the date and time of the meeting, the definition of the range of issues that will be considered at it. This decision is usually formalized by the agenda, which, when drawing up the minutes, will constitute one of its parts, and before the meeting is a document by which the participants in the meeting are notified. The protocol is drawn up on the basis of the notes that were kept at the meeting by the secretary manually or using a dictaphone.
The protocol is drawn up on a common form, which usually includes the following details: name of the institution (organization, enterprise), type of document (protocol), places for affixing the number and date, space for the text of the protocol, space for the title to the text.
Protocol dateis the day of the meeting (minutes, as a rule, are drawn up after the meeting). If the meeting lasted several days, the date of the minutes includes the dates of its beginning and end, for example: 21–24.01.2002.
Protocol number (index) is the ordinal number of the meeting. The minutes are numbered within the calendar year or the term of office of the collegial body.
Test title the protocol differs from the design of this requisite in other documents. As a rule, the title contains an indication of the type of collegial activity (meeting, meeting, meeting, etc.) and the name of the collegial body in the genitive case, for example: the minutes of the board meeting; labor collective meetings; meetings of heads of structural divisions.
The protocol text includes introductory and main parts.
In the introductory part of the minutes, after the heading, the initials and surnames of the chairman and secretary of the meeting are given. Chairman - an official conducting a meeting, his position is not indicated in the minutes; secretary - the person responsible for organizing the meeting and documenting its activities, i.e. preparation and execution of the protocol. In permanent collegial bodies, the secretary is an official (Secretary of the Academic Council, Secretary of the Collegium, etc.).
On a new line after the word "Attended" list the initials and surnames of the permanent members of the collegial body in alphabetical order, as well as the initials, surnames and positions of persons invited to the meeting from other organizations. The secretary draws up the list of participants of the meeting on the day of the meeting. the list may not match what was originally intended. The preparation of the minutes begins with the compilation of the list of participants in the meeting.
When drawing up the minutes of the extended meeting, the names of the participants are not listed in the minutes, but their total number is indicated in figures. It is determined based on the results of registration. The registration lists are sent to the meeting secretary and become one of the annexes to the minutes. At the same time, the protocol indicates: Attended: 57 people. (the list is attached).
The agenda is included in the introductory part of the minutes. It consists of listing the issues that are discussed at the meeting, and fixes the sequence of their discussion and the names of speakers (speakers). The agenda of the meeting, drawn up in advance, should include the optimal number of issues that can be considered and discussed at the meeting. Its content is determined by the leader who will lead the meeting. Each issue on the agenda is numbered in Arabic numerals and begins with the preposition "O" or "About" (answers the question "About what?"). For each item, the initials and surname of the speaker - the official who prepared the report on this issue - are indicated.
The text of the main part of the minutes is drawn up in accordance with the sequence of issues established by the agenda.
The body of the text should contain as many sections as the items included in the agenda. Sections are numbered with the same numbering as the agenda. Each section consists of three parts: “HEARD”, “SPEAKED”, “DECIDED”, which are printed from the left margin. After the word “LISTENED” in the test of the minutes, the recordings of the speech of the main speaker are presented; after the word “SPEAKED” - records of the statements of the participants in the discussion of the issue; after the word “RESOLVED” - a statement of the operative part of the relevant agenda item. If several decisions are made on one issue, they are numbered in Arabic numerals, the first digit shows the number of the agenda item, the second - the number of the adopted decision. For example:
The usual practice of drawing up the minutes does not provide for fixing the voting results, however, a number of minutes (for example, minutes of the general meeting of shareholders) indicate the total number of persons who took part in the vote, and the distribution of votes "For", "Against", "Abstained".
The decisions made at the meeting are brought to the attention of the employees by mailing copies of the minutes or extracts of the operative part. It is also practiced to prepare, on the basis of decisions made, other administrative documents, for example, a decision of a collegial body or an order of the head of an organization.
In the text of the minutes, each speaker's surname and initials are printed on a new line in the form of a nominative case. The presentation of the recording of the speech (usually in the form of the third person singular) is separated from the surname by a hyphen.
Depending on the type of meeting and the status of the collegial body, the form of the minutes is selected. It can be short, complete, or verbatim. The forms of the minutes differ from each other only in the completeness of coverage of the course of the meeting, they do not differ in design.
Brief protocol - This is a document that records the issues discussed at the meeting, the names of the speakers and the decisions taken. Such minutes, as a rule, are kept only in cases when the meeting is stenographed or when the meeting is of an operational nature. According to such a protocol, it is impossible to present the course of the discussion of the issue, the opinions expressed, comments, the process of developing the administrative part of the protocol, i.e. management decision.
V full protocol not only the issues discussed, the decisions made and the names of the speakers are recorded, but also the content of the reports and speeches of the participants of the meeting, all the opinions expressed, the questions and remarks voiced, remarks, positions are transmitted. The complete minutes allows a detailed picture of the meeting to be documented.
Verbatim protocol is compiled on the basis of a verbatim record of the meeting (transcript) and literally conveys the process of discussing each issue and working out a decision on it. After the introductory part, the record “The meeting was stenographed” is made in such minutes. The transcript is an obligatory annex to the protocol.
Minutes are drawn up on the basis of handwritten, stenographic or tape recordings that are kept during the meeting. The secretary keeps handwritten notes, the quality of the protocol depends on his qualifications. In this case, the ability to grasp the essence of the issues discussed and be able to write them down accurately is required. These notes are draft materials for further registration of the protocol. In some cases, the speakers at the meeting give the secretary the notes (abstracts) of their speeches, which are then included in the text of the minutes. More often, however, the secretary must rely only on his own shorthand, note-taking and shorthand skills. After the meeting, the secretary's notes are reprinted, edited and drawn up as an official document. The term for preparing the protocol is currently set at three days.
Protocol- a document in which they record the course of discussion of issues and decision-making at meetings, meetings, meetings, conferences.
The protocols document the activities of permanent collegial bodies, such as the collegia of committees and ministries, municipal government bodies, as well as scientists, technical, methodological councils. Except for the above, meetings held by heads of structural divisions, deputy general directors, directors may also be recorded.
It is common to draw up minutes for documenting the activities of temporary collegial bodies (conferences, meetings, seminars, etc.)
The minutes are drawn up by the secretary on the basis of the notes he kept at the meeting. These can be short notes, transcripts or dictaphone recordings. It is worth saying that for the preparation of the protocol, the secretary collects the theses of reports and speeches, draft decisions before the meeting.
Protocol issued on a common form.
The title of the protocol will be name of collegial body or type of meeting... For example, the Minutes (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 (the 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 minutes will be the ordinal number of the meeting within the calendar year or the term of office of the collegial body.
Note that the protocol text includes the following parts:
In the introductory part of the minutes, after the heading, the names and initials of the chairman and the secretary of the meeting are given. On a new line after the word " Attended»In alphabetical order, list 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 which case the position and name of the organization are indicated before each surname.
In the introductory part of the protocol the agenda is indicated.
It consists of a list of issues that are discussed at the meeting, and fixes the sequence of their discussion and the names of speakers (speakers) Note that each issue on the agenda is numbered in Arabic numerals, it is formulated using the prepositions "O" or "About". For example: "On the approval of educational programs"; "On summing up the results of the academic year."
For each item, a rapporteur is indicated (the official who prepared this issue)
In a sequence with a sequence of issues in the agenda, the text of the main part of the protocol is drawn up - it should contain as many sections as the items included in the agenda.
Based on all of the above, we come to the conclusion that the header part of the protocol is always formatted in the same way. But the text of the protocol can be presented in different forms: short or full.
Brief protocol- fixes the issues discussed at the meeting, the names of the speakers and the decisions taken. Such minutes are most often kept in cases where the meeting is of an operational nature (see Figure 3.3.)
It is worth saying - full protocol- contains information not only about 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, the questions and replies voiced, remarks, positions. It is worth saying - the full protocol allows you to document a detailed picture of the meeting (see figure 3.4)
Figure No. 3.3. An example of a short protocol
When using any form of the minutes, the text will be divided into as many sections as the items on the agenda.
It is worth saying that each section consists of three parts.: “HEARD”, “SPEAKED”, “DECIDED” (“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 on a new line, in the nominative case, indicate the surname of the speaker. The recording of the performance is separated from the surname by a dash. The speech is presented in the third person singular. It is allowed to indicate instead of the recording of the speech after the surname ("The recording 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 " SPEAKED»With a new line in the nominative case, indicate the speaker's surname and after a dash, the text of the speech or a question (if during the speech it was asked to the speaker)
In the part " IT WAS RESOLVED"(" DECIDED ") reflect the decision taken on the issue under discussion. Note that the operative text 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 protocol is signed by the secretary and submitted to the chairman for signature within 3 (three) working days after the meeting.
Signatures are separated from the text by 3 line spacing. The title of the position is printed from the border of the left margin, the last letter in the last name is limited to the right margin.
On the day the protocol is signed by the chairman, it must be registered.
An extract from the minutes is an exact copy of the part of the text of the original minutes, which is related to the issue on the agenda for which the extract is being prepared. The extract reproduces all the details of the form, the introductory part of the text, the agenda item for which the extract is being prepared, and the text reflecting the discussion of the issue and the decision taken. An extract from the minutes is signed only by the secretary, he also certifies it. The certification inscription is written by hand, consists of the word "True", an indication of the position of the person certifying 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 Management Board of a joint-stock company, no later than 2 (two) days after the signing of the minutes of the meeting, sends 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 certification with a seal.
Genuine copies of the minutes are formed by the secretary in the case 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.
