Publication date: 21.05.2024
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Keeping the protocol of the meeting of the expert commission and drawing up an extract from it
The minutes of the meeting of the expert commission of an institution, organization, enterprise, any other legal entity (hereinafter referred to as a legal entity) are kept by the secretary of this body directly during the meeting. After the meeting, within a certain period of time specified in the regulation on the expert commission (usually within a five-day period), the secretary clarifies the minutes, compares them with written and/or audio-visual records, edits and forms them properly.
If in a legal entity, management information is documented in electronic form using a qualified electronic signature, a qualified electronic seal, and a qualified electronic time stamp, the minutes of the meeting of the expert commission may be issued as an electronic document. However, according to current legislation, a certified paper copy must be made of this electronic protocol. After all, this document has a long storage period.
If necessary, the secretary prepares the required number of extracts from the final version of the protocol, signed by the chairman of the meeting and approved by the head of the legal entity. The minutes of the meeting and the extract from it have certain features and differences in design.
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Compilation and execution of the protocol
When drawing up the protocol, in particular, determining the composition and location of its details, you should be guided by the National Standard of Ukraine DSTU 4163:2020 "State Unified Documentation System. Unified system of organizational and administrative documentation.Requirements for the execution of documents", approved by the order of the State Enterprise "Ukrainian Research and Training Center for Standardization, Certification and Quality Problems" dated July 1, 2020 No. 144 (hereinafter - DSTU 4163:2020). At the same time, it should be noted that DSTU 4163:2020 provides only general recommendations for the preparation of all organizational and administrative documentation, without distinguishing specific types of documents. In addition, this standard does not contain a protocol design sample.
About the sample protocol of the meeting of the expert commission
A sample of the minutes of a meeting of an expert commission (any other advisory body) or at least a template of this document should be added to the individual manual of legal entity management or contained in a collection (album) of unified (standard) forms of documents of a legal entity, the development of which can be ordered from specialists from office and archival affairs. Such a collection (album) is very useful for the documentation activities of a legal entity, because it ensures high-quality preparation of documents and reduces the working time of employees for performing similar tasks.
Forming and details of the protocol
The protocol can be drawn up on:
• the general form of a legal entity;
• a special protocol form (if such a form is available);
• standard sheets of paper in A4 format (210 mm × 297 mm) with mandatory reproduction of the details established by DSTU 4163:2020, namely:
— the image of the State Coat of Arms of Ukraine or the emblem of a legal entity or a trademark (a mark for goods and services);
— name of the higher-level legal entity (if available);
— name of the legal entity;
— the name of the type of document (PROTOCOL);
— document date;
— document registration index;
— the place of drawing up the document;
— stamp of approval of the document;
— title to the text of the document (Meeting of the expert commission);
— text of the document;
— signature;
— an impression of the seal on the seal of approval;
— a note about the availability of a copy with a paper (electronic) medium of information.
The date of the minutes is the date of the meeting, not the date of final execution or signing of the minutes. If the meeting lasted several days, then the dates of the first and last days of this event are indicated through dashes, for example:
31.08 — 01.09.2023.
The registration index of the protocol is the serial number of the meeting within the calendar year. For example, if the meetings of the expert commission are held quarterly, then four minutes will be prepared in a year, which will have the corresponding registration indexes from No. 1 to No. 4. We will remind that the minutes of meetings of various collegial, advisory or other bodies (commissions, councils, etc.) are registered, form into cases and store separately. The file with the minutes of the expert commission should have the following title, for example:
"Minutes of meetings of the expert commission for 2023".
The place of drawing up the minutes is directly the locality (city, village, settlement) where the meeting was held, and not the address at which the legal entity is registered.
The title of the text of the protocol should reflect the type of event (meeting) and the name of the advisory body in the genitive case (expert commission), and should be logically combined with the name of the type of document, for example:
The text of the protocol consists of an introductory and main part.
In the introductory part, the surnames and proper names of the chairman, secretary, present permanent members of the meeting and invited persons (if any) are indicated, as well as the agenda as follows:
