Seals and Documents Management System
Source:邵阳市对外文化交流协会Writer:侯秋月Time:2013-10-19Clicks：次
Article 1 The system is established as per the “Management Regulations for Profession Associations of Hunan Province” and the “Constitution of Shaoyang International Culture Association” to ensure standard, efficient and qualified work in all the departments of the Association.
Article 2 The Secretary-General of the Association shall be the person responsible for the management of the seals and documents and the Secretariat shall be the department responsible for the management of the seals and the documents. All the departments (offices) shall perform their duties as per the rules or regulations of the system.
Article 3 The document numbers with “SHAO XIE ZI” and “SHAO XIE MI ZI” shall be used by the Secretariat to issue documents. “SHAO XIE ZI” applies to the official documents issued to the member units of the Board of Directors in the name of the Association and stamped with the seal of the Association; “SHAO XIE MI ZI” is used for the documents issued to the departments (offices) within the Association in the name of the Secretariat and stamped with the seal of the Secretariat.
Article 4 For all the documents the Association shall adopt the principle that “the person who writes the document is responsible for proofreading it”. But the secretariat shall be responsible to check the documents, make document numbers and get the documents printed.
Article 5 The documents printed with “SHAO XIE ZI” shall be issued by the President and the documents printed with “SHAO XIE MI ZI” shall be issued by the Secretary-General.
Article 6 Registration system shall be applied to the issuance of documents and a specially-assigned person from the Secretariat shall be responsible for the work.
Article 7 “Approval Form for Issuing Documents” of the Association shall be filled for all the documents to be issued
Article 8 The documents or letters from institutions at various levels and all the documents unloaded from internet shall be received, registered, submitted for approval and filed by the Secretariat.
Article 9 The Secretariat shall fill the “Documents Circulating Form” as per the security classification of the documents before receiving approval from the Secretary-General or the leadership of the Association.
Article 10 All the documents of the Association received and issued shall be bound in volume, marked and kept for filing in chronological order at the end of a year
Article 11 The seal of the Association and the operational seals of its departments shall be managed centrally, following the procedures of approval, archiving and registration for use.
Article 12 The Secretariat shall arrange a person who is responsible for engraving and keeping the seals and recording their uses.
Article 13 The rights of using the seal of “Shaoyang International Culture Association” and the seal of “
“Secretariat of Shaoyang International Culture Association” shall be authorized by the Executive Board of Directors.
Article 14 The financial seal of the Association shall be kept by the accountant in charge and used as per the rules and regulations set in the financial management system.
Article 15 The seals of the Association shall be controlled effectively and used only in the office area.
Article 16 Letters of authorization, certificates of the legal representative, letters of introduction and other certificates shall be kept by a specially assigned person, issued after approval of the President and copied for filing.
Article 17 The system shall become effective after reviewed and approved by the Board of Directors and shall be interpreted by the Board of Directors.
Article 2 The Secretary-General of the Association shall be the person responsible for the management of the seals and documents and the Secretariat shall be the department responsible for the management of the seals and the documents. All the departments (offices) shall perform their duties as per the rules or regulations of the system.
Article 3 The document numbers with “SHAO XIE ZI” and “SHAO XIE MI ZI” shall be used by the Secretariat to issue documents. “SHAO XIE ZI” applies to the official documents issued to the member units of the Board of Directors in the name of the Association and stamped with the seal of the Association; “SHAO XIE MI ZI” is used for the documents issued to the departments (offices) within the Association in the name of the Secretariat and stamped with the seal of the Secretariat.
Article 4 For all the documents the Association shall adopt the principle that “the person who writes the document is responsible for proofreading it”. But the secretariat shall be responsible to check the documents, make document numbers and get the documents printed.
Article 5 The documents printed with “SHAO XIE ZI” shall be issued by the President and the documents printed with “SHAO XIE MI ZI” shall be issued by the Secretary-General.
Article 6 Registration system shall be applied to the issuance of documents and a specially-assigned person from the Secretariat shall be responsible for the work.
Article 7 “Approval Form for Issuing Documents” of the Association shall be filled for all the documents to be issued
Article 8 The documents or letters from institutions at various levels and all the documents unloaded from internet shall be received, registered, submitted for approval and filed by the Secretariat.
Article 9 The Secretariat shall fill the “Documents Circulating Form” as per the security classification of the documents before receiving approval from the Secretary-General or the leadership of the Association.
Article 10 All the documents of the Association received and issued shall be bound in volume, marked and kept for filing in chronological order at the end of a year
Article 11 The seal of the Association and the operational seals of its departments shall be managed centrally, following the procedures of approval, archiving and registration for use.
Article 12 The Secretariat shall arrange a person who is responsible for engraving and keeping the seals and recording their uses.
Article 13 The rights of using the seal of “Shaoyang International Culture Association” and the seal of “
“Secretariat of Shaoyang International Culture Association” shall be authorized by the Executive Board of Directors.
Article 14 The financial seal of the Association shall be kept by the accountant in charge and used as per the rules and regulations set in the financial management system.
Article 15 The seals of the Association shall be controlled effectively and used only in the office area.
Article 16 Letters of authorization, certificates of the legal representative, letters of introduction and other certificates shall be kept by a specially assigned person, issued after approval of the President and copied for filing.
Article 17 The system shall become effective after reviewed and approved by the Board of Directors and shall be interpreted by the Board of Directors.