Act on the destruction of seals and stamps

STO MI 82.19.13 Instructions for working with seals and stamps

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When destroying the official seal, one document is not enough. In order to avoid legal complications in the future, it is necessary to follow the procedure for destroying the seal.

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The need to destroy the official seal of an enterprise, as well as any other seals, may arise in three cases:

upon re-registration, reorganization or liquidation of an organization;
when changing the details of the organization (form of ownership, name) indicated on the seal cliché;
impossibility of using the seal due to the presence of defects, the seal has become unusable and cannot be used.

Although the issue of destruction is not regulated at the federal level, each individual subject of the federation and municipality may have its own local acts on the destruction of seals. When the Moscow Registration Chamber existed in Moscow, it was engaged in the destruction of seals, but the MCI was liquidated on the basis of Moscow Government Decree No. 65-PP dated 02/08/2005. Some stamp manufacturers provide third party stamp destruction services.

See the text of the order at the end of the paragraph.

Seals and stamps that have become unusable during operation or are no longer in use and have lost their practical significance are subject to submission to the Administration for centralized destruction and deregistration.

The selection and destruction of seals and stamps is carried out by a commission appointed by order of the General Director. At least three people are appointed to the commission, one of whom must be the employee responsible for recording seals and stamps.

A report is drawn up for all seals and stamps selected for destruction (see Appendix). The act, with imprints of the seals and stamps being destroyed, is drawn up by the employee responsible for recording and storing seals and stamps.

Corrections in the act of destruction of seals (stamps) are not allowed.

The commission checks the presence of all seals (stamps) included in the act. During the inspection, special attention of the commission members should be paid to ensure that the number of seals (stamps) destroyed cannot include any other seals (stamps) not included in the act, or that there are no discrepancies between the entries in the act and the seals themselves (stamps) and entries in the book of registration of seals and stamps.

Seals (stamps) selected for destruction and included in the act, after checking them by the commission, are put into a folder (suitcase) and sealed by the chairman of the commission. The folder (suitcase) is stored until destruction in the safe of the premises, which are rented out for security.

The destruction of seals and stamps is carried out after approval of the act in the presence of all members of the commission, who are personally responsible for the correctness and completeness of the destruction of the seals and stamps listed in the act.

The destruction of seals and stamps involves the complete destruction of their printing surface and form, preventing the possibility of their restoration and further use.

Seals (stamps) are delivered sealed to the place of destruction. The destruction of mastic seals (stamps) is carried out by burning, and metal seals - by sawing off (clichés are filed down with two cross lines). All members of the commission sign the act regarding the destruction of seals (stamps).

The act is registered in the journal of incoming documents.

The employee responsible for accounting for seals (stamps), on the basis of the act, makes notes about destruction in the relevant Book of Accounting for Seals and Stamps (Journal) and submits a copy of the act to the accounting department of the Main Financial and Economic Directorate.

Acts on the destruction of seals (stamps) are stored for 10 years in specially opened files of the Administration, and then destroyed in the prescribed manner.

“___” ___________ 20__ N_____

2.2 Appoint _____________________ as the Chairman of the commission

3. Transfer the specified seals and stamps to the Administration for their centralized destruction and deregistration by “___” ________ 20___.

4. The Business Administration should re-register seals and stamps based on their actual availability as of “____” ______ 20___.

5. I reserve control over the implementation of this Order.

General Director ___________________ ___________________ “_____” _________________20____

APPROVED General Director ___________________ ___________________ “_____” _________________20____

The commission appointed by order of the General Director dated “_____” _________________20____ N _____, consisting of: ______________________________ made the selection

to the destruction of the following seals and stamps that have lost their practical significance and become unusable: —————————————————————— | N |Registration|Name| Imprint |Quantity| Base | |p/p| stamp number | print | print | stamps | for | | | (stamp) | (stamp) |(stamp)|(stamps) |destruction| |—|—————|————|———|———-|————| | 1 | 2 | 3 | 4 | 5 | 6 | |—|—————|————|———|———-|————| |—|—————|————|———|———-|————| ——————————————————————

Chairman of the Commission______________________ ______________________

Members of the commission __________________ ______________________________

__________________ ______________________

After approval of the act, the listed documents were verified before destruction with the entries in the act and completely destroyed by ____________________________ (method of destruction) “____” ___________ 20___ at ___ hours ___min. Place of destruction ______________________________

Marks in the accounting book about the destruction of seals and stamps were made

__________________________________

“____” ___________ 20___

How to destroy a seal when liquidating an LLC and whether it needs to be done

Also, a note about disposal is made in the Stamp Accounting Book.

The papers are filed in chronological order.

Perhaps this option is the most preferable for small companies that are puzzled about where to submit their printing. It will not require any financial expenses, and the act itself is absolutely legal - it can be provided to the authorities if requested. Acts of destruction with an imprint of the old seal must be kept for ten years in case of disputes regarding transactions, reports and other documents that are sealed with this seal.

If the agency where you got your stamp made is large enough to keep records of their products, they will usually provide a stamp disposal service.

You will also receive a deed in your hands and thus relieve yourself of all responsibility. The advantages of this method include the fact that almost all information about you (except liquidation information) is already available to the agency, and you won’t have to provide anything unnecessary. In addition, as in the first case, you will not need to deal with the act yourself.

Certificate of destruction of the seal (filling sample)

Appendix 2 to the Regulations on the procedure for production, recording, use, storage and destruction of seals and stamps of the Moscow City Department for Competition Policy

————————————————————————— ¦N ¦Name ¦Quantity ¦Impression ¦Base for ¦ ¦print/stamp ¦seals/stamps ¦ seal/stamp ¦ destruction ¦ ¦ ¦ ¦ ¦ ¦ seal/stamp ¦ — —————- —————— —————- —————- ¦ 1 ¦ 2 ¦ 3 ¦ 4 ¦ 5 ¦ — —————- —————— —————- —————- ¦1 ¦ ¦ ¦ ¦ ¦ — —————- —————— ———— —- —————- ¦2 ¦ ¦ ¦ ¦ ¦ — —————- —————— —————- —————- ¦3 ¦ ¦ ¦ ¦ ¦ — —— ———- —————— —————- —————- ¦ ¦ ¦ ¦ ¦ ¦ —- —————- —————— —————- —— ———— A total of _____________________________ items are subject to destruction.

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(quantity in words) Records with registration data are verified: Chairman of the commission _____________________ ______________________________ (signature) (last name and initials) Members of the commission _____________________ ______________________________ (signature) (last name and initials) _____________________ ______________________________ (signature) (last name and initials) After approval of the act, the listed seals and Before destruction, the stamps were compared with the entries in the Act and “____” ________ 20_____.

completely destroyed by _____________________________________________________________________. (method of destruction) Chairman of the commission _____________________ ______________________________ (signature) (last name and initials) Members of the commission _____________________ ______________________________ (signature) (last name and initials) _____________________ ______________________________ (signature) (last name and initials) Notes in the Register of Seals and Stamps on the destruction of seals and stamps produced. _____________________ ______________________________ (signature) (last name and initials)

"Company name"

I approve “the position, signature and full name of the person who approves this document”

“date of execution of the act of destruction”

Seal Destruction Act

“indicate a complete list of persons who are members of the commission and are involved in the execution of this act. In particular, it is necessary to indicate the chairman and all its members, as well as the authorized head of the personnel department who was responsible for the appointment of these persons.”

Reason: “indicate the document on the basis of which the procedure for destroying the seal is carried out. For example, this may be an order from the general director, in which case it will be necessary to provide the relevant information in the act, indicate its details and the exact date of execution.

This act is drawn up in that this commission seized the deformed seals “indicate the list of departments whose seals were seized for the purpose of further destruction”, after which it destroyed them “indicate the date when the procedure for destroying the seals itself took place, and then write where exactly it was this action was carried out and exactly how they were destroyed (burning, cutting, etc.).”

The possibility of further use or restoration of seals is completely excluded.

Impressions of destroyed seals: “put an impression of each of the seals that will be destroyed in accordance with this document.”

“Signature of each member of the commission indicating their initials and positions.”

This act has been drawn up in three copies, which will be sent to:

the chairman of the commission;
security service;
in case No. 03-15.

The act was approved by the general director of the company.

When can stamps be destroyed?

There is no need to rush to get rid of the company's corporate symbols. Reprints may be required when approving final reports, settlements with creditors, and making entries in work books. Before issuing the relevant order, the liquidator must ensure that all documentation is properly completed and transferred for permanent storage to the archive. In addition, it is advisable to make sure that the tax office accepts the application for termination of activity.

Important! Since 2020, the use of company stamps has ceased to be the responsibility of legal entities. If, before the new rules came into force, the LLC had and actively used a round seal, it was not required to abandon it. Special rules were created for newly created associations. It is currently not possible to leave default stamp impressions. Information about whether a legal entity has a seal must be specified in the charter. This also applies to companies registered before the innovation. If there were no mentions in the constituent document, they should have been included and registered in the Unified State Register of Legal Entities.

Destruction of seals, stamps (Zernova I.)

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The destruction of seals and stamps is as important a procedure as their production. In our country, the destruction of seals is regulated by local legislation. Therefore, in some regions this is a mandatory procedure, while in others you can do without it. However, there are general rules that everyone must follow, for example, the mandatory destruction of the official seal.

During active use, the seals wear out and the prints do not fit well on the paper, which is unacceptable for important documents. In such cases, damaged seals require replacement. However, a new seal can be made only after the old one has been officially destroyed. There are other situations that oblige the owners to carry out the official destruction of the seals:

Upon complete liquidation of a legal entity;
When key company data changes: name, legal form, legal address;
To provide additional security and protection from fraudsters.

The destruction of a print involves the complete destruction of the cliche, that is, the surface that leaves the impressions, along with the form. At the same time, it is necessary to destroy all related documentation so that legal problems do not arise in the future.

Prints made of rubber or photopolymer. Cut into small pieces or burned.
Metal seals and stamps. Sawed into several parts.

You can destroy the seal yourself, but this is a rather complicated procedure that requires the preparation of appropriate documentation.

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The process of eliminating the old organization stamp in 2020

To save your own time and effort, it is better to trust the professionals.

will help you destroy the seal quickly and in compliance with all requirements of the legislation of the Russian Federation. Upon completion of the destruction procedure, we will issue you a mandatory certificate confirming that this fact of destruction is included in the Register of Stamps. We offer: destruction of the official seal, destruction of the organization’s seal, destruction of any stamp products.

We guarantee that the seals transferred to us will be truly destroyed and will not reach third parties.

When dealing with all legal issues regarding the destruction of seals and stamps, we take care of it. You just need to hand over the necessary documents and the old seal to the responsible employee. In return, you will receive a special act, which contains an imprint of the seal to be destroyed. This act also contains the following information:

place and time of destruction of the seal;
method of destruction;
reason for destruction;
Full name of our employee responsible for the destruction of the seal.

Along with the seal to be destroyed, you must provide the following list of documents:

Application for destruction of the seal;
A copy of the registration certificate certified by the organization (form No. P51001);
Extract from the Unified State Register of Legal Entities or its notarized copy. The information must be current as of the date of acceptance of documents in the MCI, but no later than eight days from the date of issue of the extract;
The original document confirming the decision to destroy the seal;
A copy of the passport of the responsible person;
Power of attorney to destroy the seal in the name of the responsible person;
A copy of the passport of the head of the organization;
A certified copy of the organization's charter.

The cost of destroying a seal is 2000 rubles.

Destruction of seals is a procedure that involves the complete destruction of the printing surface along with the form without the possibility of their restoration and further use in work. Along with the seal, all accompanying documentation associated with it is destroyed.

Most often, this procedure is resorted to due to:

changing the data of the owner of the seal;
complete liquidation of the enterprise;
wear or deformation, loss of stamp products and much more.

Our company will destroy the seals with subsequent registration of this fact in the Register of Stamps upon your first request. As a result, you will receive a Certificate that confirms the legitimacy of this procedure.

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MINISTRY OF ECONOMIC DEVELOPMENT AND TRADE OF UKRAINE

ORDER03.03.2014 N 244

About the approval of the Instructions on the procedure for preparation, presentation, preservation, replacement and reduction of seals and stamping of the Ministry of Economic Development of Ukraine

1. Confirm the instructions on the procedure for preparing, printing, preserving, distributing and reducing seals and stamps from the Ministry of Economic Development of Ukraine, as applicable.

2. Placements on ceramics of independent structural parts, which have seals, stamps, and personal certification for the legality of their use.

3. For the kernels of structural parts, which have robotic seals and stamps, transfer them in the planting instructions to the relevant workers in accordance with the requirements for saving and vicorising the seals/stamps in the robot. c.

4. I am depriving myself of control over the Vikonanny.

Intercessor of the Minister - minister of the apparatus O. Kiselov

Approved by Order of the Ministry of Economic Development and Trade of Ukraine 03.03.2014 N 244

Instructions for the procedure for preparing, applying, preserving, replacing and reducing seals and stamps from the Ministry of Economic Development and Trade of Ukraine

1. Foreign regulations

1.1. This Instruction specifies the procedure for preparing, issuing, preserving, replacing and reducing seals and stamps at the Ministry of Economic Development of Ukraine (hereinafter referred to as the Ministry).

1.2. The signet is a special cliche in the shape of a stake, which is used for marking paper, with convex mirror images of text, small and other icons.

The seals are used to confirm the authenticity of the document and the signature of the official to give the document legal force.

1.3. The stamp is a special cliché, especially in the form of a rectangular stamp, which is used to cut off the markings on the paper and place a mirror-like relief on the text.

The stamps are intended for applying the details of the Ministry and song inscriptions on documents.

1.4. The work of the Ministry has seals and stamps with the designated name of the Ministry (hereinafter - seals), as well as stamps without the designated name of the Ministry (hereinafter - stamps).

2. Preparation of seals and stamps

reorganization or change of name of the Ministry;

approval, change the name of the structural substructure;

waste, steal, wear out, damage the signet.

The seals are prepared according to the letters and descriptions approved by the Decree of the Cabinet of Ministers of Ukraine dated 03.08.2011 N 857 “On the approval of the letters and descriptions of the seals and plates (visors) of the ministry, another central body of the crown government.”

2.2. The preparation of stamps takes place depending on the industrial needs of structural parts.

Stamps are prepared by the administrative and state department based on the approvals of structural components, similar to the department of documentary security.

2.3. In case of reorganization or change of name of the Ministry, the Director of the Department of Documentary Security submits a confirmation note to the Minister’s Office, which is the Minister’s Protector – the Clerk, to the Minister about the need to prepare both great and small stamp seals of the Ministry together with the agreements for their preparation (addendum 1). Authorization for the production of official seals of the Ministry is authorized by the Minister.

Other seals of the Ministry are prepared in accordance with the approval of the independent structural units (hereinafter referred to as the sub-unit), the provisions for which are transferred to the work of the separate seals, in accordance with the Department of Documentary Security and permission at the intercessor of the Minister - the minister of the apparatus.

2.4. The Department of Documentary Security checks whether similar seals were produced in the past, whether there is a notice of their loss or theft, an act of deterioration of the seal in times of wear/damage or in times of reorganization of the Ministry/structural department idrozdil.

Once the document security department has identified the existence of a similar seal, the production of a new seal is not suitable.

2.5. The deputy of the signet, having accepted the Minister's intercessor - the carpenter, to the apparatus for its preparation, transfers the request to the administrative-state department, which will ensure the preparation of the signet. The original of the request is kept by the administrative and state department.

2.6. The clerk's code shows the name of the clerk, who saves and vikoristuvatym in the work of the seal (hereinafter - kistuvach), the authorization to hold in the department of document security.

2.7. The Administrative and State Department, when installing a line manager, ensures that the seals are prepared according to the orders, transfers them under the signature of the invoice to the clerk responsible for the type of seals, informs about the process deputy

The documents required for the transfer of the seal are prepared by the administrative and state department.

3. The appearance of the signets

3.1. By order of the Ministry, a city manager is appointed, who is responsible for the appearance of the seals (hereinafter referred to as the person responsible for the appearance). The person in charge is the director of the Documentary Security Department and his protector.

3.2. A wide range of documents is transferred to the Department of Documentary Security on the right side of the permanent storage of the “Journal of the appearance of stamps and stamps of the Ministry” (hereinafter referred to as the magazine) together with addendum 2.

The magazine has stitching, numbered sides and a seal on the edge of the flap. The magazine is kept by the person responsible for the deposit and, two days after the depletion or recognition of the use of all seals, the stamps of which were taken before, is transferred for preservation to the archives of the Ministry.

3.3. After obtaining the stamps in the administrative and state department, the official responsible for the registration stamps them in the journal with the designated date of receipt.

The use of stamps in the work that are not marked in the journal will be blocked.

3.4. The prepared stamps are transferred by the administrative and state department directly to the structural department, which prepares them. The stamps do not contribute to the appearance of the original magazine, but are presented as material values.

3.5. The depositary's register shows the owner's authorization to hold the seal from the person responsible for the deposit, which is retained by the Documentary Security Department together with the journal. The seal appears very bright under the signature about it being printed in the magazine.

3.6. After issuing the seal, the Department of Documentary Security prepares a draft order for the payment of duties to the correspondent for saving and vicarious work and, in the prescribed manner, submits it for signature to the Minister’s Intercessor - the Clerical Apparatus.

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3.7. The draft order on the provision of responsibility for the preservation and replacement of the great stamp seal of the Ministry, where it is being preserved, is being prepared by the Department of Documentary Security and is submitted for signature to the Minister.

3.8. The clerk at each of his appointments, transferred to another place, must hand over the seal to the affidavit for further transfer to another clerk.

What to do with old organization seals?

It must contain:

composition of the recycling commission
place and time
on what basis did this action take place?
name and sample imprint of the organization's recycled seal
method of destruction (rubber clichés are usually cut into small pieces and burned, and metal ones are sawed off)
conclusion of the commission on bringing the seal into a condition that is guaranteed to exclude its restoration and further use
signatures of all commission members

The act serves as the basis for making a corresponding entry in the institution’s Stamp Products Logbook, where the date and number of the disposal act, as well as the reason for which the procedure was carried out, are indicated in a certain column. The act is kept together with the journal in order to avoid disputes and misunderstandings regarding the impressions of old stamps.

The procedure for carrying out the destruction procedure

Today, the state does not regulate in any way the procedure for either the production or destruction of seals, so organizations must independently develop a regulatory framework for these actions. However, in general, the procedure for recycling cliches is approximately the same:

First, the management of the enterprise makes a decision to destroy seals and stamps that have lost their relevance (this can be made in relation to one seal, several or even all).
Then an order is issued, which is a catalyst for starting this process.
Based on the order, a special commission is created, which carries out the destruction of stamped items.
To record the fact of disposal, a detailed report is drawn up.

It should be said that in some cases, organizations do not destroy seals and stamps themselves, but transfer this right to third-party companies.

As for lost or stolen stamps, it is impossible to draw up a disposal report in relation to them - in such cases it is necessary to submit appropriate applications to the tax service and the police.