Seal File Management Measures

Seal Management Measures

Chapter 1 General Provisions

First Item

Standardize the seal management process and strengthen the engraving of company seals These regulations are specially formulated to regulate the production, correction and abolition, use and management of stamps, clarify the relevant stamping procedures and responsibilities, and ensure the smooth progress of stamping work.

Article 2 Scope of Application

This method applies to the management of the engraving, use and destruction of various company seals.

Article 3 Seal Classification

(1) Seal: A company seal registered by the company with the competent authority or designated for business use only. Such as: official seal of a legal entity, special seal for finance/invoices, special seal for company contracts, etc.;

(2) Job seal: a seal engraved with the title of general manager of the company;

(3) Department seal: A seal engraved with the name of the company's department. Department seals that are not used externally must be marked "for internal use only";

(4) Title signature seal: a seal engraved with the title and signature of the manager and general manager.

Chapter 2 Engraving and Receiving

Article 4 The Administration Department is responsible for the engraving, use process control and destruction of seals, and the establishment of files for seal custodians.

Article 5 The department that applies for seal engraving is the department that stores and uses the specific seal. The company's official seal and contract seal are kept by personnel designated by the administrative department, and other seals are kept by personnel designated by the leaders of the corresponding departments.

Article 6: Engraving: The requesting department fills out the "Seal Engraving Application Form", indicates the seal style on the form, and after it is signed by the department manager and general manager, submit it to the Administration Department for engraving. No one may engrave a seal without permission.

After Article 7 is in place, the Administration Department will make an impression of the seal and establish a "Seal Custodian File Form"; after the seal custodian of the seal engraving department signs and confirms the "Seal Custodian File Form" , the seal is managed and used by the application department.

Article 8 The Administration Department retains the "Seal Engraving Application Form" and the "Seal Custodian File Form".

Chapter 3 Usage Management

Article 9 Each type of seal must identify a unique seal custodian, and the seals of undestroyed units that have ceased operations, cancellations, etc. must also identify a unique seal. Custodian staff.

Article 10 If it is necessary to use the company's official seal, the person using the seal should first fill out the "Seal Application Form" and submit it together with the documents and manuscripts that need to be sealed to the department manager and general manager for signature and approval, and then the seal can be used.

Article 11 The special company contract seal is used for the company’s purchase and sales contracts

According to the company’s approval authority for signing purchase and sales contracts, the seal should be used based on the approval results, and there is no need to fill it out separately. "Seal Application Form"; the administrator of the special contract seal must keep the signature of the person with the signature authority, check the signed contract signature, and use the seal if it is correct, fill in the seal approval ledger, and submit the "Seal Approval Registration Ledger" File and keep regularly. At the same time, once a job change occurs, the above form needs to be handed over in writing to the new person.

Article 12 If a department seal needs to be used, the person using the seal must fill in the seal approval registration ledger, and submit it together with the documents and manuscripts that need to be sealed to the department manager for signature and approval, and then the seal can be used.

Article 13. Seals for businesses other than those in charge of this department must be countersigned by the competent business department before they can be used.

For example, those involving recruitment and recruitment materials (including signing and renewal of labor contracts) ); materials such as transfers in, transfers out, appointments, dismissals, expulsions, dismissals, etc. must be countersigned by the Enterprise Management Department before they can be used; seals involving company establishment, change, cancellation and other industrial and commercial affairs must be countersigned by the Administration Department before they can be used. print.

Article 14: After using the seal, the official seal custodian shall number and retain the "Seal Use Application Form", fill in the "Seal Use Approval Registration Ledger", and regularly file and keep the "Seal Use Approval Registration Ledger" . At the same time, once a job change occurs, the above form needs to be handed over in writing to the new person.

Article 15 If the seal custodian is away from work for more than 4 hours due to leave, business trip, etc. (the seal custodian of important seals is away from work for more than 2 hours), the seal must be handed over to the leader or leaders of the competent department. Designate a person, fill in the "Seal Handover Form", have a handover record, and clearly explain various procedures and regulations for using the seal before leaving.

Article 16 After the seal custodian returns from leave, business trip, etc., the replacement person shall return all the seal receipts used during the replacement period to the seal custodian.

Article 17 Under normal circumstances, seals are not allowed to be stamped on blank letterheads or documents. Special circumstances must be reviewed by the Administration Department and reported to the General Manager for approval. Blank documents must be numbered, indicated with purpose, attached with a description, copied and archived, and their usage tracked. Unused blank documents should be collected and canceled in a timely manner.

Article 18 In principle, official seals and contract-specific seals may not be taken out for external use. If it is necessary to take it out for external use under special circumstances, the person in charge must make a written report, indicating the purpose and borrowing time, and it can only be taken out for external use after approval by the general manager.

Article 19: Superior leaders have no right to force the seal custodian to use the seal. In this case, the seal custodian should refuse immediately, otherwise all responsibilities will be borne by the seal custodian.

Article 20: When seal custodians encounter new or complex seal applications that they cannot master, they must ask the general manager for instructions before using the seal, and the seal can only be used after confirmation.

Article 21 When a company seal is lost, damaged or stolen, each seal custodian should promptly report to the department manager and the administrative department, and submit a report explaining the reasons to the administrative department. According to the circumstances, it shall be handled in accordance with the procedures of these regulations.

Chapter 4 Destruction

Article 22 The administrative department is responsible for the destruction of seals. The administrative department shall fill in the "Seal Destruction Application Form" and destroy it uniformly after the general manager agrees. Record at the same time.

Article 23 If the seal used by the seal custodian is damaged, the seal engraving application procedure shall be followed. After the new seal is carved, the original damaged seal should be returned to the Administration Department at the same time, and the Administration Department will archive it or destroy it uniformly.

Article 24 For seals of units that cease operations, cancellation, etc., those that need to be destroyed must be destroyed in strict accordance with the requirements, and those that need to be retained must be properly kept. The use of seals during the storage period shall still be strictly enforced in accordance with regulations.

Chapter 5 Penalties for illegal use of seals

Article 25 Failure to properly keep seals or blank documents with seals (such as contracts, etc.), resulting in seals or seals being stamped If a blank document with a valid seal is lost or stolen, the custodian of the document shall be fined 500 yuan. The custodian of the blank document shall be responsible for compensation for the resulting loss. If a crime is constituted, criminal liability shall be pursued in accordance with the law.

Article 26 For other cases where the seal is not used as required, every time it is found out, the seal administrator will be notified throughout the company and a fine of 50 yuan will be imposed. At the same time, the seal custodian must make immediate rectifications, otherwise the penalty will be doubled. punishment.

Article 27: Seal custodians who have repeatedly identified problems and failed to rectify them multiple times will be exempted from their seal custodian qualifications and will be recorded in the human resources department as part of their work performance. One of the elements of re-employing the person.

Article 28: Department leaders shall be jointly and severally responsible for seal problems arising from the use of seals in their departments, and shall be fined 100-1,000 yuan and reported throughout the company; in serious cases, they will be dismissed as dereliction of duty.

Chapter 6 Supplementary Provisions

Article 29 The right to interpret and modify this system rests with the company's administrative department.

Article 30 This system will take effect from the date of promulgation.