Trade union documents By LPSK lawyer Jolanta Cinaitienė

Legal basis  Record-keeping rules confirmed by Order No. 88 of the Lithuania’s archives department at the Government of the Republic of Lithuania of 28 December 2001; Record-keeping rules confirmed by Order No. 88 of the Lithuania’s archives department at the Government of the Republic of Lithuania of 28 December 2001  The rules of the d ocuments preparation and forming confirmed by Order No. 19 of the Lithuania’s archives department at the Government of the Republic of Lithuania of 30 March 2001; ocuments preparation and forming confirmed by Order No. 19 of the Lithuania’s archives department at the Government of the Republic of Lithuania of 30 March 2001

Official form  Information that should be indicated on the top of the official form (Civil Code Art.2.44): Trade union name and logo; Legal form – trade union or unification; Headquarters; Enterprise code; Register where the data about trade union is accumulated; Contact phones, address.

Minutes  Activities of the collegial governing bodies during the sittings are fixed;  It should be indicated in the minutes: Time and place of the sitting; Number of the participants; Quorum; Voting results and decisions; The list of the participants attached.

Minutes  The line “DISCUSSED” shortly describes the essence of speeches;  The decisions are formulated under the each discussed issue;  The minutes should be written within 30 days from the date of the sitting;  The minutes are signed by the chairperson and the secretary;  The minutes are filed and kept for 10 years.

ACT (I)  The collegial body decision: Written additionally to the minutes; Signed by all members instead of the minutes.  Signed by the chairperson;  The same data should be indicated as in the minutes;  Printed on the trade union official form;  The act consist of the introductory and the main parts;

ACT (II)  Introductory part: Indicates the topic of the act; Usually starts with the words „Observing “, „Implementing“.  Main part: The words meaning the action of the act „D e c i d e“ (in the decision), „d e c i d e“ (in the act) are written in small letters with gaps in present tense third person form of the verb, then goes colon if the main part is divided into the parts; The part starts with the infinitive form of the verbs, e.g.: „1. To confirm……..“, „2. To establish ……..“

Decree (order)  The documents of internal usage adopted by one- person governing body and intended for internal work organising;  The introductory and main parts: The introductory part is the same as in the decision; The main part  From the new line beginning with the word meaning order action,  In the present tense singular and first person form of the verb,  In small font with the gaps: “S e t u p t h e c o - m m i s s i o n...”

Rules, orders  Internal document, the norm local act designed to be used more than once and addressed not to the concrete person;  Confimed by the order or decision;  The rules are printed not on the trade union form.  Job description.

Letter  The document to correspond with other enterprises, establishments and organisations;  Letter is the document of the informative character written on the trade union official form;  Signed by the Head of the establishment but not SEALED.

Registration of the documents  Internal documents journal;  Sent documents journal;  Received documents journal;  The following data is written into the Registration journal and the document: Registration number of the document and the date of the registration; Data identifying the document: title of the document (title and summary description), compiler of the received document; in case the document is sent – the addressee.

Thank you!