How to do a good job in seal management, how to manage the company s seal

In order to ensure the safety and standard of seal management, the seal should start from two aspects: how to use it and how to keep it.

1. How to use it

The offline use of physical seals has been followed for many years, and the violations such as seal theft and misappropriation, personal seals and other violations have become increasingly obvious, and there are even violations of discipline such as carving seals without permission.

There are several main reasons for the above situation:

1. The information of who uses and where is used is inaccurate, and the traditional paper ledger cannot be used as an effective proof for auditing, leaving hidden dangers for seal management;

2. It is difficult to identify the authenticity of the imprint only through the naked eye, leaving an opportunity for private engraving seals;

In view of the loopholes in the above use links, it can be effectively avoided through the electronic use process

1. Electronic signature technology is realized through digital signature, CA authentication and information encryption technology, based on the construction of laws and regulations such as the Electronic Signature Law. When used, the identity is authenticated by the authoritative CA, and the whole operation process is traced, and each use can be traced through the system. Effectively improve the management loopholes caused by the use of traditional physical seals and ledger records;

2. Secondly, digital signature technology has the characteristics of recognizable signature identity and tamper-proof signing content. And it can identify the authenticity in real time, which solves the problems of lagging identification of the authenticity of physical seals (when disputes arise and the rights and responsibilities are limited afterwards, the identification obviously does not play any role in preventing risks), and the identification process is complicated (the parties need to bring the dispute documents to professional institutions for identification, such as the three public security offices).

Second, how to manage

After solving the problem of "how to use", let's learn about "how to manage". The management link should be divided into "management seal" and "management document".

1. On the one hand, the professional ethics of the seal administrator is related to the safety of the use of corporate seals; On the other hand, in group enterprises. It is also very important for the group headquarters to manage the branch structure seals and achieve free collection and release of authority, and management without rigidity.

2. Although the seal is important, the archiving management of the sealed document is also something that enterprises need to pay attention to.

For seal management and contract management, we provide an integrated management and control solution.

1. Realize the unified collection and centralized control of physical seals through electronic seal technology; The branch ** submits the seal trial application, and the headquarters ** authorizes and uses the seal to solve the problem of cross-regional, cross-level, and multi-person collaborative use of the seal;

2. The problem of archiving management after the document is stamped is solved by electronic archiving scheme. **Archiving, intelligent retrieval, classified management, and authority control to ensure the security of file information, and avoid hidden dangers such as space occupation and theft, loss or damage of stamped documents such as sending and storing documents.

The seal is the certificate that the organ or unit is responsible for the validity of official documents and certificates, and is the symbol of its internal and external exercise of power. Due to the special role of seals, the seals of each unit are generally managed and used by the office. However, in actual work, the phenomenon of not paying attention to the use of printing norms and management confusion occurs from time to time, and there are mainly the following problems:

First, the ideological understanding is incorrect. Some comrades believe that "three official seals are not worth one fellow countryman's vulgar relationship study", as long as the fellow speaks, it is easy to say; Some people think that the official seal is not as good as the leader's approval, and the authority of the approval is greater than the official seal, and the approval is the pass; Others think that the official seal is not as good as the relationship, and there is a way to get through the relationship.

It's easy to get a stamp. Second, the use of seals is not standardized. Some departments did not destroy the old seals in time, resulting in the coexistence of new seals and old seals; Some comrades are afraid of refuting the affection of fellow villagers, acquaintances, relatives and friends, and lose the principle of using seals; There are greedy for convenience, in the blank letter of introduction.

Affixing seals for later use gives lawbreakers an opportunity to take advantage of, and this kind of problem is particularly prominent in some grassroots units. Third, the seal is not strictly kept. Some units "grasp and manage together" the official seal, and many comrades in the office have keys to store the seal drawer; Some unit seals are placed everywhere and have become something that can be readily available; There are also comrades who lack vigilance and leave the drawer or cabinet door where the seal is stored all day long, or hang the key on it, so that the seal is stolen.

Seal management is an essential function of the office. The author believes that the seal management should be strengthened from four aspects: first, pay attention to the construction of the office team and improve the quality of office personnel.

Problems with seals:1The seals are scattered, the subsidiaries or projects are all over the country, and there are many seals, and the use of seals is even more unknown to the headquarters, and there is no effective means of control and control; 2.

Seal take-out is in an unsupervised state, and the risk is huge; 3.Seal users engage in favoritism and malpractice to stamp unauthorized documents; 4.There is a black seal incident, and it is difficult to obtain evidence, which brings huge losses to the enterprise.

The management of many enterprise seals is not in place, and the company owner, as a corporate legal person, bears huge legal risks. Who is using it? Used in**? Problems include the investigation of contracts.

Solution: It cannot be an official seal, a contract seal, a legal person seal, a special financial seal, or a personal private seal, it can be loaded into the ADA intelligent hardware, access to the effective electronic signature and electronic signature platform, and realize the whole process of closed-loop management of the seal, which can track the relevant information such as the printing personnel, printing time, printing location and printing documents in real time, and save evidence and unified management of all use records.

Solve the difficulties and risks of using seals in other places and taking out seals, greatly improve the efficiency of each subsidiary company in the use of seals in other places, save the management cost of seals, strengthen the security control of seals, and trace the use of seal documents.

1. The seal should be kept by a special person;

2. Formulate a seal use system, and fill in the reason for use, and the seal custodian shall check the content of the document and the signature contained in the seal use sheet, and the seal can be stamped only after verification;

3. The seals of different businesses should be responsible for the special personnel of different departments;

4. If it is rejected in the process of step-by-step review, the document will be returned.

Strengthen the standardized management of enterprise seals

1) Improve the management system.

The system is the basis of implementation", therefore, enterprises should establish and improve the enterprise seal management system, set up the seal use process in accordance with the requirements of the system, clarify the responsibilities and rights of seal management personnel, and ensure that the content of the management system involves the issuance, use, handover, loan, and other aspects of seal management. When the seal is engraved and issued, it is necessary to ensure that the demand for the seal is true and the reason is sufficient; When the seal is used, the seal documents should be inspected to ensure that the seal is registered and approved; When the seal is handed over, it is necessary to ensure that there is a record retention; When the seal is borrowed, it is necessary to prevent the risk of using the seal at will, and when the seal is returned, the documents for going out to use the seal should be kept; At the time of the seal**, the integrity of the seal is checked and compared with the stamp style at the time of issuance. In addition, it is necessary to clarify the scope of application of various types of seals, strengthen the standardized management of seals, avoid the phenomenon of mixed use of seals, make the management of seals have rules to follow, and the use of seals can be followed, so as to avoid the occurrence of risk events from the source of management.

2) Strengthen risk awareness.

First of all, enterprises should vigorously strengthen the popularization of seal management related knowledge and management risks involved in seals, not only to improve the management ability and management awareness of seal management personnel, but also to strengthen the attention of enterprise management and other employees to seal management, change the seal is just a form, seal is not responsible for the idea, enhance the risk awareness of seal, avoid illegal seal, wrong seal, random use of seal, in the enterprise to form a compliant, legal use of the awareness and habits of seal. In addition, enterprises should strengthen the sense of responsibility of seal management personnel, in the daily seal management process, according to the requirements of the management system to manage, adhere to the management principle, to ensure the safety of seal storage, use and handover.

3) Strengthen the supervision of seal management.

Seal management risk is a potential risk in the operation and management process of the enterprise, but once the risk is exposed, there will generally be a big problem. The management content of the seal is relatively small, trivial and repetitive, so the seal management personnel are prone to negligence in management, but small omissions are likely to cause big problems. In order to maintain the vigilance of seal management personnel in the management process, the centralized management department of the seal should strengthen the supervision of seal management, find problems and rectify them in time to avoid the emergence of big risks.

4) Accelerate the launch of electronic seals.

Under the premise of complying with relevant laws and regulations, the use of electronic seals has the same legal effect as traditional seals. Complete the online of the electronic seal, connect the electronic seal with the seal use process, and automatically stamp the electronic seal after completing the seal approval process, so as to avoid the phenomenon of using the seal in advance, chaotic sealing, no approval seal, and forged seal, and realize the standardized use of seals.

The measures for the management of company seals are as follows:

1. Designate a special person to keep it. It is safer for small businesses to be kept by the legal representative who is the shareholder. For large and medium-sized enterprises, personnel in administrative positions should be arranged for safekeeping, and a hierarchical custody system can be adopted to clarify the responsibilities of custodians. Avoid self-custody by business personnel to strengthen supervision and control;

2. There should be a unified seal use ledger, a seal application form, and a clear level and process of approval, so that the approval, handling, sealing, and documents correspond and have traceability;

3. When carrying the seal out under special circumstances, it must be approved by the leader and the seal supervisor must be appointed. If the seal is lost, it must be reported and a declaration of invalidity must be published in the newspaper;

4. It is forbidden to stamp a seal on the blank paper, and under special circumstances, it must be approved by the leadership, and strictly approved and registered in advance and afterwards.

Measures for the Administration of Public Security of Seals

Article 5 No unit or individual is allowed to buy or sell seals, and no seals may be illegally made or used. Article 7.

If the organizations and institutions at all levels of organs and groups such as state power, party and government, justice, participation in political affairs, military, armed police, democratic parties, Communist Youth League, trade unions, women's federations, etc., need to engrave seals, the seal management department of the issuing organ shall issue an official letter to the local people's public security organ at or above the county level to go through the filing formalities.

The people's ** public security organs at or above the county level shall immediately handle and issue a certificate of compliance.

The company's official seal management system.

1. The company's seal refers to the company's administrative seal, contract seal and financial seal, and the official seal is managed by the company's financial office, and shall not be managed and used by others without the approval of the general manager. If a temporary handover is required for any reason, it must be approved by the general manager and the handover procedures must be strictly handled;

2. The general letter of introduction and identity certificate shall be reviewed by the person in charge of the General Management Office or the person in charge of the official seal before they can be stamped for future reference;

3. For the materials stamped with the official seal, it should be noted that the payment unit must be consistent with the seal, the position of the seal is appropriate, the year and month should be ridden, the word group should be correct, and the graphics should be clear;

Fourth, the official seal is forbidden to be taken out of the hospital for use, if due to special needs, it must be approved by the general manager, carried by the staff of the comprehensive management office, and brought back immediately after use;

5. The official seal shall not be used for blank letters of introduction, blank paper, blank documents, etc. In case of special circumstances, it must be approved by the general manager. The official seal should generally be used during working hours, and if there are no special circumstances, stop using the official seal after work;

Sixth, the official seal management personnel must be conscientious and responsible, strictly abide by rules and disciplines, and act impartially. Without the signature of the general manager and the relevant person in charge, it shall not be stamped at will;

7. The management personnel of the official seal shall properly keep the official seal and shall not put it at will. Anti-theft measures should be taken during off-duty hours and holidays;

8. The approver shall be responsible for the unexpected circumstances after the seal, and the person directly responsible shall be responsible for the consequences caused by the violation of the seal by the official seal management personnel.

1. The general official seal shall be kept by the administrative supervisor, and the financial seal and the private seal of the legal representative shall be managed separately.

2. Establish an official seal register, register the use of the official seal for economic contracts, and the general manager of the contract can only be stamped with the approval of the general manager, and a copy of the contract shall be submitted to the finance, and the original contract shall be kept by a special person.

3. If the official seal is taken out of the company, it shall be approved and approved by the general manager, and the recipient shall submit a written application, and sign and write the date when receiving and returning.

4. It is forbidden to stamp the official seal on blank documents such as blank introduction letters, blank papers, and blank documents. In case of special circumstances, it must be approved by the general manager.

5. The general letter of introduction and identity certificate must be reviewed by the administrative supervisor before it can be stamped. It is strictly forbidden to issue relevant certificates to individuals, and if it is necessary to issue them under special circumstances, it must be approved by the general manager.

6. For the materials stamped with the official seal, it should be noted that the payment unit is consistent with the seal, the position of the seal is appropriate, the graphics are clear, and the multi-page contract and other documents should be stamped with the seal.

7. Documents that need to be signed and stamped should be signed first and then sealed.

8. The use of the official seal for letters and legal documents issued by the outside world shall be approved by the general manager.

9. Clarify the authority of the seal management personnel, and the responsibility for the economic losses caused to the company by failing to privately stamp the seal in accordance with regulations.

1. Should the private seal of the legal person be recorded?

The engraving of the corporate seal of the enterprise needs to be filed by the person in charge of the public security bureau in order to play its normal role.

1. The engraving of the corporate legal person seal and the official seal of the enterprise, the contract chapter and the special financial seal is originally required to go to the public security bureau with the business license, tax registration certificate and the original ID card of the legal person and the manager.

2. In order to ensure the legitimacy of the engraved seal, it is recommended to choose a unit with legal engraving qualifications to engrave the seal, that is, the engraving shop with the "Special Industry License" can ensure the legitimacy of the seal and fully safeguard the interests of the company. As long as the materials are provided in a timely and complete manner, it does not take long to re-engrave, generally 5 working days, and the application can be completed within one working day.

3. If it is a lost seal, the materials that need to be provided are:

1) The original and copy of the copy of the business license of the enterprise;

2) Power of attorney of the legal person and a copy of the legal person's valid identity certificate;

3) The original and photocopy of the valid identity certificate of the person in charge.

2. The legal basis of the corporate charter.

Article 13 of the Measures for the Administration of Public Security of Seals A unit that needs to engrave a seal can only apply for engraving a legal name seal of the unit.