Comprehensive Guide to Sarabun Regulations and Government Documentation
Definition and Scope of Sarabun Work
According to Regulation 6 of the Prime Minister's Office Regulations on Sarabun Work B.E. 2526 (), Sarabun work refers to the administration of documents, encompassing the entire lifecycle starting from creation, receipt, and transmission to storage, borrowing, and eventual destruction. In practical administrative terms, this system governs the processes of thinking, reading, drafting, writing, composing, printing, remembering, making copies, sending, and receiving messages. It also includes recording meeting minutes, summarizing, proposing, ordering, replying, indexing, filing, searching, following up, and disposing of records. This system must be designed to provide convenience, speed, accuracy, and efficiency to ensure the optimal use of time, labor, and budget.
To excel in Sarabun work, an individual must also possess a deep understanding of general administrative tasks (Dhurakarn), including effective communication, correspondence, and coordination. They must exercise proper etiquette, demonstrate agility, and maintain a high level of language proficiency, particularly in the Thai language. Additionally, they should be well-versed in information systems and capable of typing when required. For technical matters, Sarabun officers must coordinate directly with technical experts. Those assigned to meeting-related Sarabun tasks must be skilled in recording minutes and accurately transcribing the complex opinions expressed by participants into a clear, understandable format.
Sarabun work is fundamental to every organization, regardless of the scale of operations, as all activities—from minor tasks to major projects—rely on a documented system. Therefore, supervisors are responsible for monitoring and ensuring that subordinates perform these duties correctly. The specific responsible positions vary by organization but range from high-level roles like Director-General, Adjutant General, Departmental Secretary, or Division Director to operational roles such as Section Head, Sarabun Officer, or Provincial Clerk. The administrative unit managing these tasks may be designated as a Department, Division, Section, or a smaller unit depending on the organizational structure.
Methods and Classifications of Internal Recording
Regulation 26 defines recording (Bantuek) as a type of government document created or received by officials as evidence. Internal recording facilitates communication and ordering within a government agency. The regulation mandates specific headers: the name or position of the recipient, the substance of the matter, and the name and position of the recorder. However, the recorder may add supplementary headers such as the name of the originating department or a reference number. For efficient consideration and ordering, records should be separated by subject, each with its own heading. Conventionally, records are written on one side of the paper, leaving the left margin blank to facilitate filing.
Internal recording is classified into four primary types: Summary Records, Reporting Records, Opinion Records, and Ordering/Contact Records. A single record may combine multiple characteristics. A Summary Record (Bantuek Yo Rueang) involves condensing a source document down to its core essentials while maintaining enough information for a superior to issue orders accurately. Before summarizing, the recorder should identify the key components: What, When, Where, Who, Why, and How (). The process involves reading the entire document to grasp its main points, then drafting concise bulleted items. If the original text is too critical to summarize, the entire document should be presented with a continuous record, highlighting or bookmarking key sections for the supervisor's attention.
A Reporting Record (Bantuek Raingan) is used to inform a superior about actions taken, observations made, or the results of surveys and investigations. Reports on routine duties should be factual and detailed, while reports on specifically assigned tasks must cover everything the supervisor requested. Voluntary reports outside one's direct duties should be brief and categorized. If a report requires a decision, the reporter must include a recommendation. An Opinion Record (Bantuek Kwam Hen) conveys the recorder's thoughts on a matter to assist in decision-making. When multiple courses of action are available, the record should weigh the pros and cons of each. If laws or regulations are involved, the relevant legal texts must be attached. An Ordering Record (Bantuek Sang Kan) consists of specific directives from a superior to a subordinate, while a Contact Record (Bantuek Tit Tor) involves communication between units or staff within the same organization.
Principles of Drafting and Composing Official Documents
Drafting is the initial arrangement of text to communicate a specific intent to a recipient before a final original is produced. This stage allows for checking and editing to ensure compliance with official regulations. The drafter must thoroughly understand the issue and identify the reason and purpose for the correspondence, organizing the draft using specific headings: What, When, Where, Who, Why, and How. The structure should begin with the "Cause" or reason, followed by the "Purpose" or agreement. If multiple points are made, they should be numbered for clarity. Citations of laws, regulations, orders, or precedents must be specific enough for the recipient to easily verify.
The language used in drafting should be concise, simple, and unambiguous. Drafters must avoid idioms inappropriate for official use and ensure correct spelling, grammar, and punctuation. It is crucial to consider whether the recipient has prior knowledge of the matter; if so, the background can be summarized or referenced by subject name only. All correspondence must be polite and appropriate for the recipient's status. If a request is being denied, clear reasons for the refusal must be provided.
For documents involving orders or commands, the language must be extremely precise to prevent multiple interpretations that lead to misunderstanding. The orders should be practical and achievable. Stating the objective or "cause" within an order helps express intent, aids interpretation during obstacles, and allows for adjustments if problems arise. Before drafting a command, the drafter must research the legal authority for such an order; a new order must not conflict with existing laws or regulations, and any conflicting previous orders must be explicitly canceled. For public relations documents like announcements or press releases, the content must be consistent and logical to ensure the reader follows the intended message without encountering internal contradictions.
Standards for Writing and Printing Official Documents
Writing and printing are methods of creating a written record on paper. Writing is primarily used for drafting, recording minutes, or in agencies lacking typewriters. Some special tasks, such as Royal Scribes' work, require specific handwriting and style. Printing is used for general documents to ensure readability and ease of duplication. A proficient printer must not only possess technical skills but also understand spelling, abbreviations, and the context of the document. They should be able to read various handwriting, understand government organizational names and official titles, and maintain their equipment in good working order.
There are specific standards for printing Thai government documents on A4 paper (). If a document exceeds one page, subsequent pages should use paper of similar quality but without the Garuda emblem. A standard page typically contains lines. The first line should be approximately from the top edge. Each line is set to typewriter strokes. The left margin must be approximately for filing, while the right margin should have at least of space from the last character. If a word cannot be completed on one line, a hyphen (-) must be used. Paragraph indents are set at strokes from the left margin.
Spacing between lines must ensure that the top of one character does not overlap the bottom of another. General spacing between phrases is strokes, while the space between a header and the body text is also strokes. Within the content, a -stroke space is used for related ideas, and a -stroke space is used when the content shifts. Page numbers are centered at the top, enclosed in hyphens (e.g., ), and placed approximately from the top edge. For multi-page documents, the first few words of the following page are printed at the bottom right of the current page, followed by three dots (…). Usually, a space of line-levels is left before these dots, and at least lines of content must carry over to the final page before the closing statement.
Numerical Hierarchy and Heading Systems
To facilitate easy citation and searching, official documents use a numerical heading system. Major divisions of text (volumes, parts, sections, or chapters) are numbered sequentially starting from . A preface or introduction may be numbered as . Further classification is divided into four levels: Primary Level, Child Level, Grandchild Level, and Great-Grandchild Level. Each level is separated by a period. For example, in Phase 1 classification: the Primary level is , the Child level is , the Grandchild level is , and the Great-Grandchild level is .
If even deeper sub-headings are required, Phase 2 classification introduces parentheses. This starts with the Phase 1 Great-Grandchild level followed by sequential numbers in parentheses, such as , , and so on. This hierarchy then repeats within the parentheses for Child, Grandchild, and Great-Grandchild levels (e.g., ). Subsequent phases (Phase 3, Phase 4, etc.) continue this pattern using additional sets of parentheses. For convenience, these sections are referred to by their phase and level, such as "Phase 2, Grandchild level, Item 8," which would be written as . If no further sub-levels are needed, Thai alphabetical characters (e.g., Item ก. or (ก)) may be used instead of numbers. Academic documents may use slightly different numerical standards as appropriate.
Duplication and Certification of Copies
A copy (Sam-nao) is a document made identical to the original, whether derived from the original itself, a duplicate, or another copy. This is necessary when multiple copies are required for administrative consideration. Methods of duplication include manual transcription (word-for-word), carbon copying during the printing of the original, photocopying, or stencil duplicating (Mimeograph). There are two categories of copies: Duplicate Originals (Sam-nao Khu Chabap) and Certified Copies (Sam-nao Rap Rong). Duplicate Originals are created simultaneously with the original and bear the signatures or initials of the drafter, printer, and checker at the bottom margin.
Certified Copies are those produced later by an agency or official using methods like photocopying or transcription. These typically require a formal certification consisting of the phrase "Certified True Copy" (Sam-nao Thuk Tong). This certification must be signed by an official at Level 2 or equivalent who is responsible for the matter. The official must provide their full printed name, position, and the date of certification. Additionally, the word "COPY" (Sam-nao) must be centered at the top of the page above the first line of the document. If a stencil or wax paper is used, the responsible official must also sign the duplicate copy as evidence.
Procedures for Submission and Sorting of Documents
Document submission (Kan Sanoe Nangsue) is the process of presenting documents that have completed the staff level to a superior for consideration, signature, or further orders. Submissions must follow the line of command. Exceptions include items with specific speed classifications or those addressed to a specific individual, which may be submitted directly provided the direct supervisor is informed later. Similarly, complaints or appeals against a superior as specified by law may bypass regular channels. The gathering official should categorize documents before submission: Confidential items follow national security regulations, while urgent items (Urgent, Very Urgent, Most Urgent) must be processed and submitted immediately.
Documents are generally organized in folders, with the most important or oldest items placed at the front to be handled first. Agencies with many documents should use separate folders for different categories. When public-facing matters are involved, responses should be provided within the agency's specific timeframes. When organizing the file, the newest record should be placed on top so the superior sees the most recent update first. Sub-divisions of a file can be labeled with numbers in circles (, , ). If a document consists of multiple pages, they must be stapled or bound at the top-left corner, parallel to the spine. When a superior returns a folder with orders, the file must be sent back down through the same line of command, with each level initialing and dating the document.
Addressing Envelopes and Postal Regulations
Methods for addressing official envelopes are divided into two scenarios: internal hand-delivery and postal delivery. For hand-delivery within the agency system, the address follows standard templates found in Regulation 45. For postal delivery, the sender's unit name and location must be placed in the top-left corner, beneath the Garuda emblem and above the document reference number. The recipient’s name, position, address, and postal code are placed in the center of the envelope. If the agency has an agreement with Thailand Post for monthly billing, a rectangular box measuring must be printed in the top-right corner containing the phrase "Monthly postage paid, Permit No. …, Name of the post office."
Control and Expediting of Sarabun Tasks
Control and expediting ensure that Sarabun work proceeds smoothly, correctly, and quickly with complete documentation. The success of these efforts depends on the diligence of supervisors at every level. General expediting rules dictate that documents without problems should be completed and answered immediately according to the agency's timeline. If a document reaches an individual, they should provide their opinion or action for that item on the same day or, at the latest, the following day. Highly urgent items must be prioritized, and if a problem arises that delays a response, the originating sender must be informed of the status.
Systematic audits for expediting tasks are conducted in cycles: Weekly, Monthly, and Periodic (usually Semi-Annually). Weekly audits check the status of tasks entering the system to see if they are filed correctly or backlogged, with prompts given verbally or in writing. Monthly audits focus on systematic filing and utilize formal written reminders for delayed tasks. Periodic audits also consider whether stored documents should be destroyed according to retention regulations. For special urgent cases, expediting reminders are issued immediately without waiting for the scheduled audit cycle.
Recording and Certifying Meeting Minutes
Meeting minutes are official records of the opinions of attendees and participants, and the resolutions (Mati) of the meeting, serving as permanent evidence. The secretariat is responsible for preparing these records. The header must include the name of the committee and the meeting number (formatted as or cumulative numbers like ). The date must be written in full (e.g., January 10, 2533). Attendees are listed by name and position; if representing a unit, the agency must be specified. If someone attends on behalf of another, it must be noted as "Attending on behalf of [Name/Position]." Absentees should be listed with their reasons for absence if known.
The body of the minutes typically starts with the Chairman opening the meeting, followed by five standard agenda items: Chairman's notifications, approval of previous minutes, matters for information, matters for consideration, and other business. The closing time must be recorded, and the minutes must be signed by the person who recorded them. There are three methods for recording minutes: verbatim (every word spoken), summary of key points and reasons leading to a resolution, or only recording the final reasons and resolutions. The meeting committee or the Chairman and Secretary determine which method to use. Certification of the minutes can occur at the same meeting (for urgent matters), at the following meeting, or via circulation to the committee members for approval within a set timeframe.