Designing the cover of a case for filing in the archives. We register cases for permanent storage. What documents are stitched

There are no unified instructions for binding documents. But recommendations for flashing cases are contained in Methodical recommendations Rosarkhiv, order of the Ministry of Culture of Russia for 2005 No. 536, instructions of the Central Bank on document management and GOST 51141, which regulate the rules for storing documents.

Let's look at the basic principles of proper stitching of various documents.

Cover

Before filing the documents, you should think about a cardboard cover for each folder. They are:

The following information is included on the cover:

• Name of the organization.
• The name of the organization's department (for example, human resources department).
• Case index.
• Case title.
• Shelf life.
• Volume number.
• Number of sheets in the binder.
• Date of compilation of the file.

Inventory

Each set of documents is provided with an inventory. It contains information:

• Title of the document.
• Filing date.
• Shelf life.
• Annotation (that is, an explanation of what is contained in the document and why it needs to be stored).
• A list of all documents included in the binder, indicating the pages in each document.
• Data of the responsible person - the compiler of the file.

When numbering, the inventory is not taken into account. The inventory can be filed in a general folder, pasted into a cover, or stored separately. But clerks still prefer to flash it: the likelihood of its safety is higher.

Sheet numbering

Numbering is indicated Arabic numerals(in rare cases - Roman), ascending. Usually, compiling numbering does not cause difficulties, but a number of subtleties must be taken into account:

Methods for flashing documents

You can stitch documents in several ways:

• Using a needle and thread. Suitable for small documents. Stitching is done in two punctures; on the back, the ends of the thread are fastened. A piece of paper with a certification inscription and seal is attached to the thread.
• Using thread and a hole punch. The method is similar to the previous one, but this way you can fasten a larger case at a time. The cover is usually not affected.
• Using a drill or screwdriver. Large volume cases are sewn together in this way. A thick rope or cord can be used as a thread. This method is also used if it is necessary to sew the case together with the cover.
• Using a binding machine and an automatic numberer. This method is only available in printing houses.

Log books work records must be sealed with a seal before stitching.

Photo instructions for stitching documents with threads

General scheme of document firmware

How to flash documents for archive

Documents must be submitted to the enterprise archive within a year after they are completed in office work. After they have been stored for a certain time in the organization, they must be transferred to the state, regional or municipal archive. The deadlines are as follows:

• 75 years – for personnel documents, household books, records of notarial acts and a number of others.
• 20 years – for capital construction projects, technological and design documentation, patents.
• 15 years – for scientific documentation.
• 5 years – for film documents.
• 3 years – for video and photo documents.

Documents are handed over to the archive by employees of the management’s documentation support service. If there is no such specific unit in the organization, then the archive is in charge of the secretary, specialist personnel service or deputy manager, in rare cases - an accountant.

Before preparing documents for the archive, you need to find a suitable cover for them and add additional information to the inventory, such as:

• Date of compilation of the inventory.
• Volume number (if the case consists of several volumes).
• The name and position of the person making the inventory.

The registration of the case itself consists of the following stages:

• Controlling the grouping of documents in a file.
• Binder.
• Numbering of sheets.
• Attaching and drawing up a certification inscription with a seal.
• Drawing up a case inventory.

Video: How to flash documents for archive

How to flash documents for the tax office

Firmware for documents for the tax service is slightly different from firmware for documents for the archive. Its features are:

• Documents are fastened with 3 punctures, the distance between them is at least 3 cm.
• The case can be sewn using a stitching needle with thread, bank twine or nylon thread.
• The documents must be sealed by gluing 3x5 cm paper onto the knot. The ends of the threads must remain free.
• A certification inscription with a seal is placed on the sticker.
• Accounting reports you need to sew it into 5 holes, the knot is covered with tissue paper.

In July 2013, the fiscal service clarified that applications and constituent documents are allowed to be submitted unfiled.

Video: How to properly flash documents for the tax office

Certification letter

It is done after all documents are filed and numbered. It is a piece of paper 5x6 centimeters. The inscription is glued on the back of the last sheet so as to fix the knot of thread that holds the case together.

It states:

• Number of sheets in the case (in numbers and words).
• Features of attached documents (for example, if some of them are torn).
• Last name, position and signature of the file compiler.

The seal of the enterprise is placed on the inscription so that its imprint is on both the sticker (that is, on the inscription itself) and on the sheet.

How to fix errors

The main requirement for filed documents is inviolability. If there is an inaccuracy somewhere - for example, they forgot to attach a document, then it is necessary either to file it in the form of a separate volume, or to disassemble the entire case and reflash it with a new one. No attachments or additions are allowed to the bound case.

If errors occur in the numbering, then letter numbering can be used. This means that the same number is placed on the missing sheet, but a letter is added to it, for example: 15, 16, 16a, 16b, 17...

If the numbering is violated more seriously, then it will have to be done again. To do this, you need to carefully cross out the incorrect numbers and enter new ones.

Changes will also need to be made to the certification inscription: cross out the old data and put new data next to it.

Hello and have a nice day!

Many, many letters and photos under the cut....

I live with my husband, so we keep the documents together. There are more than 5 countries of residence and nationalities between the two of us, so the number of documents naturally increases because of this.

Common storage methods

1. Firstly, I store all documents in this way:

The folder contains a bunch of transparent files, divided into categories with colored separators. Each file contains the ORIGINAL + several copies (because copies are very often needed, not everyone has a copy machine at home, and they don’t always have time if they need something urgently). This way we never have problems with copies and where to look for the original.

When you need to go somewhere, we just take the corresponding folder with us (since very often you don’t know what other piece of paper they’ll ask you for), otherwise everything is in one place + there are copies and you don’t have to run around if anything happens.

2. Secondly, within each category, the documents are divided according to the principle “what you received first is the first,” that is, first the birth certificate, then the passport, then someday there will be a pension, etc., etc.

3. Thirdly, we have our photos in the folder with documents, otherwise very often we need photos, but we don’t have the time or desire to run somewhere to take them. Well, it’s okay that I changed my hair color :))

4. Fourthly, all of our documents have already been scanned and stored in a shared folder in Dropbox, which we both have access to at any time, anywhere. In Dropbox, everything is divided according to the same principle as the originals, so even my husband no longer asks where everything is.

Storage

I bought a million multi-colored identical A4 size folders.

Black - there is always a strategic supply of transparent files at home.

At first, my husband and I’s documents were in one folder, but due to the number of countries of residence and citizenship, the number of documents increased, so I decided to divide them:

Burgundy - husband's documents. Inside by country.

Red - ours general documents(marriage certificate, apartment, then there will be children). There is also a category for copies of documents of immediate family, but you never know.

Orange - medicine. I don’t know about you, but living in several countries, we have collected a million different test results, etc., etc. There are no medical records, so I keep everything just in case. Divided into 2 parts: mine and my husband’s, and inside each part according to the doctors (ORL, gastrologist, etc.)

Yellow - audit trail

Light green folder - study documents. Completion diplomas, professional certificates, etc.

Green - documents from husband's bank

Dark green - my bank documents

Dark blue - husband’s work contracts (as well as all sorts of certificates from work)

Blue - my documents from places of work

Blue - recipes. But I don’t use it at all, so I’ll soon replace it with something, although I haven’t figured out what yet

Bonuses for those who read this far :))

Storage com. payments

Well, as a bonus, I’ll show you how I keep utility bills (although we don’t receive paper payments and everything is automated and is withdrawn from the card monthly, but sometimes some annual/totals come in).

Accordion folder divided by payment type:

Storing instructions, guides and warranties

Thank you very much for stopping by and sorry for such a long post - I wanted to be more detailed and clearer.

If you have any questions or clarifications, I will be happy to answer in the comments.

3.6.1. The registration of files is carried out by employees of the documentation support service of the organization’s management or other structural units whose responsibilities include the establishment and formation of files, with methodological assistance and under the control of the organization’s archive.

3.6.2. Depending on the storage period, full or partial registration of cases is carried out.

3.6.3. Cases of permanent, temporary (over 10 years) storage and personnel records are subject to full registration.

Full registration of cases includes:

file filing or binding;

numbering of case sheets;

drawing up a certification sheet;

drawing up, if necessary, an internal inventory of documents;

introducing the necessary clarifications into the details of the cover of the case (clarification of the name of the organization, the registration index of the case, the deadlines of the case, the title of the case).

Cases of temporary (up to 10 years inclusive) storage are subject to partial registration: it is allowed not to systematize the documents in the case, not to number the sheets of the case, and not to draw up certification notes.

3.6.4. The documents making up the cases are filed with 4 pins in a hard cardboard cover or bound, taking into account the possibility of free reading of the text of all documents, dates, visas and resolutions on them. When preparing files for filing (binding), metal fasteners (pins, paper clips) are removed from the documents.

3.6.5. Permanent files consisting of highly valuable documents or non-format documents are stored in closed, rigid, three-flap folders with drawstrings or in boxes.

3.6.6. If there are unclaimed personal documents in the file (identity cards, work records, military IDs), these documents are placed in an envelope, which is filed in the file. Subject to availability large quantity Such documents are subsequently removed from the files and a separate inventory is drawn up on them.

3.6.7. At the end of each case, a blank form of the certifying sheet is filed, and at the beginning of the case (to record especially valuable documents) - a form for the internal inventory of the case documents.

3.6.8. In order to ensure safety and consolidate the order of arrangement of documents included in the case, all sheets of this case (except for the certification sheet and internal inventory) are numbered in Arabic numerals with gross numbering in the upper right corner of the sheet using a simple pencil or numberer. Sheets of the internal inventory of case documents are numbered separately.

3.6.9. Sheets of cases consisting of several volumes or parts are numbered for each volume or for each part separately.

3.6.10. Photographs, drawings, diagrams and other illustrative documents representing an independent sheet in the file are numbered on the reverse side in the upper margin of the sheet.

3.6.11. The folded sheet (A3, A2 format) is unfolded and numbered on the right side of the top margin of the sheet. In this case, a sheet of any format, hemmed at one edge, is numbered as one sheet; a sheet folded and hemmed in the middle is subject to re-stitching and is numbered as one sheet.

3.6.12. A sheet with tightly pasted documents (photos, clippings, extracts, etc.) is numbered as one sheet. If other documents are glued to the document at one edge (text inserts, translations, clippings, etc.), then each document is numbered separately.

3.6.13. Envelopes with attachments filed in the case are numbered; in this case, the envelope itself is numbered first, and then each attachment in the envelope is numbered with the next number.

3.6.14. Documents filed in the case with their own numbering of sheets (including printed publications) can be numbered in the general order or retain their own numbering if it corresponds to the order of the sheets in the case.

3.6.15. If a large number of errors are detected in the numbering of the case sheets, they are renumbered. When renumbering sheets, the old numbers are crossed out and the new sheet number is placed next to it; at the end of the case, a new certification sheet is drawn up, while the old certification sheet is crossed out, but remains in the file.

If there are individual errors in the numbering of sheets in files when preparing them by the organization’s archive for transfer to state storage, it is allowed, in agreement with the state archive, to use lettered sheet numbers.

3.6.16. The certification sheet is drawn up in the file on a separate sheet, in books - on the reverse side of the last blank sheet, in card files - on a separate blank sheet of card format.

The case certification sheet is drawn up in the prescribed form (Appendix 9), which indicates in numbers and in words the number of numbered sheets of the case, the number of sheets of the internal inventory, specifies the specifics of the numbering of case numbers (presence of lettered case numbers, missing numbers, numbers of sheets with pasted photographs, numbers large-format sheets, envelopes with attachments and the number of sheets enclosed in them), and also indicates the presence in the file of printed copies of brochures with the number of sheets in them, if they were not noted in the general gross numbering in the file.

The document certifying the case is signed by its compiler. All subsequent changes in the composition and state of the case (damage, replacement of original documents) are noted in the certification sheet with reference to the relevant act.

It is prohibited to place the certification sheet on the cover of the case or the blank back of the last document. If the case is filed or bound without a form of the certification sheet, it is pasted behind the top of the sheet on the inside cover of the case.

3.6.17. An internal inventory of case documents is compiled to record documents of permanent and temporary (over 10 years) storage, the recording of which is caused by the specifics of this documentation (especially valuable, personal, judicial, investigative cases, etc.), as well as to record cases of permanent and temporary ( over 10 years) storage, formed according to types of documents, the headings of which do not reveal the specific content of the document.

The internal inventory is compiled on a separate sheet according to the established form (Appendix 10), which contains information about the serial numbers of the case documents, their indexes, dates, headings and sheet numbers of the case. A final record is drawn up for the internal inventory, which indicates in numbers and in words the number of documents included in it and the number of sheets of the internal inventory.

The internal inventory is signed by its compiler. If the case is bound or filed without an internal inventory of documents form, then the inventory drawn up in the prescribed form is glued to the inside of the front cover of the case.

Changes in the composition of case documents (withdrawals, inclusions of documents, replacement with copies, etc.) are reflected in the “Notes” column with links to the relevant acts. If necessary, a new final entry for the internal inventory and a certification note of the case are drawn up.

3.6.18. The cover of the case for permanent, temporary (over 10 years) storage and for personnel is drawn up and executed in the prescribed form (Appendix 11), which indicates the name of the organization, structural unit, case index, archive code of the case, number of the case (volume, part) according to annual section of the summary list of cases, title of the case.

On the cover of permanent storage files there is a place for the name state archive, into which the organization’s affairs will be accepted, designations of state archive and organization codes.

When the name of an organization (structural unit) changes during the period covered by the case documents, or when the case is transferred to another organization (to another structural unit), the new name of this organization or the legal successor organization is indicated on the cover of the case, and the previous name of the organization (structural unit) is enclosed in parentheses.

It is necessary to stitch documents to organize them.

Companies and institutions stitch documents that need to be transferred to the archive.

It is convenient to store bound documents and, if necessary, submit them to inspection authorities without worrying about their safety and the possibility of substitution.

What standards govern stitching?

Theoretically, such a simple matter as binding documents is not regulated by regulations. There are only instructions on how to do this:

1. Methodological recommendations approved by the Order of the Federal Archive on December 23, 2009;
2. GOST 51141 for office work;
3. Also, office work rules containing requirements for filing documentation developed by industry departments (Central Bank of the Russian Federation, Ministry of Taxes and Duties, etc.).

What documents require such registration?

In institutions and companies, documents are stitched by almost all structural divisions.

Employees personnel service separately systematized and stitched based on the results of the calendar year following documents:

• personnel orders,
• general orders,
• staffing table.

Accountants stitch:

• advance reports,
• turnover sheets for material assets,
• invoices,
• invoices,
• certificates of completed work,
• waybills,
• cash book,
• receipt statements wages employees of the institution in the event that the salary is given to the employees in their hands.

Clerks: incoming and outgoing documentation.

You can flash documents using the following tools:

• Stapler;
• Threads;
• Special equipment.

But documents stitched with threads are guaranteed not to be replaced, which is important in modern reality.

Hemming things with thread is considered the most reliable.

General design rules

Documents that will subsequently need to be bound are first sorted by date, carefully attached to each other, and each sheet is numbered on the right with Arabic numerals. Numbering begins with number 1. The inventory is not numbered.

For the cover, choose a special cardboard cover “Business”. It happens different sizes and quality. To staple standard documents, a regular A4 format binder is used.
Envelopes are also numbered in documents. In this case, the envelope is numbered first, followed by the sheets and photographs that were in it.

If an error was made when numbering documents, it is crossed out with one line and numbering continues. In this case, the sheet will need to be certified with the inscription “Believe Corrected”, signed by the responsible person and sealed.

Step-by-step instructions for this procedure

Before stapling documents, you must remove all paper clips and staples from the stapler. Organize by date or importance and number each sheet of the document. If the resulting file consists of many sheets, then you can connect the documents with special paper clips and start stitching.

Prepare the following tools and materials:

• Threads. It is better to use nylon ones.
• Needle. Select the size depending on the thickness of the documents being stapled.
• Paper glue.
• A sheet of blank paper.
• Paper, cardboard folder.

Procedure:

1. Remove paper clips and staples from the document.
2. Lay the sheets neatly and evenly, check the numbering for reliability.
3. Depending on the thickness of the resulting bundle, take an awl or a needle and, stepping back from the edge, make at least 3 through holes. The holes should be in a row, vertical to the edge of the paper, at a distance of 2.5-3 centimeters from each other. The middle hole should be centered.
4. Depending on the thickness of the resulting stack of papers, take a thread 70-80 centimeters long.
5. Insert the needle from the bottom of the back of the document into the central hole.
   
6. Pass from above into the uppermost hole.
   
7. Then through the back of the document to the extreme bottom.
   
8. We return to the central one through the front side.
   
9. After such stitching, the thread will be on the back side. If you are stitching a document with a large number of sheets, then this manipulation should be carried out several times to secure them.
10. Tie a knot on the back. The remainder should be at least 8 centimeters long.
    
11. Glue a piece of paper in the form of a rectangle onto the resulting knot. On which the inscription is made in advance: “Lapped and numbered.____ sheets Director____Last name I.O.”. If the manager’s position is different, it is indicated accordingly according to the documentation.
    
12. A signature and seal are placed on the bound document, the specified sheet of paper. Part of the signature and seal must be on a piece of paper and on the back of the document.

It should be said that if you need to stitch a larger number of sheets at the same time, you need to make at least 4 holes. This will give stability and reliability when storing the bound document.

A simplified method for flashing documents is given in this video instruction:

Who assures and how

The documents are certified by the head of the enterprise or individual entrepreneur. It is important that part of the signature is both on the pasted paper and on the document.

It is worth saying that by signing the bound documents, the manager undertakes obligations for their contents or appoints an authorized person by order for the authenticity.

Features of registration of accounting documentation

Stapling accounting documentation is similar to stitching regular documents. But there is one difference. For stitching accounting documents make 5 holes because the cases end up being thicker. Only an authorized employee can staple documents. Often the person in charge is the accountant who manages the affairs.

Numbering is done with a simple pencil. When stapling documents, an inventory of the documents in the file is compiled.

Inventory consists of the following sections:

• name of the document,
• the date when the inventory was compiled,
• list of documents,
• signature of the responsible person.

Features of preparing documents for submission to the archive

Documents for submission to the archive are prepared by employees of structural divisions. The preparation itself includes:

1. Systematization of documents.
2. Numbering.
3. Filing documents in a single folder depending on their purpose.
4. Filling out the inventory.
5. Document cover design.

The above procedure for filing documents involves their long-term storage, i.e. at least 25 years.

If the documents will be stored in the archives of the organization less than 10 years, some relaxations are allowed, namely, the following may not be carried out:

• Numbering of sheets in the file.
• Systematization of sheets in the case.
• Stitch with threads and leave for storage in a binder.

The stitching procedure is the same as for normal stitching. If in a case subject to stitching more than 250 sheets, then you need to divide it into several volumes. Each volume is bound.

If documents are planned to be stored more than 25 years, then in preparation for stitching, an additional cardboard cover is placed on the case, which protects documents and threads from excessive friction and gives the case a more beautiful appearance.

When filing files for the archive, you must ensure that the text remains readable. Numbering carried out with a simple pencil in the upper right corner. It is not recommended to use ballpoint and gel pens, colored pencils and felt-tip pens for these purposes.

A3 sheet numbered as one sheet and hemmed to the left edge and folded. If the sheet is hemmed in the middle, then 2 sheets will be counted.

Photos or pictures, and also diagrams and maps numbered at the back in the upper left corner. Envelopes are numbered first and separately from their paper enclosures.

If the case is compiled from several volumes, then they (the volumes) are numbered each separately.

Cover formatted as follows:

• Indicate the name of the organization or institution.
• Subdivision.
• Shelf life.
• Case name.

It is important to comply with some requirements. Name of institution may change. Therefore, when compiling the cover of a document, it is necessary to indicate 2 titles. The names of institutions are indicated in the nominative case. The old name is taken in brackets, the new one will have to be under it.

In addition, it is indicated topic of the case. These can be acts, invoices, orders, etc. then the structural unit and the period for which the documents are in it or the calendar year. These are the first and last dates of the documents.

If documents are stitched for a calendar year, then you should indicate, for example, “Orders of 20015.” Also indicated shelf life: permanent or definite.

The inventory is not taken into account when numbering sheets in the file. Cases can be listed in order of importance. For example, charter, protocols, plans.

A video tutorial on how to design a folder for archiving is reviewed here:

Preparation for submission to the tax office

To register as an entrepreneur or legal entity, as well as making changes to the information at the tax office, the submitted documents are stitched in the presence of a notary. The innovations do not apply in this case, since in this way the notary guarantees that no corrections will follow after certifying the applicant’s signature.

Since July 2013, you can submit a report to the tax office without stitching the document. This item is excluded from the Methodological Recommendations. At the discretion of entrepreneurs, there is now a choice to submit documents simply stapled or stitched.

However, no one canceled the rules of office work. And therefore it is advisable to stitch the constituent documents manually.

for submitting documents for personnel

for storage in the Municipal Budgetary Institution "Municipal Archives"

(approved by the decision of the EC MU "Municipal Archives of Tobolsk", pr. No. 5 dated 05.30.2009)

To submit documents on personnel for storage at the Municipal Budgetary Institution "Municipal Archive", you must submit the following documents

Memo

on preparation for the transfer of documents of liquidated institutions and enterprises to

MBU "Municipal Archives"

1.Organization of documents and files

1.1. Conducting a value assessment

After making a decision to declare the debtor organization bankrupt and to open bankruptcy proceedings, the bankruptcy trustee takes charge of the documents generated in the activities of the debtor organization and conducts an inventory of them.

In order to ensure the safety of documents, incl. regarding personnel, the bankruptcy trustee enters into an agreement with an archival institution, or with legal and individuals who have the appropriate licenses to conduct an examination of the value of documents of the debtor organization, with the subsequent transfer of selected documents for storage in the archive.

Based on the results of the examination, inventories are compiled.

For documents with an expired storage period, a Destruction Certificate is drawn up.

Documents on personnel in an orderly state are received in the archive.

Documents with an expired storage period (after agreeing on the act of destruction with the municipal archive) are subject to destruction.

1.2. Formation of cases

When forming cases, the following rules are observed:

Documents corresponding in content to the title of the case are placed in the case;

Only one copy of a document is included in the file, with the exception of documents that have notes that supplement the contents of the first copies; It is not allowed to group draft documents into cases;

Each document placed in the file must be drawn up in accordance with the Unified State Data Sheet (have a signature, date, a copy certification mark,, if necessary, a seal, an approval stamp);

Documents of the same calendar year are grouped into cases, with the exception of cases, the maintenance and formation of which over a number of years is caused by official necessity (transitional cases, household books, etc.);

The volume of each case should not exceed 250 sheets; with a larger volume of documents, several volumes of the case are formed;

It is allowed to create cases for 2-3 calendar years if the number of sheets is small;

Personal salary accounts are grouped into independent files and arranged in them in alphabetical order by last name;

Documents in personal files are generated in the order they are received;

Charters, regulations, instructions approved by administrative documents are appendices to them and are grouped together with the specified documents, but if they are approved by a personal stamp of approval as an independent document, then they are formed into independent cases;

Annexes are placed together with the main documents;

Documents within the case are arranged in a logical sequence for resolving issues and taking into account the degree of importance of the documents or in direct chronological order (earlier documents are placed at the beginning of the case.

2. Registration of cases

2.1. File files

The documents constituting the case must be filed with four holes in a hard cardboard cover, taking into account the possibility of free reading of the text, dates, visas and resolutions on the documents.

The files should not contain metal fasteners (paper clips, pins, etc.).

At the end of each case they are filed blank forms certifying sheet, at the beginning of the case in necessary cases (in personal, court cases etc.) blank forms of the internal inventory of the case.

Large format documents stored folded are filed at the left edge.

2.2.Numbering of sheets in the file

All sheets, except blank ones, must be numbered in black graphite pencil in the upper right corner, with Arabic numerals; at the same time;

Sheets of cases consisting of several volumes are numbered for each volume separately;

A sheet of any format, hemmed at one edge, is numbered as one sheet;

A sheet folded and hemmed in the middle must be re-stitched and numbered as one sheet;

Sheets of the internal inventory of case documents are numbered separately.

2.3. Drawing up a certification sheet

In order to take into account the number of sheets in the case and record the peculiarities of their numbering, a certification inscription of the case is drawn up on the certification sheet.

The certification inscription indicates in numbers and in words the number of sheets numbered in this case, specifies the features of the numbering and physical state of the case documents: lettered and missing numbers, the physical state of the case.

An example of filling out a case certification sheet

A4 format (210 ´ 297)

CASE VERIFICATION SHEET

The file is filed and numbered _______ 100 (one hundred) sheets

(in numbers and words)

From No. 1 to No. 99

including:

Letter numbers of sheets 15a, 78a, 99a;

Missing sheet numbers 33, 34;

Numbered blank sheets____________________________________________

Sheets of internal inventory _____________________________________________________

Name

Positions

Employee Signature Explanation of signature

Date

2.4. Design of case covers

The case cover must contain the following information:

Name of the organization and direct subordination;

Case index;

Case title;

Start and end date of the case (volume, part);

Number of sheets in file;

Mark – store “permanently”, or “store for 75 (50) years”;

Number of the case (volume, part) according to the annual section of the summary inventory of cases.

The title of the case is transferred to the cover from the nomenclature of cases. If necessary, additional information and clarifications are included in the title of the case (end numbers of orders, protocols, etc. are indicated).

If the case consists of several volumes (parts), the general title of the case and the title of each volume (part) are placed on the cover of each volume (part).

The date of cases containing administrative documentation are the last dates of the case documents, that is, the day, month and year of the first and last documents, while the date and year are written in Arabic numerals, the name of the month - in a word.

The inscriptions on the covers are made with black, light-resistant ink or can be typewritten on a sheet of paper and firmly glued to the cover with PVA glue.

Sample case cover design

A4 format (210 ´ 297)

MBU "Municipal Archives"

Case no. 01-02

Order

personnel archive,

documents for them

Volume 1. Orders No. 1-52

Store 75 (50) years

210 sheets

№ 15

According to op. No. 2

2.5. Drawing up an internal inventory of the case

An internal inventory of case documents is compiled in personal files. At the beginning of the case, in necessary cases (in personal files, cards, etc.), forms for the internal inventory of the case are filed; if the case has already been filed, the internal inventory is glued to the top edge of the inside cover of the case.

The internal inventory indicates the serial number, full name, and sheet numbers.

Sheets of the internal inventory of case documents are numbered separately.

Form of internal inventory of case documents

A4 format (210 ´ 297)

INTERNAL INVENTORY

documents case No._____

Total ______________________________ documents

(in numbers and words)

Number of internal inventory sheets _____________________________________________

(in numbers and words)

Job title of the person

who compiled the internal inventory

case documents Signature Explanation of signature

Date

3. Scientific reference apparatus

3.1. Inventory of cases

For documents on personnel, an inventory is drawn up in 4 copies, consisting of annual sections.

Headings of cases are entered into the inventory according to their nominal characteristics in the following sequence:

Orders (instructions) for personnel

Personal accounts (salary statements)

Lists of personnel

Cards f.T-2

Personal matters

Accident reports

Report cards for workers in hazardous professions

When entering titles of similar cases in a row into the inventory, the first title of the case is written in full, and all the others are designated by the word “same”; if there is information clarifying the content of the first heading, they are entered into the inventory in full. On each new sheet of the inventory, the title is reproduced in full.

Headings of cases containing documents for several years are included in the annual section of the inventory of cases according to the date the case was opened.

At the end of the inventory, a summary entry should be made after the last descriptive item.

Personal files and personal cards (form T-2) are entered into the inventory according to the year of dismissal of the person for whom the personal file was opened, and are systematized alphabetically.

Form of the annual section of the inventory of affairs

by personnel of the organization

Organization name I APPROVED

Job title
Fund No.______________________ of the head of the organization

INVENTORY No.____________________ Signature Explanation

Signatures
personnel matters Date

for________________year

This section of the inventory includes __________________________________________ cases

(in numbers and words)

from No.______ to No.______, including:

Letter numbers: ____________________

missing numbers: _________________

Job title
compiler of the inventorySignature Explanation of signature

Archive Manager

organizations Signature Explanation of signature

Date

AGREED

Protocol CEC (EK)__________________

(name of organization)
from no.

3.2.Historical background

The historical information highlights:

-historical conditions in which the enterprise arose;

- name of the predecessor organization;

- date of its creation,

- main issues and scope of activities;

- the range of institutions with which it was associated;

- its structure and functions;

- name change,

- jurisdiction of the enterprise;

- date and reasons for liquidation and reorganization of the enterprise, indicating regulations;

- name of the successor organization .

3.3. Table of contents for the inventory, list of abbreviated words

If necessary, a table of contents for the inventory and a list of abbreviated words are compiled.

The corresponding page numbers are indicated next to the title of each part.

The list of abbreviated words includes all abbreviations except the generally accepted ones.

Abbreviations are placed on the left, then the full spelling of the abbreviated words is followed by a dash. Abbreviations are listed in alphabetical order.

3.4.Certificate for missing cases

The bankruptcy manager draws up a certificate for missing documents regarding personnel. The certificate indicates the name of the document and the reason why it is missing.

3.5.Drafting title page

The title page indicates:

Fund name;

Fund number;

Number and title of the inventory;

Dates of cases included in the inventory.

The full name of the municipal archive is written before the name of the fund.

The name of the fund is written in the form of the officially accepted full and abbreviated name of the institution, indicating its direct subordination, location and dates of existence under this name.

When designating the name of the fund, it is necessary to take into account:

if the name of the enterprise changed during the period for which the inventory was compiled, then on the title page in chronological order all changes in its name are given, and after each name the start and end dates of the existence of the enterprise under this name are indicated;

if the inventory includes cases for several years with interruptions, then only those years for which there are documents are indicated on the title page.

Title page form

A4 format (210 ´ 297)

"MUNICIPAL ARCHIVE OF TOBOLSK"

MUNICIPAL BUDGETARY INSTITUTION

"MUNICIPAL ARCHIVE OF TOBOLSK

Tobolsk, Tyumen region

December 29, 2004 –

Fund no.

INVENTORY No. 2

Personnel affairs

for 2005 - years

3.6.Drawing up a preface

The preface consists of two parts: the history of the enterprise, the history of the foundation.

The first part highlights the historical conditions in which the enterprise arose; the name of the predecessor organization, the date of its creation, the main issues and scope of activity, the range of institutions and enterprises with which it was associated, its structure and functions; changing the name, structure and jurisdiction of the enterprise indicating regulations; date and reasons for liquidation and reorganization of the enterprise, indicating normative act; name of the successor organization.

The second part of the preface provides information on the history of the fund and its composition. Indicate: volume of the fund, deadlines, status of documents, information about the transfer of fund documents to municipal storage or state storage (documents of permanent storage)

The preface is drawn up in 4 copies.

SCROLL

personnel documents

Section 1. Common to all organizations documents,

included in the List of typical management

documents generated in activities of organizations,

indicating shelf life (M., 2000)