Title page of the archival file. The cover of the case is a sample design. Case cover - sample format for correspondence

In the activities of each organization there is formed special category affairs - affairs permanent storage. In this article we will tell you how to formalize such cases for transfer to the archive.

CONSTANTLY - HOW MUCH IS THIS?

The storage periods for documents are established by standard lists:

• List of typical management archival documents, generated in the process of activity government agencies, organs local government and organizations, indicating storage periods (approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, as amended on February 16, 2016; hereinafter referred to as the 2010 List);
• A list of standard archival documents generated in the scientific, technical and production activities of organizations, indicating storage periods (approved by Order of the Ministry of Culture of Russia dated July 31, 2007 No. 1182, as amended on April 28, 2011; hereinafter referred to as the 2007 List).

The document storage period can also be established in industry regulations. regulatory documents. In this case, the word “permanently” can be replaced by a synonym, for example, “indefinitely”.

• If the organization is not the source of acquisition of the state archive.

Column 3 “Document storage period” of the 2010 List contains a footnote<*>, which states that the period of storage “permanently” (Post.) of documents in organizations that are not sources of acquisition of state and municipal archives cannot be less than ten years. We are talking only about those documents whose storage periods are indicated in the 2010 List.

Thus, if an organization is not the source of acquisition of the state (municipal) archive, it must store documents with a “permanent” period of at least 10 years, and then is free to destroy them as usual, along with files that have expired by that time. At the same time, in the instructions for office work or in another local normative act When dealing with the storage of documents, it is advisable to establish a minimum retention period for these documents. For example:

Since the Company is not an organization that is the source of acquisition of state (municipal) archives, the “permanent” storage period for management documents is 10 years.

Please note

The 2007 List does not contain any such footnotes or instructions issued in any other way. Therefore, if a document according to the 2007 List has a “permanent” shelf life, this means storage for the entire existence of the organization.

• If the organization is the source of acquisition of the state archive, then the shelf life “permanently” means “for the entire existence of the organization.” If the liquidated organization has a successor, then “permanently” will last as long as the successor organization exists. If an organization is liquidated without successors, the state archive to which it belongs conducts an examination of the value of documents with a permanent shelf life and takes into its storage those that it considers useful. Documents that are not of interest to the archive may be destroyed.

WE FORM AND SYSTEMATIZE CASES AND DOCUMENTS

Features of case formation

Preparing a file for storage begins long before the document is completed in office work. All DOE processes are performed sequentially and are interconnected.

Please note

Already at the stage of receiving an incoming document or creating an outgoing one, you need to understand in which file the document will be placed and what are the features of the formation of this file.

For example, orders for core activities must be taken into account and formed strictly separately from orders for personnel. The opposite is often the case with small organizations, where the secretary combines the functions of a clerk and a personnel officer. Before sending such a composite file for storage, you will have to disband it, and this is extra work.

As for correspondence, it should be formed according to the “request-response” principle, when each letter received or sent is filed according to its question, and not by type (incoming or outgoing). This must be done immediately, otherwise, when it comes time to send the files for storage, the secretary will spend huge amount time to create a correspondence history.

Ways to organize documents

Documents in the file can be systematized:

• Chronologically, that is, according to the time of creation. As a rule, in such cases documents are arranged strictly according to registration numbers, For example:

• Alphabetically- for example, names or names of projects:

• Combined method- first, documents are arranged in alphabetical order, and then also chronologically, for example:

Documents divided into alphabetical blocks are separated from each other, for example, by colored separators. This is optional, but it makes working with the volume much easier. When numbering sheets, separators are numbered in the general order.

Thus, by the time the files are filed for storage, the documents will already be correctly formed into files, and within the files will be systematized.

WE PREPARE DOCUMENTS FOR REGISTRATION

• We remove unnecessary things. Most likely, until now the documents were kept in folders-registrars. It is too early to remove documents from them. To begin, let's look through each folder and remove from it drafts, doublet (repeated) copies of documents, sheets of notes, and from the documents themselves - paper clips and staplers.
• We divide things into volumes. At this stage, we determine how many volumes of the case will end up and how best to divide the documents into volumes: by month, by number of sheets, by counterparties, by last names, etc. In accordance with clause 4.20 of the Rules for organizing the storage, acquisition, recording and use of documents Archive fund Russian Federation and other documents in the authorities state power, local government bodies and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526; hereinafter referred to as the 2015 Rules) each file should contain no more than 250 sheets.

It is not at all necessary to come up with some kind of system for dividing documents into volumes; it is enough to follow this rule. The uniform distribution of sheets, firstly, allows you to create volumes that are approximately equal in thickness, and secondly, it facilitates the search for documents in the file. Thus, if the file contains approximately 300 sheets, then it is better to make two volumes of 150 sheets each, rather than 250 and 50.

Then we carefully remove the documents from the folders, distribute them into volumes and begin processing them for storage.

WE FILE CASES FOR STORAGE

Depending on the storage period, cases can be processed partially or completely. All files opened in the organization and having a storage period of more than 5 years are partially documented, with the exception of personnel files. The following cases are subject to full registration for storage, in accordance with the 2015 Rules:

• permanent shelf life;
• temporary (over 10 years) storage period;
• personnel documents ( All, including those that have a five-year shelf life).

Stages of design of each volume. Complete registration of each volume of the case for storage occurs in the following order:

1) numbering of case sheets;

2) drawing up an internal inventory of the case;

3) drawing up a sheet of evidence for the case;

4) filing or binding of case documents;

5) design of the cover (title page).

Stage one: numbering the volume sheets

If the documents were previously numbered by someone in the same upper right corner and the new numbering does not coincide with the old one, then cross out the old number and write a new one next to it. Numbers placed in other parts of the sheet do not need to be corrected. If the volume includes a brochure with its own page numbering, then each sheet, including the cover, receives its own number in the general order.

Each numbered volume can have a sticker with the following information:

• total number of sheets;
• missing numbers;
• letter numbers.

This information will be useful to us a little later when drawing up a document certifying the case.

If there are several missing and lettered numbers in the volume, then they must be taken into account when calculating the number of sheets. For example, if there are 100 sheets of numbers in a volume, but there are three missing numbers and two letter numbers, then the total number of sheets in the volume will be 99 (100 - 3 +2).

The 2015 rules say nothing about the number of corrections in volume numbering. Obviously, if there are too many errors, then it is better to renumber the sheets. However, what meaning this “too much” begins with is unknown. In this case, we recommend that you familiarize yourself with clause 75 of the Rules of Notarial Office Work (approved by the decision of the FNP Board of December 17, 2012, by order of the Ministry of Justice of Russia dated April 16, 2014 No. 78):

Extraction

from the Rules of notarial office work

75. […] If more than 5 errors are made when numbering the sheets in a case (volume), the sheets of the case (volume) are numbered again.

This rule is not necessary for general office work, but at least it gives an idea of ​​the number of errors when it is better to renumber the volume.

Stage two: compiling an internal inventory of the volume

It is not always necessary to create an internal inventory of the volume's documents. Let's quote the 2015 Rules:

Extraction

from the Rules for organizing storage, acquisition, recording and use of documents of the Archival Fund of the Russian Federation

and other documents in government bodies, local governments and organizations

4.30. To record documents of certain categories of cases on paper (personal, court files, materials of criminal cases, cases on awarding academic degrees and conferring academic titles, cases related to the issuance of copyright certificates and patent inventions), an internal inventory of case documents is compiled.

The internal inventory is a kind of table of contents for the volume.

The secretary, if necessary, can create an internal inventory for other categories of cases. Here's what they say about this: Basic rules for the work of archives of organizations (approved by the decision of the Board of Rosarkhiv dated 02/06/2002):

Extraction

from the Basic Rules for the Operation of Organizational Archives

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.

Thus, it is possible to draw up an internal inventory both with orders for the main activity (especially if, due to incorrect systematization, the numbering in it was violated), and also with correspondence, if this will facilitate the use of volumes.

The internal inventory form is given in the 2015 Rules (Appendix No. 27). The inventory has its own numbering of sheets, which can be entered automatically at the stage of creating a document in MS Word (Example 1).

Stage three: we draw up a document certifying the case

A certification sheet is drawn up for each volume of the case. The form of the sheet is also contained in the 2015 Rules (Appendix No. 8). It’s easy to fill out: we already know how many sheets there are in each volume, as well as how many missing and lettered numbers there are among them. As for the “features of physical condition”, we are talking about:

• about torn sheets;
• glued sheets;
• brochures, bound and sealed documents included in the volume;
• sheets of a larger format than most in the volume, and other non-standard documents for this volume (Example 2).

Stage four: stitching the volume

• Choosing a cover. Documents with a permanent shelf life are placed in cardboard covers specially designed for permanent storage documents (Fig. 1). It’s easier to find them on the websites of online stores, rather than in retail stores - the product is not the most popular, so people often forget to put it on the counter.

The cardboard binder is complemented by a flexible wide spine with an adhesive layer. The top and bottom covers have a crease with a 25 mm indentation from the left edge, which allows you to leaf through the case like a book and copy sheets without difficulty.

A volume decorated with such a cover looks like an ordinary book, only in a large format. Volumes designed in this way can be placed vertically on a shelf without fear that they will bend, crushing the contents.

• Making the cover. If management considers it too expensive, the secretary will have to pick up scissors, cardboard and create the covers himself. However, you can make decent covers only if you can find high-quality cardboard, cut into sheets equal to or slightly larger than A4. Nothing good will come from the usual “For children's creativity”.

To make your own cover, you will need cardboard, a sheet of vinyl vinyl (a durable, waterproof paper-based binding material) and double-sided tape.

The principle of stitching together purchased and homemade covers is the same:

1. Place the bottom cover, documents and top cover together, drill and sew the binding.

2. Wrap the soft material (if you make it yourself, a strip of vinyl vinyl) down behind the bottom cover and stick the tape tightly at the bottom (Fig. 2).

As a result homemade cover will look almost the same as in Fig. 3.

• We use a hole punch. Since documents are stitched in 4 holes, it is better to use special hole punches for 4 holes, which punch a stack of documents from 150 to 300 sheets at a time (Fig. 4, 5).

You can also use a regular hole punch for 10 sheets with two holes, however, you will have to punch these ten sheets twice. The distance between the four holes should be 8cm (according to
with the recommendations of GOST 17914-72 “Covers of files with long shelf life. Specifications"), so the meter should be set to “888”.

Before punching holes in the volume, you need to arrange the case documents in the following order:

1) internal inventory (if it was created);

2) case documents;

3) certification sheet.

• We select a needle and thread. The sewing needle is too small, it is better to use a bag needle (the so-called “gypsy”) - long (about 12 cm) and with a wide eye. You will need a strong thread, but you can fold it several times using regular thread. You can also sew with bank twine, but it is not easy to thread it even into a “gypsy” needle.

The length of the thread for a standard tom is approximately 1 meter. It is best to determine the optimal length for yourself experimentally - already on the third volume of stitching it will become clear how much it will be needed. There is no need to tie a knot at the end of the thread, as with normal sewing - the ends will still be cut to the optimal length. If the volume was pierced (punched, drilled) carefully, there will be no problems with threading, since the diameter of the needle is much smaller than the diameter of the hole from the drill or hole punch.

The direction of the needle and thread when sewing a volume is shown in Figure 6.

After both ends of the thread are pulled out from the back of the volume, they are tied (not tightly, so that the volume can not only be opened, but also, if necessary, make a copy of any document, but also not loosely, so that the sheets of the file do not “walk”) and are circumcised.

Please note: in general and personnel records management, it is not necessary to remove the ends of the threads from the inside of the cover and fasten them with a certification sticker. The ends are trimmed and, if possible, hidden under the cover. If there is no cover, they are simply displayed from the inside without any further manipulation.

Stage five: designing the title page (cover) of the volume

The form of the title page of the case is given in the Rules 2015 (Appendix No. 28). Filling it out usually does not cause any difficulties. Just remember that the top line of the cover “Name of the state (municipal) archive” remains blank. If the case ever ends up in the state archives, its employees will fill out this line themselves.

In the lower left corner of the title page the archival code of the case is affixed: fund number, inventory number and the number of this storage unit according to the inventory (Example 3).

We glue the title page onto the cover of the volume. It is best to use PVA glue, but then the case must be immediately placed under a press for several hours, otherwise front page It will stick unevenly and wrinkle in places. The least suitable materials for this are glue sticks (the cover will come off after a couple of hours) and office glue (too liquid and will ruin the title page so that no press can save it). Printing covers on sheets with an adhesive layer is expensive and ineffective: the “adhesive layer” on them is conditional, and the cover can be removed with one movement of the hand.

So, the algorithm for processing documents for permanent storage is as follows:

WHAT TO PURCHASE IN THE ARCHIVE

The range of special stationery for the archive presented in stores is small, but you can choose something.

• Machines for archival binding. The volume of the case is fixed in them and drilled. The machine can be manual (to drill you need to turn a special handle, Fig. 7) or electric (the drill is started by pressing a button, Fig. 8). Experts have different opinions about these machines: some consider them convenient, others - exactly the opposite. But a hole punched with a hole punch definitely looks smoother and neater than one drilled by a machine.

• Storage box. Finished volumes can simply be placed on a shelf, or they can be additionally packaged in boxes. There are many types of boxes. Let us note, for example, a box with drawstrings in which several bound volumes of cases are placed (Fig. 9).

Large boxes with a hinged lid can also be found on sale (Fig. 10). Such a box can fit 10 or more volumes.

From boxes with a hinged lid, it is convenient to get the desired volume or bundle without removing the box from the shelf. Some boxes even have special mounting brackets, which allows you to connect the boxes to form a rack (Fig. 11).

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 constituting 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 (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 it is filed blank form a certification sheet, and at the beginning of the case (to record especially valuable documents) - a form for the internal inventory of 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 file with their own numbering of sheets (including printed publications) can be numbered in a general order or retain their own numbering if it corresponds to the order of the sheets in the file.

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, space is provided for the name of the state archive into which the organization’s files will be accepted, designation of the codes of the state archive and organization.

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 better to immediately prepare the cover of the case, like all other documentation, in accordance with all requirements and rules. This way you will save time in the future when you prepare or when needed. The cover must be designed in accordance with regulatory and methodological documents; it is characterized by a set form, which is shown in the picture.

You probably noticed the elements that are highlighted in red. So, in current office work they are not used when designing the cover.

They need to be filled out only if the organization submits files for subsequent storage in a municipal or state archive. These designations mean the case code, the codification of this organization and the archive where your documents are sent. Sometimes clerks simply leave an empty space when preparing the cover, and only then it is filled in using special stamps when the case is transferred for state storage.

Let's move from theory to practice, it is more understandable and visual. The sample below is used in full when designing the cover of the case; all its elements are required to be filled out.

Case cover - sample format for correspondence

OPEN JOINT STOCK COMPANY "GORKA"

(JSC "Gorka")

On 57 sheets

Store EPK for 75 years

When preparing the cover of the case, be sure to indicate the name of the structural unit. When transferring a case to a new department, its name is indicated below the old one, which is enclosed in brackets.

The procedure for registering the case index, title, article number and its shelf life. The time frame will be two dates - the earliest document and, accordingly, the latest. If we are talking about the personal file of an employee, then the situation is somewhat different, even if there are earlier documents, the upper end date will be the one when the hiring order was registered, and the lower end date will be when the dismissal order was registered.

To make it easier to find the necessary folders, design the spine of their cover. There is no single form for this; the rules of office work only indicate that it is necessary to write digital designations of cases (case index according to the nomenclature).

It all depends on the case itself, its thickness, the size of the spine, as well as the information that will be enough for you to search, etc. Use for decoration approximate form, given below:

Job orders

We hope that this amount of information is enough so that in practice you can draw up the cover of the case correctly, in accordance with the existing requirements.

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.

Work record books 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 managed by a secretary, a human resources specialist or a deputy manager, and 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 file (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, you forgot to attach a document, then you need to either file it in the form of a separate volume, or disassemble the entire case and reflash it again. 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.

They are stored for certain periods, after which they must be transferred for state storage to state and municipal archives. Federal legislation defines the maximum storage periods for documents included in the prescribed manner in the Archive Fund of the Russian Federation:

• documents on personnel, records of notarial acts, household books and documents related to the privatization of the housing stock - 75 years;
• project documentation for capital construction— 20 years;
• technological and design documentation - 20 years;
• patents for invention, utility model, industrial design - 20 years:
• scientific documentation - 15 years;
• film and photographic documents - 5 years;
• video and photo documents - 3 years.

In the event of liquidation of an organization, documents of permanent storage and personnel are transferred to the state (municipal) archive. For non-governmental organizations, some of whose documents are included in the Archival Fund of the Russian Federation, for such a transfer it is necessary to conclude an agreement with the institution of the Federal system archival service Russia. If the organization has not concluded an agreement with the archive in a timely manner, then in this case the state (municipal) archive is obliged to accept for storage only documents on the personnel of the organization’s employees. The storage location for the remaining documents will be determined by the chairman of the liquidation commission or the bankruptcy trustee.

Preparing documents for transfer to the archive

Each organization generates a certain number of cases during the year. Some of them after deadline storage must be archived. These are files with executed documents of permanent" temporary (over 10 years) storage and for personnel. Cases are archived one year after they are completed in office work. The preparation of documents for transfer to the archive is carried out by employees of the preschool education service and secretaries of structural divisions. Cases are archived after they are fully processed.

Registration of cases consists of the following operations:

• checking the correct grouping of documents into files;
• stitching (binding);
• numbering of sheets;
• drawing up a certification inscription (certification sheet);
• drawing up, if necessary, an internal inventory of case documents;
• entering clarifications into the details of the cover of the case (clarification of the name of the organization, registration index, deadlines of the case, title of the case);
• compilation and execution of a case inventory.

Cases with a temporary storage period (up to 10 years inclusive) are subject to partial registration, and the following is allowed:

• do not systematize documents in the case;
• do not number the case sheets;
• do not write certifications;
• do not stitch (do not stitch).

Checking the correct grouping of documents into files is carried out in order to once again check the compliance of the documents in the case with the title according to the nomenclature, the location of documents within the case according to certain principles: on the issues under consideration; chronologically; geographically; alphabetically by correspondents, etc.

Rice. 6.2. Certification sheet form

Once completed, the case must be hemmed or bound. First, all metal objects are removed from the case: paper clips, pins, etc. The documents are removed from the folder. Following the last document, a sheet for a certified record is inserted into the case; at the beginning of the case, if necessary, a sheet or sheets for the internal inventory are inserted (if any, then printed forms of the internal inventory). The case should not exceed 250 sheets. If during the year more documents were deposited in the case, then they should be divided into several volumes.

All documents are filed or bound in a hard cover. Since documents of different formats are put aside in the file, they need to be filed with 4 punctures. This will ensure that all documents are securely secured.

Rice. 6.3. Form of internal inventory of case documents

For long-term storage cases, you can stitch the entire case, including both the top and bottom of the cover. Cases with a permanent shelf life are filed, starting with the sheet following the cover. The top part of the cover is not hemmed. A thin cardboard spacer, up to 1 cm wide, is placed on the first sheet, and the case is stitched through it. Since such a case is supposed to be stored forever, such a filing protects the threads from abrasion and gives a more aesthetic appearance to the case.

When filing, you must ensure that all the text of the documents can be read. Documents with a shelf life of less than 10 years may not be filed, but remain in a folder.

All sheets in permanent and temporary storage files are numbered to ensure the safety of documents and ease of use. The sheets are numbered with a black graphite pencil or numberer in the upper right corner only on the front side of the sheet, without touching the text of the document. The use of ink and colored pencils is prohibited. A sheet larger than A4 is filed at one edge, unfolded and numbered as one sheet. A sheet folded and hemmed in the middle is numbered as two sheets. Illustrated materials and photographs are numbered on the reverse side in the upper left corner. Envelopes filed into the case with inscriptions or attachments are numbered independently. The attachment in the envelope is numbered with the next number after the envelope. When creating several volumes of one case, each of them is numbered independently.

Rice. 6.4. Cover form for files of permanent and temporary (over 10 years) storage

The results of the numbering are recorded in a confidential record on the last sheet of the case sewn in specially for it. It indicates in numbers and in words the number of numbered sheets of documents and separately through the “+” sign the number of sheets of the internal inventory, lettered and missing numbers.

The certification record is signed by the person who compiled it, indicating the position, personal signature, surname and date of preparation. It is prohibited to make a certification inscription on the cover of the case or the reverse side of the last sheet.

The form of the case certification sheet is established by the Basic Rules for the Operation of Organizational Archives.

In the case when the case contains particularly valuable documents - in personal files, cases of awarding academic degrees and conferring

State standard R 51141-98 enshrines the following definition of an internal inventory: “An internal inventory of case documents is an accounting document containing a list of case documents indicating the serial numbers of documents, their indexes, names, dates, sheet numbers” 1.

The internal inventory is filed in front of the case documents and contains information about each of them. The final record of the internal inventory indicates the number of documents included in it and the number of sheets of the inventory itself.

When using automated document registration systems, an internal inventory can be created and printed automatically based on the information entered into the document registration cards placed in the file. After the documents are filed, numbered, a certification inscription and an internal inventory of the case documents are drawn up, additional design of the cover of the cases is carried out.

The design of the cover of cases is carried out in the process of establishing cases in office work and is carried out in accordance with the requirements state standard GOST 17914-72. “Case covers for long-term storage. Types, sizes, technical requirements" At the time the case was opened, according to the nomenclature of cases, a number of information was already included on the cover:

• name of the institution (organization) and its subordination;
• name of the structural unit;
• clerical index of the case;
• case title;
• case retention period.

When preparing the case for submission to the archive, these details are clarified and supplemented. For example, on the cover they put:

• volume number, if the case has several volumes;
• case deadlines;
• number of sheets in the case;
• fund numbers, inventory and inventory files.

The last details are included in the archive.

Rice. 6.5. Inventory form for permanent and temporary (over 10 years) storage

It is very important to comply with certain requirements when designing a cover. Thus, the name of the organization is written in the nominative case. If the name has changed during the year, then both names are given on the cover, with the previous name taken in brackets and the new name written under it.

The title of the case is transferred to the cover at the beginning of the year from. But after analyzing the content of the documents, it may be necessary to make some clarifications to the title. If such a need arises, an addition should be made to the nomenclature of cases and the title and index should be placed on the cover in accordance with this addition. First, the title must indicate the type of case (case, correspondence, documents, etc.) or the type of documents (protocols, orders, reports, acts). Then the author or correspondent is indicated (if this is correspondence) and then a question reflecting the content of the documents. It is possible to create documents from several authors or correspondents in one file if they relate to the same issue. The authenticity of the documents is not indicated in the headings, but the presence of copies of documents is specified. The cover of the case must indicate the dates of the earliest and latest documents and the retention period of the case. On cases with documents of permanent storage it is indicated “keep permanently”, on others - a specific storage period in accordance with the list.

When indicating the number of sheets, sheets of internal inventory and certification records are not taken into account.

An inventory is compiled for all files with permanent and long-term storage periods. An inventory is an archival reference book containing a systematic list of storage units, as well as intended for their recording and consolidation of systematization. The inventory serves as the main accounting reference manual in records management and archives. Inventories are compiled separately for permanent storage files, temporary (over 10 years) storage files, and personnel files. In some cases, depending on the specifics of the organization, inventories can be compiled for certain categories of cases (judicial and investigative cases, scientific reports on topics, etc.).

Cases are listed in order of importance. For example, the sequence may be as follows: charter of the enterprise, protocols general meetings shareholders, minutes of meetings of the board of directors, orders of the director on core activities, annual plans, etc. Case inventories are compiled in each structural unit by employees of the office management service.

Rice. 6.6. Form of the annual section of the summary inventory of permanent storage files

The inventory consists of annual sections. Annual sections are drawn up in the prescribed form. Information on each case included in the inventory is called a descriptive article. It includes:

• serial number of the case (volume) according to the inventory;
• case (volume) index;
• title of the case (volume);
• dates of the case (volume);
• number of sheets in the file (volume);
• storage period (for files stored for more than 10 years);
• note.

Each case in the inventory has an independent serial number.

If the case consists of several volumes, each volume has its own number. The archive of the organization arranges the files in the inventory in order. He also assigns inventory numbers to the structural unit.

When transferring cases over several years to the archive, they need to be systematized. The usual order of systematization of affairs in an organization is chronological and structural. This means that, firstly, cases are systematized by year. Secondly, files are systematized by the names of the structural units in which they are stored. All permanent storage files for the year are arranged in order of importance. This usually corresponds to the order in which the structural divisions and case headings are located in the nomenclature of cases.

Rice. 6.7. Form of final entry and certification signature

Thus, we get an orderly list of all cases of the same shelf life for one year. For ease of searching, the names of the structural unit can be indicated in the inventory before the first case of the corresponding structural unit.

In organizations where the number of cases generated per year is small, it is not practical to compile a new inventory every year. It is possible to prepare one inventory that includes cases for several years.

Rice. 6.8. Form of the annual section of the summary list of personnel affairs

Rice. 6.9. Inventory form for permanent storage electronic documents

In such organizations, an annual section of the inventory is compiled annually with continued numbering of cases. Each of the annual sections of the inventory begins with an indication of the corresponding year, and then the cases are arranged in accordance with the accepted structure.

Each inventory has its own number. Typically, the inventory for permanent storage files has 1, for files with a storage period of more than 10 years - N& 2, for personnel files - No. 3 with the addition of the letter index “l/s”.

The inventory ends with a final entry. It indicates in numbers and in words the number of cases included in the inventory, the first and last numbers of the case in the inventory, and specifies the features of numbering (lettered and missing numbers). The inventory must be signed by the compiler indicating his position and surname. The date of compilation of the inventory is indicated.

In addition to inventories for files with a permanent storage period, files with a temporary (over 10 years) storage period personnel services organizations must annually draw up inventories of personnel files. Personnel documents have a special social significance - they are the basis for confirmation length of service, position held, duration of work in this organization and other facts labor relations. In order to prevent the loss of these documents, most of the documents on the personnel of dismissed workers are archived and stored for 75 years.

In connection with the development of computer technology and the increase in the volume of documents on electronic media, organizations have a need to store audiovisual and electronic documentation. In the archive of the organization, depending on the composition and volume of electronic documents, inventories of electronic documents with a permanent storage period are compiled. Electronic documents included in independent inventories.

The number of copies of the inventory is determined by the storage period of the files. An inventory of permanent storage files is drawn up in four copies. One copy remains in the corresponding structural unit, the second copy of the inventory is transferred to the preschool educational institution service, and the third to the organization’s archive. The fourth copy is sent to the appropriate state or municipal archive.

Organizations that do not submit documents to state archives, make an inventory of files for permanent storage, for files with a storage period of 10 years or more, and for personnel in triplicate.

No inventories are drawn up for files with a temporary storage period; they are replaced by a nomenclature of files, where a mark indicating the storage period is placed opposite each heading.

During the period of preparation of cases by a structural unit for transfer to the archive of the organization, the archive employee first checks the correctness of their formation, execution and compliance of the number of cases included in the inventory of cases (of the structural unit) with the number of cases opened in accordance with the nomenclature of the organization’s files. Employees of the structural unit are required to eliminate all deficiencies in the formation and execution of cases identified during the inspection. If a lack of cases is detected, a corresponding certificate is drawn up.

Each case is accepted by the person responsible for the organization’s archive in the presence of an employee of the structural unit. In this case, on both copies of the list of cases of the structural unit, a note about the presence of the case is made against each case included in it. At the end of each copy of the inventory, the number of cases actually accepted into the archive, the numbers of missing cases, the date of acceptance and transfer of cases, as well as the signatures of the person responsible for the archive and the person who transferred the cases are indicated in numbers and in words. When accepting particularly valuable cases, the number of sheets in the cases is checked.

Cases linked into bundles are delivered to the organization’s archive by employees of structural divisions. Along with the files, registration files for documents are transferred to the archive. The name of each file cabinet is included in the inventory.