Hello and have a nice day!

Lots and lots of 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 for the two of us, so the number of documents naturally increases because of this.

General Storage Methods

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

there are a bunch of transparent files in the folder, divided into categories with colored separators. Each file contains the ORIGINAL + several copies (because copies are often needed, not everyone has a copy machine at home, and there is not always time if you need something urgently). Thus, we never have problems with copies and where to look for the original.

When you need to go somewhere - just take the appropriate folder with you (maybe very often you don’t know what other piece of paper you will be asked for), otherwise everything is in one place + there are copies and you don’t have to run if anything.

2. Secondly, within each category, the documents are divided according to the principle "what you got earlier - then the first one lies", that is, first a birth certificate, then a passport, then someday there will be a pension, etc., etc.

3. Thirdly, in the folder with documents we have our photos, otherwise we often need photos, but there is no time or desire to run somewhere. 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, to which we both have access anytime, anywhere. In Dropbox, everything is divided according to the same principle as the originals, so even the husband no longer asks where everything is.

Storage

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

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

At first, my husband and I had documents in the same folder, but due to the number of countries of residence and citizenship, the number of documents increased, so I decided to separate them:

Burgundy - documents of the husband. Inside by country.

Red - ours general documents(marriage certificate, apartments, then there will be children). There is also a category of copies of documents of the next of kin, well, you never know what.

Orange - medicine. I don’t know about you, but we, living in several countries, have collected a million of all kinds of test results, etc., etc. Not medical cards so I keep everything just in case. Divided into 2 parts: mine and my husband, and inside each part by doctors (ORL, gastrologist, etc.)

Yellow - audit trail

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

Green - documents from the 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 work

Blue - recipes. But I don’t use it at all, so I’ll soon replace it with something, though 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 monthly removed from the card, but sometimes some annual / final ones come).

Folder-accordion with division by payment type:

Storage of 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.

They are stored for a certain period, after which they must be transferred to state storage in state and municipal archives. federal law deadlines for the storage of documents included in the in due course part Archival Fund Russian Federation:

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

In case of liquidation of the organization, documents of a permanent storage period and personnel are transferred to the state (municipal) archive. For non-governmental organizations, some of the documents of which are attributed to the composition of the Archival Fund of the Russian Federation, for such a transfer it is necessary to conclude an agreement with the establishment of the system of the Federal Archival Service of Russia. If the organization did not conclude 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 place of storage of other documents will be determined by the chairman of the liquidation commission or the bankruptcy trustee.

Preparing documents for archiving

In each organization, a certain number of cases are formed during the year. Some of them after due date storage must be archived. These are cases with executed documents of permanent "temporary (over 10 years) storage and personnel. Cases are handed over to the archive one year after they are completed in office work. Preparation of documents for transfer to the archive is carried out by employees of the DOW service and secretaries structural divisions. Cases are archived after they are fully completed.

The filing of cases consists of the following operations:

• checking the correctness of grouping documents into cases;
• brochure (filing);
• sheet numbering;
• drawing up a certified inscription (certifying sheet);
• drafting in necessary cases internal inventory of the case documents;
• making clarifications to 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);
• compiling and filing a case report.

Cases of a temporary storage period (up to 10 years inclusive) are subject to partial registration, while it is allowed:

• do not organize the documents in the case;
• do not number the sheets of the case;
• do not draw up certification inscriptions;
• do not stitch (do not stitch).

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

Rice. 6.2. Certification sheet form

With full registration, it is necessary to hem or bind the case. Previously, all metal objects are removed from the case: paper clips, pins, etc. Documents are removed from the binder. Following the last document, a sheet is inserted into the case for a certification record "at the beginning of the case, if necessary, a sheet or sheets for the internal inventory are inserted (if any, 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 hard cover. Since documents of different formats are postponed in the file, they need to be filed for 4 punctures. This will ensure that all documents are securely fastened.

Rice. 6.3. Form of internal inventory of case documents

in business long terms storage, you can stitch through the case, including both the top and bottom of the cover. Cases of a permanent shelf life are filed, starting with the sheet following the cover. The upper part of the cover is not hemmed. A thin, up to 1 cm wide cardboard strip is superimposed on the first sheet, and a 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 look to the case.

When filing, make sure that the entire text of the documents can be read. Documents with a shelf life of less than 10 years may not be filed, but remain in the binder.

All sheets in cases of permanent and temporary storage are numbered to ensure the safety of documents and ease of use. Sheets are numbered with a black graphite pencil or a numbering machine 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 bound at one end, unfolded and numbered as one sheet. The sheet folded and hemmed in the middle is numbered as two sheets. Illustrated materials, photographs are numbered on the reverse side in the upper left corner. Envelopes with inscriptions or attachments hemmed into the case are numbered independently. Envelope attachments are numbered sequentially after the envelope. When creating several volumes of one case, each of them is numbered independently.

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

The results of the numbering are recorded in a confidential entry on the last sheet of the file sewn especially for her. 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 note is signed by the person who made it, indicating the position, personal signature, names and dates of compilation. It is prohibited to make a certification on the cover of the case or on the reverse side of the last page.

The form of the certification sheet of the case is established by the Basic Rules for the Work of Archives of Organizations.

In cases where the case contains a special valuable documents- in personal affairs, cases on awarding academic degrees and conferring

The State Standard R 51141-98 fixes the following definition of the internal inventory: “The internal inventory of the documents of the case is accounting document, containing a list of documents of the case indicating the serial numbers of documents, their indices, names, dates, sheet numbers "1 .

The internal inventory is filed before 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.

Using automated systems registration of documents, an internal inventory can be created and printed automatically based on the information entered in the registration cards of documents placed in the case. After the documents are filed, numbered, a certification inscription and an internal inventory of the case documents are drawn up, additional design case covers.

The design of the cover of cases is carried out in the process of opening cases in office work and is carried out in accordance with the requirements state standard GOST 17914-72. Case Covers long-term storage. Types, sizes, technical requirements". At the time of the opening of the case, according to the nomenclature of cases, a number of information had already been put 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 a case for archiving, these details are specified and supplemented. For example, the cover says:

• volume number, if the case has several volumes;
• deadline dates of the case;
• the number of sheets in the file;
• fund numbers, inventories and cases according to the inventory.

The last props are affixed in the archive.

Rice. 6.5. The form of the inventory of cases of permanent, temporary (over 10 years) storage

It is very important to follow certain requirements when designing the cover. So, 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 former name being taken in brackets, and the new one 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, some clarifications to the title may be required. 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 heading should indicate the type of case (case, correspondence, documents, etc.) or the type of documents (minutes, orders, reports, acts). Then the author or correspondent (if this is correspondence) is indicated, and then a question reflecting the content of the documents. It is possible to form documents of several authors or correspondents in one case if they relate to one issue. The authenticity of documents is not indicated in the headings, but the availability of copies of documents is stipulated. On the cover of the case without fail the dates of the earliest and latest documents and the period of storage of the case are indicated. On paperwork permanent storage“keep permanently” is indicated, on others - a specific storage period in accordance with the list.

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

An inventory is compiled for all cases of permanent and long-term storage. The inventory is an archival directory containing a systematic list of storage units, as well as designed to account for them and consolidate the systematization. The inventory serves as the main accounting reference guide in business and archives. Inventories are compiled separately for permanent storage cases, temporary (over 10 years) storage cases, and personnel files. In some cases, depending on the specifics of the organization, inventories can be drawn up 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: the charter of the enterprise, protocols general meetings shareholders, minutes of meetings of the board of directors, orders of the director for core activities, annual plans, etc. Inventories for cases are compiled in each structural unit by employees of the records management service.

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

The description 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 index (volume);
• title of the case (volume);
• dates of the case (volume);
• number of sheets in the file (volume);
• storage period (for cases 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. Arranges cases in the inventory in order archive of the organization. He also assigns the numbers of the inventory of the structural unit.

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

Rice. 6.7. Form of final record and certification signature

Thus, a harmonious list of all cases of the same storage period for one year is obtained. For the convenience of searching, the names of the structural unit can be indicated in the inventory before the first file of the corresponding structural unit.

In organizations where the number of cases generated per year is small, it is not advisable to draw up a new inventory every year. It is possible to prepare one inventory, including cases for several years.

Rice. 6.8. Form of the annual section of the summary inventory of cases by personnel

Rice. 6.9. Form of inventory of electronic documents of permanent storage period

In such organizations, an annual section of the inventory is compiled annually with a continuing 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 description has its own number. Usually, the inventory for cases of permanent storage has 1, for cases with a shelf life of more than 10 years - N & 2, for cases by personnel - No. 3 with the addition of the letter index "l / s".

The description ends with a summary entry. It indicates in numbers and in words the number of cases included in the inventory, the first and last numbers of the case according to the inventory, and specifies the features of numbering (letter and missing numbers). The inventory must be signed by the compiler indicating his position and decoding of the last name. The date of the inventory is affixed.

In addition to inventories of cases of a permanent storage period, cases of a temporary (over 10 years) period of storage, personnel departments of organizations must annually draw up inventories of cases for personnel. Personnel documents are of particular social importance - they are the basis for confirmation seniority position, 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 computer technology, an increase in the volume of documents on electronic media, organizations need to store audiovisual and electronic documentation. In the archive of the organization, depending on the composition and volume of the ED, inventories of electronic documents of a permanent storage period are compiled. Electronic Documents included in separate descriptions.

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

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

Inventories are not compiled for cases of a temporary storage period ”they are replaced by a nomenclature of cases, where a mark on the storage period is put in front of each heading.

During the period of preparation of cases by the 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 (structural unit) with the number of cases filed in accordance with the nomenclature of the organization's cases. All deficiencies identified during the audit in the formation and execution of cases, employees of the structural unit are required to eliminate. Upon detection of the absence of cases, an appropriate certificate is drawn up.

Each case is accepted by the person responsible for the archive of the organization, in the presence of an employee of the structural unit. At the same time, on both copies of the inventory of cases of the structural unit against each case included in it, a note is made about the presence of the case. 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 especially valuable cases, the number of sheets in the cases is checked.

Cases linked in bundles are delivered to the archive of the organization by employees of structural divisions. Together with the cases, registration card indexes for documents are transferred to the archive. The name of each file cabinet is included in the inventory.

In the activities of each organization, a special category of cases is formed - cases of permanent storage. In the article we will tell you how to arrange such cases for transfer to the archive.

CONSTANTLY - HOW MUCH?

The terms of storage of documents are established by standard lists:

• A list of typical managerial archival documents generated in the course of activities government agencies, bodies local government and organizations, indicating the storage periods (approved by order of the Ministry of Culture of Russia dated 08.25.2010 No. 558, as amended on 02.16.2016; hereinafter - the List 2010);
• A list of typical archival documents generated in scientific, technical and industrial activities of organizations, indicating the shelf life (approved by order of the Ministry of Culture of Russia dated July 31, 2007 No. 1182, as amended on April 28, 2011; hereinafter - the List 2007).

The document retention period can also be set in industry normative documents. In this case, the word "permanently" can be replaced by a synonym, for example, "indefinitely".

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

Column 3 "Document retention period" of the 2010 List contains a footnote<*>, which states that the period of storage of “permanently” (Permanent) documents in organizations that are not sources of acquisition of state, municipal archives cannot be less than ten years. It's about only about those documents whose retention periods are specified in the 2010 List.

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

Since the Company is not an organization - a source of acquisition of state (municipal) archives, the retention period is "permanently" for management documents equals 10 years.

note

The 2007 list does not contain any such footnotes or instructions in any other way. Therefore, if a document under the 2007 List has a “permanent” retention period, this means retention for the entire existence of the organization.

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

WE FORM AND ORGANIZE CASES AND DOCUMENTS

Features of the formation of cases

Preparing a case for storage begins long before the document is completed in the record keeping. All DOW processes are performed sequentially and are interconnected.

note

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

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

As for correspondence, it should be formed according to the “request-response” principle, when each incoming or outgoing letter is filed into the file according to its question, and not by type (incoming or outgoing). You need to do this right away, otherwise, when it comes time to send cases for storage, the secretary will spend a huge amount of time creating a history of correspondence.

Ways to organize documents

Documents in the case can be systematized:

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

	Case sheet number (volume)
Order dated 01/12/2015 No. 1
Order dated 13.01.2015 No. 2
Order dated 13.01.2015 No. 3
Order dated 16.01.2015 No. 4
Order dated 19.01.2015 No. 5

• alphabetically- for example, surnames or names of projects:

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

Document and its registration data	Case sheet number (volume)
Correspondence with Astra LLC
Separator sheet
Ref. No. 53 dated 14.01.2015
In. No. 243 dated 01/16/2015
Ref. No. 105 dated 01/23/2015
In. No. 341 of 01/28/2015
Correspondence with Vasilek LLC
Separator sheet
In. No. 14 dated 12.01.2015
Ref. No. 18 dated 13.01.2015
In. No. 201 dated 15.01.2015

Documents divided into blocks alphabetically 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, the separators receive numbers in the general order.

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

PREPARING DOCUMENTS FOR REGISTRATION

• We remove the excess. Most likely, until now the documents were kept in folders - registrars. It is still too early to take documents out of them. To begin with, let's scroll through each folder and remove drafts, doublet (repeated) copies of documents, sheets with notes from it, and paper clips and stapler staples from the documents themselves.
• We divide the cases into volumes. At this stage, we determine how many volumes of the case will turn out in the end and how it is better to divide the documents into volumes: by months, by the number of sheets, by contractors, by last names, etc. In accordance with paragraph 4.20 of the Rules for the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other documents in the authorities state power, local governments and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526; hereinafter - Rules 2015) in each case there should be 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, makes it possible to form volumes of approximately the same thickness, and secondly, it facilitates the search for documents in the file. Thus, if there are about 300 sheets in the file, then it is better to make two volumes of 150 sheets each, and not 250 and 50.

Then we carefully extract the documents from the folders, distribute them by volumes and proceed to the registration for storage.

REGISTRATION OF CASES FOR STORAGE

Depending on the storage period, cases can be processed partially or completely. All cases filed in the organization and having a shelf life of more than 5 years are partially processed, with the exception of cases on personnel. Full design The following cases are subject to storage, in accordance with the 2015 Rules:

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

Stages of registration of each volume. Full registration for storage of each volume of the file occurs in the following order:

1) numbering of sheets of the case;

2) drawing up an internal inventory of the case;

3) registration of the sheet - the witness of the case;

4) filing or binding of case documents;

5) cover design (title page).

Stage one: numbering the sheets of the volume

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

Each numbered volume can be labeled with a sticker with the following information:

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

This information will be useful to us a little later when drawing up the witness sheet of the case.

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

The 2015 rules say nothing about the number of revisions in the volume numbering. Obviously, if there are too many errors, then it is better to renumber the sheets. However, with what meaning this "too much" begins is unknown. In this case, we recommend that you familiarize yourself with clause 75 of the Rules for notarial office work (approved by the decision of the Board of the FNP dated 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 in the numbering of sheets in the case (volume), the sheets of the case (volume) are numbered again.

This rule is not required for general office work, but at least gives an idea of ​​how many errors a volume should be renumbered.

Stage two: compiling an internal inventory of the volume

Compiling an internal inventory of the volume's documents is not always necessary. To quote the 2015 Rules:

extraction

from the Rules for the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation

and other documents in state authorities, local governments and organizations

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

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

The secretary, if necessary, can create an internal inventory for other categories of cases. Here is what they say about this Basic rules for the work of the archives of organizations (approved by the decision of the Collegium of the Federal Archives of February 6, 2002):

extraction

from the Basic Rules for the Operation of Archives of Organizations

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

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

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

Stage three: we draw up a sheet of evidence of the case

A certification sheet is compiled for each volume of the case. The sheet form is also contained in the Rules 2015 (Appendix No. 8). It is easy to fill it in: we already know how many sheets are in each volume, as well as how many of them are missing and lettered numbers. As for the "features" physical condition", then it is:

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

Step Four: Stitching the Volume

• We choose a cover. Documents of a permanent shelf life are issued in cardboard covers specially designed for cases of a permanent shelf life (Fig. 1). It is easier to find them on the websites of online stores, and not in trading floors - this product is not the most popular, so they often forget to put it on the counter.

The cardboard binding folder is supplemented with a flexible wide spine with an adhesive layer. The top and bottom covers are creased with an indent from the left edge of 25 mm, which allows you to flip through the case like a book and copy sheets without difficulty.

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

• We make a cover. If management thinks that it is too expensive, the secretary will have to take scissors, cardboard and create the covers himself. However, making decent covers will only work if you can find high-quality cardboard cut into sheets equal to or slightly larger than A4. From the usual "For children's creativity" nothing good will come of it.

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

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

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

2. Wrap the soft material (in case of self-made - a strip of bumvinyl) down behind the bottom cover and glue the tape tight from the bottom (Fig. 2).

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

• We use a hole punch. Since documents are stapled into 4 holes, it is better to use special 4-hole punchers for this, which punch through a stack of documents from 150 to 300 sheets at a time (Fig. 4, 5).

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

Before punching holes in the volume, you need to arrange the documents of the case 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 (the so-called "gypsy") - long (about 12 cm) and with a wide eye. The thread will need a strong one, but you can fold it several times and the usual one. 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 on a standard volume is approximately 1 meter. It is best to determine the optimal length for yourself empirically - already on the third stitched volume 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 ordinary sewing - anyway, the ends will be cut to the optimal length. If the volume was pierced (pierced, drilled) carefully, there will be no problems with threading the thread, 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 with the thread when suturing the volume is shown in Figure 6.

After both ends of the thread are brought out from the back of the volume, they are tied (not tight, so that the volume can not only be opened, but also, if necessary, make a copy of any document, but not weakly, so that the sheets of the case do not “walk”) and are cut off.

Note: in general and personnel office work There is no need to bring the ends of the threads out from the inside of the cover and fasten them with an authentication sticker. The ends are cut off and, if possible, hidden under the cover. If there is no cover, they are simply output from the inside without any further manipulations.

Stage five: we make out 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). Its filling usually does not cause difficulties. Do not forget only that the top line of the cover "Name of the state (municipal) archive" remains blank. If the case ever gets into state archive, his employees will fill in this line themselves.

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

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

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

WHAT TO BUY IN THE ARCHIVE

The assortment 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 through. The machine can be manual (for drilling, you need to turn a special handle, Fig. 7) and electric (the drill is started by pressing a button, Fig. 8). The opinions of experts about these machines differ: someone considers them convenient, someone - exactly the opposite. But a hole punched by a hole punch definitely looks smoother and neater than a hole drilled by a machine.

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

On sale you can also find large boxes with a hinged lid (Fig. 10). This box can hold 10 or more volumes.

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

A single instruction for stapling documents has not been developed. But recommendations for flashing cases are contained in methodological 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.

Consider the basic principles of proper stitching various documents.

Cover

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

The information on the cover is:

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

inventory

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

• Document's name.
• Binder date.
• Shelf life.
• Annotation (that is, an explanation of what is contained in the document and why it is necessary to store it).
• List of all documents included in the binder, indicating the pages in each document.
• Data of the responsible person - the compiler of the binder.

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

Sheet numbering

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

Ways to flash documents

There are several ways to bind documents:

• With a needle and thread. Suitable for small documents. Stitching is done in two punctures, on the back the ends of the thread are fastened together. A piece of paper with a confirmation inscription and a seal is attached to the thread.
• With 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.
• With a drill or screwdriver. In this way, large-scale cases are sewn together. A thick rope or cord can be used as a thread. Also, this method is used if it is necessary to sew the case together with the cover.
• With the help of a binding machine and an autonumberer. This method is available only in printing houses.

Accounting journals work books before stitching, it must be sealed with a seal.

Photo instructions for flashing documents with threads

General scheme of document firmware

How to flash documents for archive

Documents must be handed over to the archive of the enterprise a year after they are completed in office work. After they are 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 documents on personnel, 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 document management service. If there is no such specific unit in the organization, then the secretary, a personnel service specialist or deputy head, in rare cases, an accountant, is in charge of the archive.

Before preparing documents for the archive, it is necessary to find a suitable cover for them and add them to the inventory. additional information, such as:

• The date of the inventory.
• Volume number (if the case consists of several volumes).
• Surname and position of the inventor.

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

• Control of the grouping of documents in the case.
• Filing.
• Sheet numbering.
• Fixing and drawing up a confirmation inscription with a seal.
• Compiling a case description.

Video: How to flash documents for archive

How to flash documents for tax

Photo: Certification inscription

Document firmware for tax service slightly different from flashing documents for the archive. Its features are:

• Documents are fastened in 3 punctures, the distance between them is not less than 3 cm.
• The case can be sewn with a sewing needle with threads, bank twine or nylon thread.
• Documents must be sealed by sticking 3x5 cm paper on the knot. The ends of the threads must remain free.
• On the sticker is a confirmation inscription with a seal.
• Accounting reports need to be sewn into 5 holes, the knot is pasted over 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 tax

Certification inscription

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 in such a way as to fix the knot of the thread that holds the case together.

It states:

• The number of sheets in the file (in numbers and in words).
• Features of nested documents (for example, if some of them are torn).
• Surname, position and signature of the compiler of the file.

The company seal is put on the inscription so that its imprint was both on the sticker (that is, on the inscription itself) and on the sheet.

How to fix bugs

The main requirement for filed documents is inviolability. If an inaccuracy is made somewhere - for example, they forgot to attach a document, then it is necessary either to file it as a separate volume, or to disassemble the whole file and reflash it again. No attachments or additions are allowed in the bound case.

If errors occurred in the numbering, then the use of lettered numbering is allowed. This means that the same number is put on the missing sheet, but a letter is added to it, for example: 15, 16, 16a, 16b, 17 ...

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

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

on delivery of documents on personnel

for storage in MBU "Municipal Archive"

(approved by the decision of the EC MU "Municipal archive of Tobolsk", project No. 5 dated 05/30/2009)

To submit documents on personnel for storage in the MBU "Municipal Archive" it is necessary to submit the following documents

No. p / p	Name of documents	Qty	Note
	Letter of acceptance of documents on personnel for municipal storage indicating the number of storage units, names of documents, dates of documents	1 copy
	Solution arbitration court	1 copy	Copy
	Constituent documents	1 copy	Copy
	Agreement with MBU "Municipal Archive" for the examination of the value of the liquidated organization		if necessary
	Historical background on the liquidated organization	1 copy
	Description of cases by personnel	4 copies
		4 copies	If necessary
	Act on the allocation of documents for the destruction of documents that are not subject to storage	2 copies	if necessary
We remind you that files must be handed over in special archival boxes designed to store files and in an orderly state. Also, we inform you that the Federal Law “On Archiving in the Russian Federation” was amended on March 2, 2016 on the terms of temporary storage of documents on personnel, documents until 2003 are stored for 75 years, documents after 2003 are stored for 50 years. The document can be downloaded for review.

memo

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

MBU "Municipal Archive"

1.Organization of documents and cases

1.1. Carrying out an examination of the value

After a decision has been made to declare the debtor organization bankrupt and to open bankruptcy proceedings, the bankruptcy trustee takes control of the documents generated in the activities of the debtor organization, and conducts their inventory.

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

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

For documents from expired storage, an act for destruction is drawn up.

Documents on personnel in an orderly state enter the archive.

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

1.2. Formation of cases

When forming cases, the following rules are observed:

Documents are placed in the file, corresponding in their content to the heading of the case;

Only one copy of the document is included in the file, with the exception of documents that have notes that supplement the content 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 USSD (have a signature, date, mark of certification of the copy, if necessary, seal, stamp of approval);

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

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

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

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

Documents in personal files are formed in the order of receipt;

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

Applications are placed along with the main documents;

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

2. Registration of cases

2.1 File filing

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

There should be no metal fasteners (paper clips, pins, etc.) in the files.

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

Large documents stored folded are bound at the left edge.

2.2. Numbering of sheets in the case

All sheets, except clean ones, must be numbered with a black graphite pencil in the upper right corner, in Arabic numerals; wherein;

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 is subject to re-stitching and is 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 fix the features of their numbering, a certification inscription of the case is drawn up on the certification sheet.

In the certification inscription, in numbers and in words, the number of sheets numbered in this case is indicated, the features of the numbering and the physical condition of the documents of the case are specified: lettered and missing numbers, the physical state of the case.

An example of filling out a case certification sheet

A4 format (210 ´ 297)

CERTIFICATE SHEET OF THE CASE

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 ____________________________________________

Features of the physical condition and the formation of the case	Sheet numbers
In the case there are diagrams, maps Refurbished	Sheets No. 15, 67 Sheets No. 67, 78

Name

Positions

Employee Signature Signature transcript

the date

2.4. Case cover design

The case cover must contain the following information:

Name of the organization and direct subordination;

Case index;

case title;

Start and end dates of the case (volumes, parts);

Number of sheets in the file;

Mark - keep "permanently", or "keep 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 on the cover is transferred from the nomenclature of cases. If necessary, additional information and clarifications are entered in the heading of the case (the extreme numbers of orders, protocols, etc. are affixed).

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 latest 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 tightly glued to the cover with PVA glue.

case cover template

A4 format (210 ´ 297)

MBU "Municipal Archive"

Case No. 01-02

Order

personnel archive,

documents for them

Volume 1. Orders No. 1-52

Keep 75 (50) years

On 210 sheets

№ 15

According to op. No. 2

2.5. Drawing up an internal description of the case

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

The internal inventory indicates the serial number, full name, 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 DESCRIPTION

case documents No. _____

No. p / p	Document Index	the date document	header document	Number sheets affairs	Note

Total ______________________________ documents

(in numbers and words)

Number of sheets of the internal inventory ______________________________________

(in numbers and words)

Job title of the person

compiled an internal inventory

case documents Signature Signature transcript

the 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 by nominal sign in the following sequence:

Orders (instructions) on personnel

Personal accounts (payroll statements)

Personnel lists

Cards f.T-2

Personal things

Acts of accidents

Employee sheets harmful professions

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

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

At the end of the inventory, a final entry should be made after the last descriptive article.

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 is opened, and are systematized alphabetically.

Form of the annual section of the inventory of cases

by the personnel of the organization

Name of company APPROVE

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

DESCRIPTION No. ____________________ Signature Explanation

Signatures
personnel matters the date

in a year

No. p / p	Case Index	Case title	Deadlines	Shelf life	Quantity sheets	Note

AT this section descriptions submitted by _____________________________________________ cases

(in numbers and words)

from No. ______ to No. ______, including:

letter numbers: ____________________

missed numbers: _________________

Job title
inventory compilerSignature Signature transcript

Archive manager

organizations Signature Signature transcript

the date

AGREED

Protocol of the CEC (EC) __________________

(name of company)
from no.

3.2.Historical background

The historical note highlights:

-historical conditions in which the enterprise arose;

- name of the predecessor organization;

- the 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 the liquidation and reorganization of the enterprise, indicating the regulations;

- name of the successor organization .

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

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

The numbers of the corresponding pages are indicated against the title of each part.

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

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

3.4. Help for missing cases

The bankruptcy trustee draws up a certificate of missing documents on personnel. The certificate indicates the name of the document and why it is missing.

3.5. Compilation of the title page

The title page states:

The name of the fund;

Fund number;

Number and name of the inventory;

Dates of cases included in the inventory.

Before the name of the fund, the full name of the municipal archive is written.

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 cases for several years are included in the inventory with interruptions, then only those years for which documents are available are affixed on the title page.

Title page form

A4 format (210 ´ 297)

"MUNICIPAL ARCHIVE OF TOBOLSK"

MUNICIPAL BUDGET INSTITUTION

"MUNICIPAL ARCHIVE OF TOBOLSK

Tobolsk, Tyumen region

December 29, 2004 -

Fund No.

DESCRIPTION No. 2

Personnel affairs

for 2005 - years

3.6 Drafting a preface

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

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 activities, the range of institutions and enterprises with which it was associated, its structure and functions; change in the name, structure and jurisdiction of the enterprise, indicating regulations; date and reasons for the liquidation and reorganization of the enterprise, indicating normative act; the name of the successor organization.

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

The preface is compiled in 4 copies.

SCROLL

personnel documents

Section 1. General to all organizations documents,

included in the List of typical managerial

documents generated in the activities of organizations,

with indication of storage periods (M., 2000)

article no.	Document names	Shelf life (years)
	Orders for admission, transfers, dismissal, long holidays (for child care, without conservation wages), about bonuses, name change; assigning a class rank civil servant, increasing the class (rank) of an employee, investigating an accident with an employee, filling a vacant position, business trips abroad (departure for work in another country), on the internship of students (if they received a salary), - for preferential specialties (harmful professions) About study holidays, about sending to courses advanced training, other distractions from main work, work with an abbreviated (incomplete) daytime special conditions labor	75 (50)
	Regular arrangements	75 (50)
	Personal accounts	75 (50)
	Documents for the issuance of wages (primary)	75 (50) - in the absence of personal accounts
	Billing sheets
	List of professions with harmful conditions labor at the place of development and approval	Constantly included in description of personal affairs composition
	Lists of workers in production with harmful working conditions	75 (50)
	Report cards and outfits for workers of hazardous professions	75 (50)
	Acts of investigations of occupational poisonings and diseases
	Books, accident registers, accident records	Constantly included in description of personal affairs composition
	Documents on industrial accidents and accidents special cases (acts, conclusions, reports, protocols, references) at the scene of the incident Associated with human sacrifice -	Constantly, included in the inventory of cases on a personal basis composition
	Notes replacing orders on personnel	75 (50) (except 5 year old shelf life)
	Personal files of employees	75 (50)
	Employment contracts, agreements not included in personal files	75 (50)
	Personal cards of employees (including temporary)	75 (50)
	Characteristics of workers without personal affairs	75 (50)
	Unclaimed original personal documents (employment records, diplomas, certificates, certificates, certificates)
	Documents of competition commissions for substitution vacancies, election to the post of persons who do not have personal affairs (extracts from protocols, lists of works, reports)	75 (50)
	Minutes of meetings of commissions for the establishment of seniority for the payment of bonuses for seniority	15 (with, absence orders - 50)
	Lists of employees	75 (50)
	Cards, pointers to orders on personnel	75 (50)
	Books, magazines, accounting cards: a) hiring, moving, firing workers e) personal files, personal cards, employment contracts e) issuance of work books and inserts to them	75 (50) 75 (50) 50 (50)
	Documents on submission for awarding state and departmental awards, conferring titles, awarding awards in representing organizations	75 (50)
	Applications for issuance of duplicate documents to state awards in exchange for lost ones, documents for them (applications, certificates, etc.) in other (applicant) organizations	75 (50)
	Lists of employees retiring on a preferential pension
TP 1989	Residence registration books (house books)	75 (50)
	Deputies' personal registration cards	75 (50)
	Minutes of meetings of shareholders, founders, meetings of the board on personnel issues	75 (50)
	Section 2. Documents on obtaining higher and secondary education according to the Model Nomenclature higher educational institution 1999 and List documents of the Ministry of Education of the USSR, 1981.
11-07	Minutes of meetings of the state attestation commission	75 (50)
10-03	List of academic council members	75 (50)
33-17	Personal files of students of the faculty of promotion qualifications (FPC)	75 (50) -V EPC