Hello everyone! Today we will tell you how to file documents correctly and without problems. Any enterprise or its structural division, no matter what its size, has at least once encountered such a need as filing documents.
This need arises if documents are being prepared for filing in the archives or for carrying out various types of legal procedures. There are several ways to file documents, which we will consider in this article.
Filing documents at the enterprise
At any enterprise during the year, a varying volume of documents is generated, some of which, after the expiration of the storage period, must be transferred to the archive. This category includes documentation that has already been executed, or papers related directly to the organization’s employees. In accordance with the established procedure, documents must be submitted to the archives after a year has passed from the date of completion of their circulation in office work.
Responsibilities that include the preparation of documents and their direct submission to the archive can be assigned to employees of the enterprise who are the persons responsible for document flow. In some cases, such responsibilities may be assigned to a secretary, accountant or any other responsible person. In any of the described options, such an obligation must be fixed by order.
In addition, the secretariat of a separate unit may be involved in the preparation of documentation for submission to the archive. In any case, the transfer of documentation can be carried out only after their final and complete execution, and nothing else.
Stages of filing documents
This procedure can be divided into several stages
• Documentation must undergo a mandatory check to ensure that it is correctly distributed into the appropriate groups of documents;
• It is necessary to start filing documents correctly;
• Checking document page numbering;
• It is required to properly format the accompanying inscription;
• Be sure to make an internal inventory of all documents;
• Correction of details indicated on the binding (if necessary). Here we are talking about the fact that there may have been changes in the names of the enterprise, its registration index, changes in deadlines or subheadings. In all these cases, changes must be recorded on the binding;
• Carrying out an inventory of documents that are being processed.
It is possible to file documents partially if their storage period does not exceed ten years.
In addition, is allowed
• Do not systematize documentation;
• Do not number all documentation;
• Refuse to use the certification inscription;
• Refuse to update the firmware documentation.
Legislative regulation of documentation filing operations
Document flow and related office work are very complex processes. There are often situations when documents that have already been prepared and deposited in the archive may be returned due to incorrect execution. This leads to a logical question: how to file documents correctly? This operation is regulated by Methodological recommendations in the field of office work. These recommendations are legally enshrined by the order of the Federal Archive, which came into force on December 23, 2009.
It is this legislative act that fixes recommendations on the procedure for filing documents. They should be adhered to in order to avoid the return of incorrectly executed documents and the archive’s refusal to accept them for storage.
The internal archive of each organization can store documents for a certain period of time, after which the documentation must be transferred for storage to state archives, or disposed of if the law allows it.
Periods for storing documentation in the archive
The law strictly regulates the periods during which documents must be stored. These deadlines directly depend on the type of documentation:
• Business books, notarial records, and documentation related to personnel must be kept for 75 years;
• keep all documents relating to the privatization procedure (transfer of state housing assets into private ownership) for 75 years;
• Patent documentation for inventions is stored for 20 years;
• Documentation related to capital construction has been tracked for 20 years;
• Documentation related to the implementation of design activities has been archived for 20 years;
• various kinds of scientific works and research must be stored for 15 years;
• all archival documentation of an organization whose activities are related to agriculture remains in storage for 5 years;
• various types of documentation related to film and photography activities are kept in storage for 5 years;
• 3 years – photo and video documentation.
In the event of liquidation or reorganization of an enterprise, all documentation that does not have a storage period must be transferred for storage to state archives. Documents related to the personnel of the enterprise are also subject to transfer.
If the organization is non-governmental, then in this case the legislation provides for special regulations on relationships. More specifically, the following principle applies: the law imposes a requirement to conclude an agreement with the Federal Archive Service, but if such an agreement is concluded late (for whatever reason), then the archive is obliged to accept only that package of documents that is directly related to the personnel organizations. But the fate of the remaining documents and the subsequent place of their storage must be decided by the chairman of the commission for liquidation of the enterprise.
Documents to be flashed
In accordance with the law, all documentation that consists of two or more pages is subject to firmware. This rule also applies to statutory documents. It is important that documents that are not subject to transfer for storage in the archive, of course, may not be stitched.
Why you may need to flash documents
The main factor influencing the need to flash documentation is that in this way they try to protect documents from possible removal or substitution of individual sheets. That is why documents must be stitched using threads and numbered. The documentation is then sealed.
The list of documents subject to firmware includes accounting and personnel documents, as well as the organization’s profit books, and other particularly important agreements.
In the additional list of documents subject to firmware, you can include copies and translations that have been notarized.
Documents that were prepared in this way are much easier to store, and they take up much less space. In addition, binding with threads and subsequent sealing allows you to be sure that the documentation has a holistic appearance. At the moment, no alternative methods that comply with the law have been invented.
How to properly file documents and submit them to the archive
After complete completion of all necessary documentation to be submitted to the archive, the final stage is filing. To begin filing documents, it is necessary to completely remove all metal objects, such as pins, paper clips and staples. After this, the documents are removed from the folder.
If the documents are already completed properly, a blank sheet is added to them, on which an accompanying inscription is drawn up. In addition, you can also add sheets to the beginning of the stack of documents that will be used to draw up an internal inventory. An alternative can be specially prepared inventory forms.
How many sheets can be filed in one folder
There is a statutory maximum number of sheets that can be stitched together and then constitute one file. Thus, the files must be completed in such a way that the total number of pages does not exceed 250 pieces. It is likely that over the course of the year the company has collected a large number of papers that must be archived. In this case, they are divided into separate volumes containing up to 250 sheets. In the standard procedure, the firmware is carried out using a hard cover.
If the sheets have different formats, then the firmware of such a volume must be carried out using four puncture points. This allows you to most reliably fasten sheets of different formats together.
When stitching documentation that has a long shelf life, it is allowed to stitch the sheets together with the cover, that is, through them.
In the case of documentation that has standard shelf life, binding is carried out as follows: binding begins with the sheet that is next after the binding. After this, a cardboard spacer is placed on top of the first sheet, after which the whole thing is stitched. The cardboard spacer is used to protect the threads from rapid wear.
It is worth remembering that documentation can be stored forever, so you should control the boundaries of the firmware. That is, the threads should not interfere with the text, and it should be easily legible even after the firmware procedure.
It is possible to store documents directly in the folder. But only if the storage period for this documentation does not exceed 10 years.
Some enterprises use a special machine – a booklet maker. However, this method of binding documents is acceptable only for internal storage and is unacceptable for archival filing.
The next stage of document preparation is their numbering. Numbering is carried out for convenience when working with documentation. This is done using a black pencil or a special numberer. Page numbers are placed in the upper right corner of the document exclusively on the front side. When numbering, it is important to remember that page numbers should not overlap the main text, and numbering should not be done using colored pencils or ink.
To make binding documents easier, you can use archival folders, a drilling machine, or a binding machine.
A separate standard applies when flashing documents related to bank cash transactions. In this case, the thickness of the already stapled document folder can reach 10 centimeters.
Preparatory work for flashing documents
Before you start stitching, you need to align the entire stack of papers. If the papers are of different formats, they need to be laid out so that it would be convenient to puncture.
After the laying is done, it is necessary to make punctures or drill holes using a special machine or a regular drill, so that you can easily file documents later. The number of holes can be from 2 to 5. Some specialized machines can also immediately thread the thread into the prepared holes. If drilling is done using a conventional drill, you should make sure that the holes do not move.
When stitching documents manually with thread, you will need a needle and thread. Firmware is installed through two holes. After stitching, the ends of the thread must be tied, on the back side of the document, and then a small strip of paper is glued to the resulting knot.
After this, it is necessary to draw up a certification note containing information about the number of sheets filed and who certified the file. This procedure is carried out so that the seal and inscription protrude beyond the boundaries of the glued strip of paper.
Then the pages must be numbered. As practice shows, it is not so difficult to file documents manually, however, if more than 5 sheets are stitched, then it is quite problematic to pierce them with a needle. In this case, you can use a hole punch.
Lacing with a hole punch
As we mentioned earlier, it is quite problematic to pierce more than 5 sheets together, so you can use hole punchers or electric hole punchers. With such firmware, you need to do the following: place 4 holes on the field of the documents being stitched, making sure that the text remains readable, and then perform lacing.
Documents certified by a notary, contracts, cash books, banking documents, as well as registration journals and personal files are subject to lacing.
Accompanying inscriptions when filing documents
Upon completion of the procedure for stapling and numbering documents, it is necessary to draw up a certification inscription. As a rule, the certification must contain information about the number of pages bound and the features of the documents included in the firmware, and then attached to the back of the case.
The certification must be signed by the head of the organization.
Also, it should be noted that the accompanying inscription must contain the signature of the responsible person and its transcript. Then it is also glued to the case, securing a knot of threads of the firmware and certified with a seal, which is placed on the border of the sticker and the sheet of the case itself.
We hope that you correctly understood how to file documents at an enterprise.