How to merge two Word documents into one

What thread should I use to stitch documents?

  • If you do not take the filing of documentation seriously, then the papers prepared for delivery may simply be returned to you with the requirement to completely redo the firmware. Therefore, it is advisable to familiarize yourself with the rules of stitching and the basic requirements before serious errors are made in the firmware of documents.
  • Another option to solve the problem is to turn to professionals. If you don’t have time to study the issue of firmware documentation, then you can entrust this to the specialists of a printing company. It will take 10-30 minutes to stitch documents with a plastic or metal spring with a cover.
  • But there is a certain risk in entrusting your documents to a third party: the papers may contain trade secrets.
  • Therefore, you should carefully read the instructions once on how to stitch documentation of various formats using ordinary threads or a stapler.
Какой нитью сшивать документы
What thread to stitch documents with
  • The documentation is sewn together with bank twine, thin Mylar tape or stitching threads. But if there are no such threads, then ordinary harsh threads will do.
  • 2-3 sheets are sewn together with regular thread. It needs to be folded in half for strength. The stitching process begins with holes being made in the sheets. The stitching is done from the back side of the sheets assembled together.
  • The needle is inserted into the middle hole first. It is better to use dual firmware. When the stitching is completed, the needle and thread are inserted into the central hole and brought out to the back of the assembled documents. The remaining end of the thread must be tied in a knot.
How to merge two Word documents into one
The documentation is sewn together with bank twine, thin Mylar tape or stitching threads

How to stitch documentation with thread

Preparing accessories:

  • needles with thread of suitable thickness
  • documents that need to be stitched
  • an awl or other tool for making holes in paper
  • organization seal
  • stationery glue

We stitch the document in 3 stages:

  • Preparing papers for stitching. To do this, you need to arrange them into groups
  • Check if the numbering is correct
  • Sew
  • We draw up an accompanying inscription.
  • We are preparing an internal inventory.
  • We certify the finished work
Готовим документ
Preparing a document

For a bound package of documents the following is allowed:

  • skip the stage of document systematization
  • distribute documents without numbering
  • it is possible to submit documents without a certification
Прошитые документы заверяются
Bound documents are certified

Stage 1:

  • We lay out the papers as they should be located in the document. We number each page with numbers in the upper right corner. For this we use a simple pencil.
  • We make punctures. If our document is made up of several sheets, then a puncture can be easily made with a needle and thread. We pierce a multi-page document with an awl or use a sharp nail. To facilitate the process of piercing the paper, take a hammer.
  • How many holes should I make? This depends on the requirements of the organization that is requesting the documents. The punctures should be evenly spaced along the left margin. Holes are made in the middle of the sheet, the distance between them is 3 cm.
На прошитые документы клеится лист бумаги. на нем ставится печать, подпись и дата
A sheet of paper is glued onto the bound documents. It is stamped, signed and dated
  • Five holes are made for particularly important documents. This is the most reliable way to protect papers from substitution.
  • We certify the document: prepare a piece of paper measuring 4 by 5-6 cm. We indicate on it the number of sheets stitched in numbers and in words. We add here the position, surname, first name and patronymic of the person who certifies the documents.
Правильно прошитый документ
Correctly bound document: back side
  • Apply glue and place this sheet on the place where the knot is located and the threads meet. We take the short ends of the threads beyond the leaf so that they hang freely. The document certifier signs. If there is a stamp or it is necessary on the document, then we put a stamp. Here you should not just sign or put a seal, but do it in such a way that part of the signature and seal extends beyond the border of the pasted sheet.

Appendix n 20. rules for registering cases and preparing cases for transfer to archival storage order of the Federal Archives of December 24, 2020 no. 199 on approval of methodological recommendations for the development of instructions for office work in state bodies and local governments

Appendix N 20

 

RULES

REGISTRATION OF CASES AND PREPARATION OF CASES FOR TRANSFER

FOR ARCHIVE STORAGE

 

Registration of cases on paper, subject to transfer to the archives of a state body, local government body, provides for [89]
:

– filing documents for a file or binding a file;

– numbering of sheets in the file;

– drawing up a document certifying the case;

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

– registration of details for the cover of the case.

The cover (title page) of the case of permanent, temporary (over 10 years) storage and personnel records is drawn up in the prescribed form ( Appendix No. 22
to these Methodological Recommendations). Inscriptions on the covers of cases (volumes) should be written in ink, legibly, without abbreviations. If a title page made by typographical or other printing method is pasted onto the cover, then the inscriptions on it can also be printed. It is recommended to paste the title page with glue over the entire surface of the sheet so that no voids are formed under it.

Details are indicated on the cover of the case:

– name of the state body, local government body (fund founder);

– name of the structural unit of the fund creator, office number (index) of the case (case index according to the nomenclature of cases);

– case title;

– date of the case (volume);

– number of sheets in the file;

– storage period of the case and article number according to the list;

– archive cipher of the case.

Details placed on the cover (title page) of the case are drawn up as follows:

– the name of the state body, local government body is indicated in full in the nominative case, indicating the officially adopted abbreviated name, which is indicated in brackets after the full name. In cases where during the year for which the cases are being processed, a state body or local government body was renamed (transformed) and this did not cause the emergence of a new fund-former, a new name is written under its old name;

– name of the structural unit: its name is recorded in accordance with the approved structure (if during the year the name of the structural unit changed or the case was transferred to another state body, local government body or other structural unit, the old name is placed in brackets, the new the name is written under the old one);

– office number (index) of the case: the digital designation (index) of the case is indicated according to the nomenclature of cases; if a case consists of several volumes, then on the cover of the first volume the number of volumes of this case is indicated, and on subsequent volumes – the number of the next volume; on the last volume, the word “last” is added after its number;

– the title (name) of the case is transferred from the nomenclature of cases; if necessary, clarifications are added to the title: numbers of orders, protocols, etc. If the title of the case does not reveal the contents of the documents filed in it (“Miscellaneous correspondence”, “Correspondence on general questions”, etc.), a new title of the case is drawn up, reflecting the contents of the documents filed in the case;

– date of the case: the year(s) of establishment and end of the case in office work are indicated. The date of cases containing administrative documentation, as well as for cases consisting of several volumes, are the extreme dates of the documents of the case, that is, the dates (day, month, year) of registration (compilation) of the earliest and latest documents included in the case. In this case, the date (two characters) and year (four characters) are indicated in Arabic numerals, the name of the month is written as a word. If the case includes documents (appendices, etc.), the dates of which go beyond the last dates of the case, then under the dates of the case, on a new line, an entry is made about this: “The case contains documents for . year(s).” Case dates may not appear on the cover of cases containing, for example, annual plans or reports, as these are reflected in the case titles.

For cases formed from documents on a nominal basis, that is, by type of document (orders, instructions, acts, etc.), the start date of the case is the date of signing or approval of the earliest document, and the end date is the date of signing (approval ) the most recent document.

The date of a file containing minutes of meetings is the date of approval (if approved) or the dates of the first and last minutes included in the file.

The deadlines for a personal file are the dates of signing orders for the admission (appointment) and dismissal (dismissal) of the person for whom it was opened. In the event of the death of a person for whom a personal file has been opened, the end date is the date of the document confirming the death of the person, or a record of this by a personnel service employee.

For cases containing correspondence, the start date of the case is the date of receipt of the first incoming or the date of the first outgoing document, and the end date is the date of the latest incoming or outgoing document, regardless of their location in the case.

The number of sheets numbered in the case is indicated on the basis of the document certifying the case, without taking into account the number of sheets of the internal inventory of the case documents and the document certifying the case.

The detail “Retention period of the case and number of the list article” is transferred to the cover of the case from the corresponding nomenclature of cases after checking it with the retention period specified in the list of standard documents or in the list of documents generated in the activities of a state body, indicating the retention periods ( When new lists of documents with retention periods are put into effect, old entries are crossed out, and new data is written on top or next to them). On permanent storage files it is written: “Keep permanently.”

The archival case code (consists of the fund number, inventory number and case number according to the inventory) on the covers of permanent storage cases is stamped in ink in the archives of a state body, local government body only after these cases are included in the annual sections of the consolidated inventories of cases, documents, approved by the EPC of the relevant federal archive, the EPC of the corresponding authorized executive body of the constituent entity of the Russian Federation in the field of archival affairs or by the state (municipal) archive in accordance with the powers granted to them (before this it is marked in pencil).

On the covers of permanent storage cases, space is provided for the name of the state (municipal) archive to which the cases will be transferred, codes of the state (municipal) archive and state body, local government according to the All-Russian Classifier of Enterprises and Organizations (OKPO) and the All-Russian classifier
bodies of state power and administration (OKOGU).

The names of the founder and structural unit, the year and case number can be stamped on the cover.

In order to ensure safety and consolidate the order of arrangement of documents included in the file, all its sheets, except blank sheets, the certification sheet and the internal inventory, are numbered in expanded form in Arabic numerals, gross numbering. Blank sheets of paper are removed from the case (without damaging the integrity of the case) and destroyed. The sheets are numbered in pencil from top to bottom in ascending order of numbers, starting from the first. The numbers are placed in the upper right corner of the sheet, without affecting the text of the documents. The internal inventory sheets are numbered separately.

Sheets of cases consisting of several volumes are numbered for each volume or part separately, starting from the first. Attachments to the case, received in a binder, are drawn up as independent volumes and numbered separately.

Documents with their own numbering of sheets, including printed publications, are numbered in the general order or retain their own numbering if it corresponds to the sequential arrangement of sheets in the file.

Photographs, drawings, diagrams and other illustrative and specific documents that represent an independent sheet in the file are numbered on the reverse side in the upper left corner.

A folded sheet of large format (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; and the sheet, folded and hemmed in the middle, is subject to re-stitching and is numbered as one sheet.

A sheet with firmly pasted documents (photos, clippings, extracts, etc.) is numbered as one sheet; At the bottom or on the back of such a sheet, an inventory of the documents pasted on it is made. In the internal inventory and in the certification sheet at the end of the case, a reservation is made about such sheets. For example: “On sheet 6 there are 5 photographs pasted according to the inventory on the back of the sheet.”

Maps and diagrams glued together from several sheets are numbered as one sheet. On such sheets, on the back or in a space free from text, the number of sheets in the gluing is indicated. In the internal inventory and in the certifying sheet of the case, a reservation is made about such sheets. For example: “Sheet 7 – a glued card of 10 sheets.”

If other documents (text inserts, translations, clippings, certificates, etc.) are glued to a document (sheet) with one edge, then each document is numbered separately, with the next serial number.

Envelopes with attachments filed into the case are numbered: first the envelope, and then each attachment in the envelope with the next number. The most historically and artistically valuable documents (drawings, manuscripts, graphics, etc.) are not filed, but placed in envelopes.

If many errors are made in the numbering of sheets, the entire case is numbered again. In this case, the old numbers are crossed out with one slash and the new sheet number is placed next to it. At the end of the case, a new document certifying the case is drawn up, while the old document certifying it is crossed out, but remains in the file; corrections are also made to the internal inventory or the internal inventory is compiled anew.

If there are individual errors in the numbering of sheets in files when preparing them for submission to the archive, it is allowed, in agreement with the archive, to use lettered (with letter additions) sheet numbers.

After completing the numbering of the sheets, a document certifying the case (certification inscription) is drawn up and placed at the end of the case. The certifying sheet is drawn up in the case on a separate certifying sheet in the prescribed form ( Appendix No. 23
to these Methodological Recommendations). The certification sheet indicates in numbers and words the number of sheets in this case, notes the features of individual documents (drawings, photographs, drawings, etc.) and the physical condition of the documents (blots, illegible text, torn sheets, etc.).

The certification sheet is signed by its compiler, indicating the position, transcript of the signature and the date of compilation.

To record documents of certain categories of permanent and temporary (over 10 years) storage periods, the recording of which is caused by the specifics of this documentation (especially valuable, personal files, files with restricted access documents, etc.), an internal inventory of case documents is compiled ( Appendix N 24
to these Methodological Recommendations).

An internal inventory of case documents is also compiled for voluminous files with permanent and temporary (over 10 years) storage periods, if they are formed according to types of documents, the headings of which do not reveal the specific content of the documents, for the purpose of recording and faster finding of documents in the case. In addition to the documents filed in the case, the internal inventory must also include all appendices related to them.

Internal inventory sheets are filed at the beginning of the case. If the case is bound or filed without an internal inventory of documents, then the internal inventory drawn up in the prescribed form is pasted over the top edge to the inside of the front cover of the case.

The need to compile an internal inventory of case documents for individual cases is determined by the Instructions for the records management of a state body or local government body.

The internal inventory of case documents contains information about the serial numbers of case documents, their indexes, dates, headings and numbers of sheets of the case on which each document is located. A final record is drawn up for the internal inventory of case documents, which indicates in numbers and in words the number of documents included in it, attachments to the case and the number of sheets of the internal inventory.

If the composition of the case documents changes (withdrawal, inclusion of documents, replacing them with copies, etc.), these changes are reflected in the internal inventory in column
A “Note” with links to the relevant acts and, if necessary, a new final record is drawn up.

The internal inventory of the case documents is signed by the compiler, indicating the position, transcript of the signature and the date of compilation.

Documents in the files of permanent, temporary (over 10 years) storage periods and on personnel are filed with four punctures with strong threads 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 . The text should not be closer than 2 cm to the binding line, and the sheets should not protrude beyond the edges of the cover. In cases where the text on a document is located close to the edge of the sheet, a strip of paper is glued to such a sheet, with which the document is filed (bound) into the file.

Management resolutions and visas, drawn up on separate sheets, are placed in front of the document to which they relate, and are filed in the file in that order.

When preparing files for filing (binding), the correctness of their formation and design is checked, and metal fastenings (pins, paper clips) are removed from the documents.

In permanent storage cases, duplicate copies of documents, drafts, unformed copies of documents and documents not related to the issue with temporary storage periods are subject to seizure.

Permanent storage files consisting of documents of special scientific-historical, artistic and other value or non-format documents (maps, diagrams, plans, drawings, photographs and other large format documents), for the purpose of their safety and ease of use, are not filed in cases, and are stored folded in closed hard folders with three flaps and with ties or in cardboard cases (boxes) as attachments to cases. For each folder (box), an internal inventory of the documents contained in it is compiled.

If documents with different retention periods were filed in the case during its formation, then the case is expanded and new cases are formed based on the retention periods of the documents. In this case, documents with expired storage periods are destroyed according to acts in the prescribed manner.

Covers of cases with documents executed on standard sheets must have dimensions of 229 x 324 mm. Covers of cases with documents made on non-standard sheets may have dimensions corresponding to the dimensions of the sheets filed in them.

Case covers with documents that have long (25 or more years) shelf life must be made of hard cardboard. Acid-free cardboard is used for covers of cases submitted for state storage.

To protect documents from mechanical damage, strips of thin cardboard are pasted on the first and last sheets of a file or volume before stitching, through which a cord is passed.

When registering cases, the use of office (silicate) glue, flour and starch pastes is not allowed.

In accordance with clauses 7.12
7.13
Rules of office work, preparation of electronic documents for transfer to the archives of a state body, local government body is carried out in accordance with Rules
2021, providing [90]
:

– preparation of electronic files, documents for transfer to the archives of a state body, local government body is carried out by a structural unit – the user of the relevant information system together with the Office Management Service and the unit (employee) ensuring the functioning of the information system;

– when preparing electronic documents selected for transfer to the archives of a state body or local government body, the following basic procedures for working with documents are performed:

– conversion of text electronic documents into the archival storage format PDF/A-1 or another format in agreement with the archive of a state body, local government body, if the electronic document was created or included in the system in a different format;

– formation in the information system of inventories of electronic files, documents of structural divisions;

– formation in the information system of a state body, local government body of containers of electronic documents, including: content and metadata of an electronic document, files of electronic signatures, a visualized copy of a text electronic document in PDF/A-1 format or another format as agreed with the archive state body, local government body;

– formation in the information system of a state body, local government body of electronic files, which are a set of containers of electronic documents or a container of an electronic document;

– migration of electronic documents to physically separate tangible media, if the documents are transferred to the archives of a state body or local government not through information and communication channels;

– checking the reproducibility of electronic documents;

– checking electronic documents for the presence of malicious computer programs;

– formation of a transport container containing electronic files included in the inventory of electronic files, documents of a structural unit (inventory of permanent storage files, temporary (over 10 years) storage periods, personnel files).