How to staple documents? — Kontur.Accounting

3 holes

This 3-hole firmware is somewhat more complicated.

It is done step by step as follows:

  1. First, use a needle and thread to make a puncture in the center of the sheet from the back side. How to staple documents? — Kontur.Accounting
  2. For the second puncture, we bring the needle and thread to the back side, and make the hole 3 cm higher than the first. How to staple documents? — Kontur.Accounting
  3. We make the last puncture below the first, bringing the thread to the title page. How to staple documents? — Kontur.Accounting
  4. Next, we pass the needle and thread through the middle hole on the back side. How to staple documents? — Kontur.Accounting
  5. Now we carefully pull together the stitched sheets, cut the thread and tie its ends into a knot. How to staple documents? — Kontur.Accounting
  6. We cover the ends of the thread and the knot with a sticker intended for certification. How to staple documents? — Kontur.Accounting

Tax returns and LLC charters are stitched together in a similar way.

4 holes

I use this firmware scheme when preparing particularly important documents.

It is more convenient to make holes for it first. You can pierce them using a drill or hole punch, depending on how many sheets the documents contain.

Flashing documentation into 4 holes is done step by step like this:

  1. We begin to insert the thread from the back into the second hole. How to staple documents? — Kontur.Accounting
  2. Then insert the needle into the lowest hole. How to staple documents? — Kontur.Accounting
  3. Repeat the thread through the second hole. How to staple documents? — Kontur.Accounting
  4. Next, we go into the above hole from the front side. How to staple documents? — Kontur.Accounting
  5. We insert a thread into the upper puncture from the back. How to staple documents? — Kontur.Accounting
  6. Now in reverse order until we insert the thread into the hole from which we started. How to staple documents? — Kontur.Accounting
  7. Gently pull the stitches and tie the ends with a knot. How to staple documents? — Kontur.Accounting
  8. As in the first two methods, the knot is covered with a sticker on which a certification inscription is made. How to staple documents? — Kontur.Accounting

How to staple documents correctly?

How many years has there been a dispute about the fate of books, newspapers, paper documents? There are no fewer of them, neither the first, nor the second, nor the third. Maybe the growth rate is slowing down. Sometimes it becomes necessary to staple documents on several sheets. You can’t do this with a stapler, and you can’t glue it either. What should I do?

How to staple documents correctly? None of the authorities requiring this provide instructions, rules or models. Although, it would seem, well, take a photo of how to staple documents and everyone will be better off. And, after all, you need to stitch documents correctly, and not as you want, but “correctly” comes from the word “rule”.

Stapling documents correctly provides the greatest difficulty for forgery, and is therefore considered the most reliable way to preserve a multi-page (multi-sheet) document.

Unfortunately, there are no clear instructions and regulations (the same “rules”) for flashing documents. But there are general requirements of various authorities, for example, general recommendations for flashing documents in A4 format can be gleaned from the Methodological Recommendations for the Development of Instructions for Office Work in Federal Executive Bodies, approved. By order of the Federal Archive of December 23, 2009 N 76 and from GOST R 51141-98 “Office work and archiving”.

And when registering an LLC, the documents that currently regulate the filing of documents are “Requirements for the preparation of documents used for state registration of legal entities, as well as individuals as individual entrepreneurs dated 26.02.

And so on, but most of these regulations apply to documents stored for more than 10 years.

In general, the ability to correctly staple documents may be needed more than once. For example, when submitting reports, you need to staple documents to the Pension Fund, as well as staple documents for the tax office (for example, this could be a book of income and expenses*), etc.

Sometimes it is necessary for employees of the relevant departments to stitch documents at the bank. In the end, you need to constantly stitch together accounting and cash documents, do this when preparing documents for a tender, as well as when submitting documents for archival storage.

In principle, all accountants work with accounting programs; they can’t be done without them now. But most often papers have legal significance, because documents in email form have legal force only if they are signed with a digital signature.

And in this case, duplication on paper is not required. This applies to invoices and many other documents. In principle, if you want to try to work without paper, or reduce it, and also do all the calculations with ease, then you can turn to the number one online accounting service in Russia – “Kontur Accounting” from all accountants of the well-known company SKB Kontur.

The most popular area of ​​accounting for which online accounting is used is payroll – it has the most affordable tariff – 1,500 rubles per quarter (including reporting)! This is a very interesting alternative to 1C, and you can work with databases downloaded from 1C!

Many will be surprised, but you don’t need to study to work in the Accounting Contour, much less take paid courses, etc. It’s very easy to start dating/working; after a quick and simple registration, you can use the service for a whole month.

But this is all good and beautiful, but the accounting department will have to work with papers for a long time, and it needs to be done now! And since you need to staple different documents that have different meanings, the shape of the sheets, the thickness of the case (stacks of sheets), then the recommendations/rules/practices have several options for step-by-step instructions.

Probably, for convenience, you need to divide the stitching objects:

  • several sheets of A4 format;
  • accounting, including cash documents, documents.

Purely external difference – the first are stapled on their own (as a rule, each document is stapled separately), the latter can be stapled into files (each case can consist of any number of documents), accordingly, they can have cardboard crusts.

To understand how to properly staple documents, you can look at the photo on how to staple documents using the simplest example – for a document of several A4 sheets:

But if you want to watch the video instructions, you can refer to it. To prevent the video from duplicating the photo, another situation will be presented when documents can/should be stapled in the upper left corner.

So, what you need to prepare before stitching documents:

  • document(s);
  • print (if there is one, it is not always needed, but it is unlikely to be superfluous);
  • threads (severe);
  • needle;
  • hole punch;
  • office glue;
  • sticker paper measuring approximately 4*6 cm.

Then on the left side of the sheet, at a distance of about half the field without text, holes are made with a needle in the amount of three to five pieces. The punctures should be located symmetrically at a distance of 3 cm and strictly vertically.

So, let’s deal with everything in order.

Preparing documents for archiving

In the process of their work, employees fold documents as they arrive by punching them into arched folders with a regular hole punch. They are immediately assigned a number with the nomenclature and the name is printed and inserted into the end (we will need it later). At the end of the month (!), a register of documents is compiled (usually from 1C – this is easily done there).

Applied from above. You can immediately number it (for example, incoming sf). There are, of course, times when there is no original yet, but then I include the fax, also number it and stick a sticker on it! When the original arrives, I simply replace them.

After the time we set, for example, half a year or a year, we do the following:

  • We take ordinary cardboard folders, tear out the pieces of iron (since they are usually poorly glued and do not withstand 5 years), make holes in their place and thread these pieces of iron through the outside (or you can also thread wire or ropes).
  • We simply put the already prepared stack of documents into the same holes, put the register, and on top of the cardboard folder I paste the long-printed name, which was stored at the end of the arched stapler… or you can just write it.
  • This process takes exactly 5 minutes!!! I know this for sure, I’ve been doing this myself for many years.

Several things are important here. comments:

  • It is advisable to immediately put the documents in chronological order, with the 1st number on top and the last on the bottom. In this case, you can transfer the entire pack at once in one movement;
  • it is advisable to prepare documents with a spacing of no more than 4 cm;
  • it is advisable to label folders like this: – at the top, – in the upper right corner, – and at the end;
  • the rope can be left longer and even tied into a bow: even if you glue the ends, it is possible in case
  • the need to photocopy – simply loosen (untie) the rope without unstitching the whole thing.

Next, we put all the rearranged, numbered cases (cardboard folders) into cardboard paper boxes – standing up (they are a little cramped, but they fit – checked!) and cover the top with a lid from the same box (so that did not gather dust).

On the boxes we glue a large printed list of to-dos that fit here. This folding allows for more economical use of space, and from the front you can clearly see what is stored and where!

Benefits of preparation:

  • The archiving process takes almost no time from employees.
  • Teaches you to initially fold documents neatly.
  • The registers attached above allow the chief accountant to quickly accept and check documents, and employees to quickly find the necessary documents within the file within the current year.

Step-by-step instructions for this procedure

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

Prepare the following tools and materials
: How to staple documents? — Kontur.Accounting

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

Procedure:

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

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

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

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Document systematization methods

Documents in the file can be systematized:

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

Document and personal registration data

Number list of works (volume)

View from 12.01.2022 №1

1

View from 13.01.2022 №2

2

View from 13.01.2022 №3

3

View from 16.01.2022 №4

4

View from 19.01.2022 №5

5

.

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

Document and its registration data

Case sheet number (volume)

Project “Astra”

1-10

Project “Cornflower”

11-20

Project “Gladiolus”

21-30

Project “Bell

31-40

Project “Mimosa”

41-50

[…]

  • Combined method
    – first, 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

Sheet separator

1

Ref. No. 53 from 01/14/2022

2–4

In. No. 243 from 01/16/2022

5–9

Ref. No. 105 from 01/23/2022

10

In. No. 341 from 01/28/2022

11

Correspondence with Vasilek LLC

Sheet separator

12

In. No. 14 from 01/12/2022

13–14

Ref. No. 18 from 01/13/2022

15

In. No. 201 from 01/15/2022

16

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

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