How to staple documents correctly
“Personnel officer. Personnel records management”, 2021, N 11
HOW TO CORRECTLY STITCH DOCUMENTS
The article describes all the nuances of the rules for flashing documents. Readers will learn how to correctly number, draw up an inventory, and transfer personnel documents to the archive .
The article was published in the magazine “Good Secretary”, N 8, 2021.
It would seem that there is no easier task than stitching documents. Meanwhile, it is not uncommon for documents prepared for archiving to be returned. Change it, renumber it, add an inventory. This, on the one hand, is easy, and on the other hand, an important process requires special diligence, attention and knowledge of certain document flow rules. Unfortunately, there are no clear instructions and regulations 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”.
Most often, the need to flash documents arises when sending a package of documents to a tender and during archival processing of cases. The generally accepted rules for flashing documents of both directions are almost identical.
The numbering of sheets in files is necessary to fix the order of documents after stitching (lacing) to ensure their safety. It is necessary to number all sheets in the file, except for the inventory. We must remember that it is the sheets that are numbered, not the pages of the document. If this is not tender documentation, when all the documents necessary for submission are submitted in a certain order, then the documents must be filed in chronological order. Or, if justified by common sense, according to some other understandable system – in alphabetical order or in the order of entry into the organization. If the document file contains an envelope with enclosed sheets, then number the envelope first, then each enclosed sheet in turn. 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 or parts are numbered for each volume or part separately, starting from the 1st. Attachments to the case, received in a binder, are drawn up as independent volumes and are also 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 formats) 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 a sheet folded and hemmed at 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 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 certification at the end of the case, a reservation is made about such sheets. For example: “Sheet 7 – a glued card of 10 sheets.”
If other documents are glued to one edge of a document (sheet) (text inserts, translations, clippings, certificates, etc.), then each document is numbered separately, with the next serial number. If there are many errors 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 certification inscription is drawn up, while the old certification inscription is crossed out, but remains in the file; corrections are also made to the internal inventory, or the 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, upon agreement with him, to use lettered (with letter additions) sheet numbers.
After completing the numbering of the sheets, a certification inscription is drawn up, which is located at the end of the case. The certification inscription is drawn up in the case on a separate sheet – the witness of the case. It indicates in numbers and in words the number of sheets in a given case, notes the features of individual documents (drawings, photographs, drawings, etc.) and the physical condition of the documents (blots, illegible text, torn sheets, etc.).
┌───────────────────────────────────── ──────── ────────────────────────────┐
│ Certification sheet for case N ____ │
│ The file has ______________________ sheet(s) filed and numbered, │
│ (in numbers and words) │
│ including: │
│ letter numbers of sheets _____________________________________________;│
│ missing sheet numbers __________________________________________ │
│ sheets of internal inventory __________________________________________.│
│┌──────────────────────────────────── ──────── ───────────┬───────────────┐│
││ Features of the physical condition and formation of the case │ Sheet numbers ││
│├──────────────────────────────────── ──────── ───────────┼───────────────┤│
││ 1 │ 2 ││
│├──────────────────────────────────── ──────── ───────────┼───────────────┤│
│└──────────────────────────────────── ──────── ───────────┴───────────────┘│
│Job title │
│employee Signature Explanation of signature│
│A4 format (210×297 mm) │
└───────────────────────────────────── ──────── ────────────────────────────┘
The certification is signed by its originator, indicating the transcript of the signature, position and date of preparation. The number of sheets in the case is indicated on the cover of the case in accordance with the certification inscription.
To record documents of certain categories of permanent and temporary (over 10 years) storage, 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.
Inventory of documents
For each set of documents bound, it is necessary to have an inventory. The inventory is not numbered and must contain the following data: name of the document, date of compilation of the inventory, title (possibly with an annotation – for what purpose the set of documents is intended), a listing of all filed documents indicating the number of sheets, surname, position and signature of the inventory compiler.
Limited Liability Company
Inventory of documents
Total ________________________________________________ documents.
(in numbers and words)
Accountant ____________________ Zaitseva T.V.
Covers of cases with documents executed on standard sheets must have dimensions of 229×324 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 binding, through which a cord is passed.
When registering cases, you should not use office (silicate) glue, flour or starch pastes.
Firmware for documents
1. In the left margin (half of the free margin, in order to preserve the readability of the document texts when flipping through the file) of a multi-page document, three holes are made with a needle or an awl, or all pages are punched with a hole punch at the same level. The holes are made symmetrically along the height of the sheet. The distance between the punctures is usually 3 cm, and they are located strictly in the vertical center of the sheet (two holes are rarely used).
2. It is best to stitch documents using a stitching needle with bank twine or stitching threads LSh-210. If you don’t have such a thread, you can use a strong (nylon or regular, folded several times) thread. Documents are usually stitched twice – for reliability.
3. The ends of the thread should be released from the central hole on the back of the last sheet and tied with a knot. You need to leave about 5 – 6 cm of free end.
4. The case should be sealed with a paper sticker with an inscription.
5. The sticker with the certification inscription can have dimensions of approximately 4 by 5 – 6 cm. Paste the sheet so that it covers the knot and part of the length of the threads. The ends of the threads must be free. The certification is signed after the glue has dried. It is signed by the head of the organization or a person authorized by him.
6. The manager’s signature must be clear and legible. The seal must be located both on the sticker with the certification inscription and on the sheet. The seal impression, located both on the sticker and on the document sheet, as well as the knot and threads filled with glue, serve to indicate the integrity of the document.
Sample sticker for multi-page documents
and sample print location
│ Laced, numbered and │
│ sealed │
│ 75 (Seventy-five) sheets │
│Accountant at Centravis Sales Rus LLC│
│ _______(signature) ___ Zaitseva│T. V. │ │
│ │ │ │
│”__” _______ 2021 │ │ │
7. Responsibilities for filing documents must be included in the job descriptions of the relevant employees.
of the Time Drive Secretariat company
Signed for seal