6. Requirements for registration of cases accepted into the archive / ConsultantPlus
3.6.1. The registration of cases is carried out by employees of the documentation support service of the organization’s management or other structural units whose responsibilities include the establishment and formation of files, with methodological assistance and under the control of the organization’s archive.
3.6.2. Depending on the storage period, full or partial registration of cases is carried out.
3.6.3. Cases of permanent, temporary (over 10 years) storage and personnel records are subject to full registration.
Complete registration of cases includes:
file filing or binding;
numbering of case sheets;
drawing up a certification sheet;
drawing up, if necessary, an internal inventory of documents;
introducing the necessary clarifications into the details of the cover of the case (clarification of the name of the organization, the registration index of the case, the deadlines of the case, the title of the case).
Cases of temporary (up to 10 years inclusive) storage are subject to partial registration: it is allowed not to systematize the documents in the case, not to number the sheets of the case, and not to draw up certification notes.
3.6.4. The documents making up the cases are filed with 4 pins 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. When preparing files for filing (binding), metal fasteners (pins, paper clips) are removed from the documents.
3.6.5. Permanent files consisting of highly valuable documents or non-format documents are stored in closed, rigid, three-flap folders with drawstrings or in boxes.
3.6.6. If there are unclaimed personal documents in the file (identity cards, work records, military IDs), these documents are placed in an envelope, which is filed in the file. If there are a large number of such documents, the latter are removed from the files and a separate inventory is drawn up for them.
3.6.7. At the end of each case, a blank form of the certifying sheet is filed, and at the beginning of the case (to record especially valuable documents) – a form for the internal inventory of the case documents.
3.6.8. In order to ensure safety and consolidate the order of arrangement of documents included in the case, all sheets of this case (except for the certification sheet and internal inventory) are numbered in Arabic numerals with gross numbering in the upper right corner of the sheet using a simple pencil or numberer. Sheets of the internal inventory of case documents are numbered separately.
3.6.9. Sheets of cases consisting of several volumes or parts are numbered for each volume or for each part separately.
3.6.10. Photographs, drawings, diagrams and other illustrative documents representing an independent sheet in the file are numbered on the reverse side in the upper margin of the sheet.
3.6.11. The folded sheet (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; a sheet folded and hemmed in the middle is subject to re-stitching and is numbered as one sheet.
3.6.12. A sheet with firmly pasted documents (photos, clippings, extracts, etc.) is numbered as one sheet. If other documents are glued to the document at one edge (text inserts, translations, clippings, etc.), then each document is numbered separately.
3.6.13. Envelopes with attachments filed in the case are numbered; in this case, the envelope itself is numbered first, and then each attachment in the envelope is numbered with a subsequent number.
3.6.14. Documents filed in the case with their own numbering of sheets (including printed publications) can be numbered in the general order or retain their own numbering if it corresponds to the order of the sheets in the case.
3.6.15. If a large number of errors are detected in the numbering of the case sheets, they are renumbered. When renumbering sheets, the old numbers are crossed out and the new sheet number is placed next to it; at the end of the case, a new certification sheet is drawn up, while the old certification sheet is crossed out, but remains in the file.
If there are individual errors in the numbering of sheets in files when preparing them by the organization’s archive for transfer to state storage, it is allowed, in agreement with the state archive, to use lettered sheet numbers.
3.6.16. The certification sheet is drawn up in the file on a separate sheet, in books – on the reverse side of the last blank sheet, in card files – on a separate blank sheet of card format.
The document certifying the case is drawn up in the prescribed form (Appendix 9),
in which the number of numbered sheets of the case, the number of sheets of the internal inventory are indicated in numbers and in words, the features of the numbering of case numbers are specified (the presence of lettered case numbers, missing numbers, numbers of sheets with pasted photographs, numbers of large-format sheets, envelopes with attachments and the number of sheets enclosed in them) , and also indicates the presence in the file of printed copies of brochures with the number of sheets in them, if they were not noted in the general gross numbering in the file.
The document certifying the case is signed by its compiler. All subsequent changes in the composition and state of the case (damage, replacement of original documents) are noted in the certification sheet with reference to the relevant act.
It is prohibited to place the certification sheet on the cover of the case or the blank back of the last document. If the case is filed or bound without a form of the certification sheet, it is pasted behind the top of the sheet on the inside cover of the case.
3.6.17. An internal inventory of case documents is compiled to record documents of permanent and temporary (over 10 years) storage, the recording of which is caused by the specifics of this documentation (especially valuable, personal, judicial, investigative cases, etc.), as well as to record cases of permanent and temporary ( over 10 years) storage, formed according to types of documents, the headings of which do not reveal the specific content of the document.
The internal inventory is compiled on a separate sheet according to the established form (Appendix 10),
which contains information about the serial numbers of the case documents, their indexes, dates, headings and sheet numbers of the case. A final record is drawn up for the internal inventory, which indicates in numbers and in words the number of documents included in it and the number of sheets of the internal inventory.
The internal inventory is signed by its compiler. If the case is bound or filed without an internal inventory of documents form, then the inventory drawn up in the prescribed form is glued to the inside of the front cover of the case.
Changes in the composition of case documents (withdrawals, inclusions of documents, replacement with copies, etc.) are reflected in the “Notes” column with links to the relevant acts. If necessary, a new final entry for the internal inventory and a certification note of the case are drawn up.
3.6.18. The cover of the case for permanent, temporary (over 10 years) storage and for personnel is drawn up and executed in the prescribed form (Appendix 11),
which indicates the name of the organization, structural unit, case index, archive code of the case, number of the case (volume, part) for the annual section of the consolidated inventory of cases, title of the case.
On the cover of permanent storage files, space is provided for the name of the state archive into which the organization’s files will be accepted, designation of the codes of the state archive and organization.
When the name of an organization (structural unit) changes during the period covered by the case documents, or when the case is transferred to another organization (to another structural unit), the new name of this organization or the legal successor organization is indicated on the cover of the case, and the previous name of the organization (structural unit) is enclosed in parentheses.
The title of the case on the cover of the case is transferred from the nomenclature of the organization’s cases, agreed upon with the expert review commission of the relevant archival institution. If necessary, clarifications are included in the title (numbers of orders, protocols, etc.).
In cases where 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 headings of cases containing copies of documents indicate their copy number. The authenticity of the case documents is not stated in the title.
On the cover of the case, the extreme dates of the case are indicated in Arabic numerals – the year(s) of establishment and completion of the case.
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, a new line is made about this: “the case contains documents for . year(s).” Case dates may not appear on the cover of files containing annual plans and reports, as they are reflected in the case titles.
The extreme dates of cases containing organizational, administrative, creative and other documentation (protocols, transcripts, letters, reports, etc.), for which precise dating is important, as well as cases consisting of several volumes (parts), are marked with the extreme dates dates of case documents, i.e. dates of registration (drafting) of the earliest and latest documents included in the case.
If the case is a journal of registration of orders, instructions, etc., then the date of the case will be the exact calendar dates of the first and last entries in the journal.
The deadlines for a case containing minutes of meetings are the dates of approval (for documents that are approved) or the drawing up of the first and last minutes constituting the case.
The deadlines for a personal file are the dates of signing the order for the hiring and dismissal of the person for whom the file was opened.
Mandatory details of the cover of the case are the number of sheets in the case, which is affixed on the basis of the certification inscription of the case, and the storage period for the case (on permanent storage cases it is written: “Keep permanently”).
How to register and transfer personal files for storage in the archive
The employee quits. The secretary needs to remove all documents from the personal file in order to transfer them to archival storage, and return the original documents to the employee if they were in the personal file. It is advisable to certify copies of submitted documents in accordance with GOST R 7.0.97-2021. “System of standards for information, library and publishing. Organizational and administrative documentation. Requirements for document preparation” (Example 1).
The rules for registration and transfer of personal files for storage are given in section 2.1 of the Methodological Recommendations for working with documents on personnel in state and municipal archives, archives of organizations (hereinafter referred to as the Methodological Recommendations).
Step 1: lay out your personal file
When arranging your personal file in preparation for storage, remove from it copies of the employee’s personal documents: passport, military ID, extracts from SNILS and Taxpayer Identification Number, diploma, marriage and birth certificates of children, etc. Destroy all this immediately, following the order established in the organization. Also remove duplicate copies of orders, drafts with payment calculations, etc. If there is a personal card in your personal file, set it aside. Personal cards of dismissed employees should be filed separately.
When there are no extra papers left in the case, proceed to the layout.
First, create a block of employment documents
. As a rule, it is quite voluminous. The Methodological Recommendations note that the first thing in the personal file should be a certified copy of the employment order. It will be followed by:
- the employee’s application for employment (as the basis for the hiring order);
- original employment contract;
- originals of additional agreements to the employment contract (if any) in chronological order;
- consent to the processing of personal data;
- a sheet of familiarization with local regulations;
- job description.
On the day of reception, the employee could sign many documents: agreement on financial liability
, obligation of non-disclosure of trade secrets
, act on acceptance of documents and material assets
. This list depends on the organization and the employee’s position. The main thing is that all these documents are dated on the same day – the day of hiring.
Then enclose medical examination documents
, which the employee presented upon joining the job. There may be documents from other medical examinations. Place them in the file in general chronological order.
The main block of personal file documents consists of copies of orders for personnel and original statements
– reasons for them. Arrange them in simple chronological order: first a copy of the order, then the basis.
In addition to orders, the file may contain notices to the employee
(for example, about renaming a position), job offers
directed for various reasons. The basic principle of placing these documents is the same: chronology. If two different documents are dated on the same day, place them in the file in the order of publication: first – the offer of vacancies, then – a copy of the transfer order and a statement as the basis for it, after them – a copy of the job description for the new position.
If the organization has unclaimed personal documents of the employee
(certificates of training, work history, certificates, etc.), put each such document in an envelope and file it at the end of your personal file. When numbering pages, first assign a number to the envelope, then to each page of its contents. Glue a strip of paper to the envelope, for which it will be sewn into the case – this will prevent the personal document from being punctured. Do not include the envelope in the inventory; mark it in the table “Peculiarities of the physical condition and formation of the case” of the certification sheet.
The penultimate document in the personal file should be the document that served as the basis for the dismissal of the employee
– statement of resignation at one’s own request, agreement of the parties, etc. Last – a certified copy of the order to terminate the employment contract
After laying out, number the sheets of your personal file. Write the number in pencil in the upper right corner of the document.
How to correctly lace and number a journal: sample
- The logbook is bound using hardcover. This is necessary to maintain the proper appearance of the document for a long period of storage.
- Documents are numbered.
- The log book is stitched with regular coarse thread without complying with any regulatory requirements.
For firmware you can use the following materials:
- bank twine
- regular thread No. 10 (stitched with a large number of stitches)
- thin long lace
- raw or stitching thread
- the bound document is sealed to protect the records from outside interference
Logbook firmware process:
- prepare three holes with a hole punch or awl (make holes on the left in the margin of the magazine)
- insert the thread from the back of the magazine binding into the outer hole
- bring the thread to the front side and pull out the edges, aligning them
- insert the ends of the threads (the segment should be 6-8 cm) into the hole that is located in the center and pull it to the back side
- when using a thread that is not strong enough, repeat the procedure
- we tie the ends of the threads with a knot from the back side, grabbing the central thread that passes through the outer holes
- glue the ends of the threads to the magazine, and glue a small square piece of paper on top, on which the responsible person signs and signs
- indicate the firmware date
How to flash a folder with 4 holes: diagram
- A more reliable way to stitch documents is with four punctures. We make 4 holes. We sew from the hole located second from the top. We insert the needle into the upper puncture, return to the second hole in the upper part, and then to the third. Through the fourth puncture we send the needle to the back of the document.
- It remains to insert the needle into the third hole from the front side. The picture below will tell you how to stitch documents using four punctures.
What you should pay attention to:
- we perform the firmware strictly vertically and observing symmetry
- holes in documents should be located along the left margin
- the border from the edge of the sheet is 1.5-2 cm
- the needle is inserted for the first time from the back of the document
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 regular threads or a stapler.
- 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 stitch documentation with thread
- 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
- We draw up an accompanying inscription.
- We are preparing an internal inventory.
- We certify the finished work
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 letter
- 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.
- 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.
- 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.
Rules for stapling GOST documents
- If you need to staple office papers on several sheets, then first of all you need to familiarize yourself with the regulations. Of course, the first thing that comes to mind is glue or a stapler. Multi-page documents cannot be pasted. But how do you sew them together? After all, incorrect firmware can result, at a minimum, in a refusal to register an authority requiring you to provide a package of documents.
- What to do if there is no set of rules and samples, and it is impossible to stitch papers as it turns out, and not as it should be. Despite the fact that there are no clear instructions regarding the binding of documentation, it is necessary to focus on the specific requirements of the authority that requests information in the form of a bound package of documents.
- It will also be useful to familiarize yourself with the general recommendations for flashing documents that consist of more than one sheet. They are collected in a brochure or guidelines for 2009. There is also a brochure for 2004. It is more suitable for registering LLC documentation.
- The methods of stitching sheets described in the brochures refer to documentation that must be stored for more than 10 years.
- Stitching of multi-page documents is done using a regular needle and thick thread. But how to learn how to properly flash enterprise documentation? After all, this skill will come in handy more than once throughout your bureaucratic or entrepreneurial career.
What documents are stitched?
- Personnel documentation based on the results of the current year
- Accounting documentation
- Incoming and outgoing documentation of the clerk
- Tax documents
- documents for submitting reports to the Pension Fund
- documents to various departments of the bank
- tender documents
- copies of statutory documents
- documents when concluding particularly important agreements
- profit books
- notarized copies and translations
- when preparing documentation for archiving
- It is customary to stitch a package of documents with a needle and thread. This allows you to maintain their integrity: in this type of paper it will be difficult to replace, which is very important today.
- Sometimes it is allowed to use a stapler to staple documents. The ideal option is to use special equipment.
- Accountants of many organizations are switching to working with accounting programs. They do not need to be duplicated on paper. There is online accounting for this. Electronic documents signed with a digital signature have the same legal significance as paper documents (for example, invoices).
- But, despite the ease of working with documentation in digital format, we will have to deal with the usual paper documentation for a long time, and the preparation of some documents is required now.
Office documentation has different meanings. Documents differ in the thickness of the file and the shape of the sheets. That is why there are several ways to flash documentation.
What external differences may there be in the stitched objects:
- a document that consists of 2 or more sheets of A4 format
- accounting documents, including cash documents, consisting of different numbers of documents, are stored in cardboard boxes
Periods for storing documentation in the archive
The law strictly regulates the periods during which documents must be stored. These terms directly depend on the type of documentation: • Business books, notarial records, and documentation related to personnel must be stored for 75 years;
• All documents relating to the privatization procedure (transfer of public housing assets into private ownership) are stored for 75 years; Patent documentation for inventions is stored for 20 years; Documentation related to capital construction is tracked for 20 years;
• Documentation related to the implementation of design activities is archived for 20 years; • Various types of scientific works and research must be stored for 15 years; • All archival documentation of an organization whose activities are related to agriculture must be stored for 5 years;
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.
Documents subject to firmware: 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.