Storing documents in an organization: what and how to store, what are the rules

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.
Storing documents in an organization: what and how to store, what are the rules
How to flash a folder with 4 holes: diagram

What you should pay attention to:

  • we carry out 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
Делаем отверстия
Making holes

What thread should I use to stitch documents?

  • If you don’t 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.
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 first into the middle hole. 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.
Storing documents in an organization: what and how to store, what are the rules
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 letter
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.

Procedure for issuing a medical card for an outpatient patient

The article discusses the basic requirements for drawing up a medical card for an outpatient, and responsibility for filling it out incorrectly.


Legal regulation

1.     Federal Law of November 21, 2021 N 323-FZ “On the fundamentals of protecting the health of citizens in the Russian Federation”;

2.     Order of the Ministry of Health of Russia dated December 15, 2021 N 834n (as amended on January 9, 2021) “On approval of unified forms of medical documentation used in medical organizations providing medical care in outpatient settings, and procedures for filling them out.”

Paragraph 11 of Article 79 of the Federal Law of November 21, 2021 N 323-FZ “On the fundamentals of protecting the health of citizens in the Russian Federation” (hereinafter referred to as Federal Law No. 323-FZ) establishes a general requirement for the obligation of medical organizations to maintain medical documentation in the prescribed manner and submit reports on types, forms, within the time frame and to the extent established by the authorized federal executive body.

The form, procedure for registration and maintenance of a medical record when providing outpatient care are provided for by Order of the Ministry of Health of Russia No. 834n dated December 15, 2021
“On approval of unified forms of medical documentation used in medical organizations providing medical care in outpatient settings, and procedures for filling them out” (hereinafter referred to as Order No. 834n).

Patient medical record value

Registration form N 025/у “Medical record of a patient receiving medical care on an outpatient basis” (hereinafter referred to as the card) is the main registration medical document of a medical organization (other organization) providing medical care on an outpatient basis (hereinafter referred to as a medical organization). The card is filled out for each patient who seeks medical care in an outpatient setting for the first time.

It should be noted that cards are not maintained for patients receiving treatment in the following profiles: oncology, phthisiology, psychiatry, psychiatry-narcology, dermatology, dentistry and orthodontics – for these profiles, medical workers fill out their registration forms.

Who fills out the card?

According to paragraph 4 of Order No. 384, the card is filled out by doctors. Medical workers with secondary vocational education
Those conducting independent appointments fill out a logbook for patients receiving medical care on an outpatient basis.

The immediate procedure for receiving a doctor of a particular specialty is regulated by Orders of the Ministry of Health of the Russian Federation on approval of procedures for the provision of medical care in a particular profile (direction) or a specific disease (group of diseases).

So, for example, in accordance with paragraph 4 of the Order of the Ministry of Health and Social Development of the Russian Federation dated April 18, 2021 N 381n “On approval of the Procedure for providing medical care to the population in the field of cosmetology,” medical care in the field of cosmetology is provided by a doctor – cosmetologist
. Nursing staff can provide medical services and manipulations as prescribed by a cosmetologist.

Consequently, filling out the medical card is carried out only by the doctor who is conducting the appointment.

It should also be noted that the card is filled out directly at the doctor’s appointment. The information that a doctor can fill out a card within 2 weeks after an appointment or within a month, distributed in some sources, is not true.

In what form is the map kept?

The card is issued in paper form, and can also be issued in the form of electronic document
, signed using an enhanced qualified electronic signature of a doctor, in accordance with the procedure for organizing a document management system in the field of health care in terms of maintaining medical records in the form of electronic documents, approved by the Ministry of Health of the Russian Federation in accordance with paragraph 11 of part 2 of Article 14 of the Federal Law of November 21, 2021 N 323-FZ “On the fundamentals of protecting the health of citizens in the Russian Federation”
.

How long should a medical record be kept?

A medical record is stored for 25 years; more information about the storage periods for medical records is here
.

What items are provided on the card for completion?

The card is filled out for each patient visit. The map is maintained by filling out the appropriate sections.

The title page of the card is filled out at the registry of a medical organization when the patient first seeks medical help. The title page of the card contains the full name of the medical organization in accordance with its constituent documents, the OGRN code, and the card number – the individual Card registration number established by the medical organization.

The card reflects the nature of the course of the disease (injury, poisoning), as well as all diagnostic and therapeutic measures carried out by the attending physician, recorded in their chronological sequence.

Entries are made in Russian, accurately, without abbreviations, all necessary corrections in the card are made immediately, confirmed by the signature of the doctor filling out the card. It is allowed to record the names of medicinal products in Latin.

The card contains only 35 points that need to be filled out. In particular, the card contains the information contained in the patient’s identity document, the series and number of the compulsory health insurance policy, the insurance number of the individual personal account (SNILS), the name of the medical insurance organization, information about marital status, education, place work and position, blood type and Rh factor, final (updated) diagnoses established for the first time or again, information about hospitalizations and surgical interventions.

When providing medical care and filling out medical documentation, it is necessary to remember that the criterion for the quality of medical care is the use of registered medicines and medical devices in accordance with the instructions for use.

What liability is provided for incorrectly filling out the card?

According to clause 1, part 2, art. 73 Federal Law No. 323-FZ, medical workers must provide medical care in accordance with their job descriptions, qualifications, and job responsibilities.

If the card is filled out incorrectly, the medical worker may be subject to disciplinary action for failure to perform or improper performance of official duties through his own fault in accordance with Article 192 of the Labor Code of the Russian Federation.

The correctness of filling out a medical record is one of the criteria for assessing the quality of medical care under an agreement on paid provision of medical services in accordance with Order of the Ministry of Health of the Russian Federation of May 10, 2021 No. 203n
“On approval of criteria for assessing the quality of medical care.” A medical organization that has compensated a patient for harm caused by the actions of a medical worker may subsequently, by way of recourse, bring the medical worker to civil liability in accordance with Article 1081 of the Civil Code of the Russian Federation.

Criminal liability is not excluded
medical workers when they enter knowingly false information into medical documents out of selfish interest. Thus, by verdict No. 1-11/2021 1-388/2021 of August 19, 2021 in case No. 1-11/2021 of the Leninsky District Court of Komsomolsk-on-Amur, a medical worker was found to have knowingly entered false information into medical records guilty of committing a crime under Part 1 of Art. 292 of the Criminal Code of the Russian Federation.

Finally, it is necessary to understand that when conducting an examination in a criminal case, medical documentation is also examined (and in some cases, exclusively) and its incorrect completion may indicate inadequate quality of medical care provided, which may lead to criminal liability Art. 238 of the Criminal Code of the Russian Federation
, while in order to be held liable under this article, it is not necessary that adverse consequences in the form of death or harm to the patient’s health occur.

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.
Storing documents in an organization: what and how to store, what are the rules
Rules for stapling GOST documents
  • 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
Какие документы подшиваются
What documents are filed
  • 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.

Брошюровочная машина
Stitching machine

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

Working principle of stationery folders

How to use various clip, binder, ring binders? These and many other questions require sometimes banal, but still clear answers. In this material I will try to answer the most popular of them.

We turn to the omnipresent and omniscient GOOGLE and what do we see in the search hint? A lot of standard requests that almost always remain without sufficient coverage due to their superficial simplicity and apparent banality for potential respondents.

But people are searching, because people are “now”, they are people of searching, and not of experimentation, as in the good old days. G OOGLE not only provides answers, it also connects those who know with those who are looking. There are many more seekers than knowers. But the answers are not always accurate and complete, if they are available at all.

The first category is people who actually ask the questions “how to use a clip folder?” or “how to use the recorder folder?” Users wait for answers, often without thinking about their essential simplicity and obviousness.

The second – at least once in their life they have successfully and independently used a folder with a metal mechanism, regardless of its type, it is to them that the questions included in the title may seem absolutely trivial, devoid of novelty, freshness, and not worth their attention. “How can you not know how to use a folder, is it really impossible to use your brains and hands and try?”: that’s what they might think.

And finally, the third group of people are those to whom the question is actually addressed: “How to use a folder?” It is they who are not at all indifferent to the fate of even prosaic answers; they have to think about how to answer them, such questions, so that everything becomes simple and understandable for everyone.

Due to the fact that we are manufacturers of folders, we identify ourselves with the third group and therefore are obliged to help those who are suffering and give our answer to popular questions. There will be a lot of pictures, but with their help the first ones will be able to become second, having forgotten how it all began for them, and they may also end up third, helping someone who finds themselves faced with banal triviality

How to use the recorder folder?

Storing documents in an organization: what and how to store, what are the rules

As you understand, recorder folders come in different formats: A3, A4, A5. They can be horizontal or vertical, and if we speak in a language understandable to the vast majority of computer users of the Word editor from Microsoft, then recorder folders can have either “landscape” or “portrait” orientation.

Look at the pictures below in the text and it will become quite clear to you how to use the recorder folder.

Storing documents in an organization: what and how to store, what are the rules

So, let’s look. Let’s comment a little on what you see. Although there are quite enough images, but… In front of you is a folder recorder in a closed state, in this case there are ring locks that come into contact with the tops of the rings and, as it were, form a lock that secures the folder lid in the closed position.

Storing documents in an organization: what and how to store, what are the rules

After opening the folder, you are faced with one of the most widespread miracles of technology – a lever arched release mechanism with a clamp. To use the folder for its intended purpose, that is, insert a sheet or several sheets into it, first click on the clamp and move it as shown in the figure.

Using the lever, open the rings of the mechanism to be able to place the archived sheets of your documents onto the pins of the mechanism. By the way, the design of the recorder folder also implies the presence of auxiliary tools (a hole punch for punching holes in paper) or materials (transparent polypropylene files with perforations into which sheets of paper are inserted).

No further comments, now everything is clear 🙂

Storing documents in an organization: what and how to store, what are the rules

We put the sheets perforated with a hole punch on the pins of the mechanism, lowered the lever and closed the rings, returned the clamp to its original position and snapped it, thereby clamping the archived sheets of paper (files). That’s it, the folder can be sent to the storage shelf so that you can remove it from there at any time and get to the documents without problems and with pleasure.

How to use a ring binder? Let’s look:
Storing documents in an organization: what and how to store, what are the rules

How to use a clip folder (how to use a clip folder)?

The convenience of a folder with a clip (Mini Clip type) or a folder with a clip (Clip Board type, also known as a toad clip) is obvious. In this case, there is no need for auxiliary tools, and office savings are obvious. But no such mechanism can hold a large number of sheets, a maximum of 50-60 pieces.

The main advantage is that leaves preserved in this way will not be damaged by a hole punch, but will have their original, intact appearance. However, if recorder folders and folders with rings serve rather to form medium-term archives with a volume of up to 600 sheets (in the case of using 70-80mm folders), then folders with clips and folders with clips are folders for operational documents that should be carried with you and only then, or perhaps not, will they migrate to recorder folders.

Formation of cases using 1c:document flow

Formation of cases is easily ensured by means of “1C: Document Flow” using the directory “Cases (Volumes)” in strict accordance with the nomenclature of cases approved in the organization. Information from the organization’s case list is automatically transferred to the case card.

The electronic case file contains the following information:

  • name according to the nomenclature of cases;
  • volume number;
  • the period for which the documents stored in the file were collected;
  • number of sheets;
  • storage location.

The start date of the case is filled in automatically with the date of the first document assigned to the case.

The “Storage location” field contains information about the territory and office in which the paper copy of the case is stored.

After execution of documents and completion of work with them, paper documents subject to archival storage are placed in hard covers or folders to ensure their physical safety, and electronic documents and document cards are written off to files directly in 1C: Document Flow.

Documents within a paper file are usually arranged in chronological order and by thematic or correspondent basis. For example, correspondence is grouped for a calendar year according to the chronology of the resolution of the issue: the response document is placed after the request document.

Also, documents can be placed by chronology and by type. Thus, administrative documents are grouped with related annexes. Local regulations are filed in files along with the orders that put them into effect. Orders for core activities are grouped separately from orders for personnel. Minutes are compiled into files by type of meetings, conferences, meetings (for each type separately) and by chronology.

Organizational documents and local regulations approved by administrative documents are filed together with them. When they are approved as independent documents, they are grouped into independent cases.

Documents in personal files are arranged in chronological order as they are received.

shutterstock_1188788269.jpg

  • name of the organization (full and short);
  • name of the structural unit;
  • case index according to the nomenclature of cases;
  • title of the case in full accordance with the nomenclature of cases;
  • file retention period.

The cover of the case is generated automatically from the case card in “1C: Document Flow” according to a unified form.

Cases are placed vertically on shelves. On the spine of each case its nomenclature index is indicated.

At the end of each year in “1C: Document Flow”, cases are closed if they are not transferable, and the program prohibits writing off documents in them.

If one of the organization’s employees needed a document from an already created case, then a substitute sheet is placed in place of the document issued to the employee. The substitute sheet indicates the number and date of the document, its brief content, when and to whom it was issued. “1C: Document Flow” generates a substitute sheet according to a unified form.

Issue of files to other departments is carried out with the permission of the head of the department in which the document is currently stored. The “Transfer Journal” (Fig. 1) in “1C: Document Flow” indicates the fact of transfer of specific documents on file. This allows you to track the return of documents and cases in the future.

Fig. 1

A substitute card is created for the issued case, which is placed in the place of the issued case. A substitute card is also generated automatically from the case card (Fig. 2).

Fig. 2

Cases are issued for temporary use to employees of structural units for no more than one month and after its expiration are subject to return.

Removal of documents from permanent storage files is possible only in exceptional cases with the permission of the head of the organization, leaving in the file a certified copy of the document and a statement of the reasons for issuing the original.

To ensure the safety and recording of documents and files, access to them, a set of works should be carried out:

  • creation of optimal technical (physical) conditions for storing documents and files;
  • case placement;
  • checking the availability and condition of documents and files;
  • compliance with the procedure for issuing cases.

Cases currently in storage should be systematically checked for the presence and condition of documents in them. Such a check will ensure that the actual presence of cases is established and that they correspond to the number listed in the list of cases.

Checking the availability and condition of documents and files is also carried out when moving cases, when returning cases, when changing the head of a structural unit, the head of the office management service, during the reorganization and liquidation of an organization or structural unit.

Availability is checked by checking the items in the nomenclature of cases and case cards (volumes) in “1C: Document Flow” with the description of cases on the cover. The physical state of affairs is determined by page by page review. All detected deficiencies are recorded in the act of checking the availability and state of affairs.

In case of loss of documents and files, an official investigation is carried out, according to the results of which the person responsible for the loss bears responsibility in the manner established by legislative, regulatory and local regulations.

See also the related articles: Submission of documents to the organization’s archive and Nomenclature of files: rules for drawing up.