Storage of documents in the state archive. Archive of documents. Accounting and storage of documents

They are stored for a certain period of time, after which they must be transferred to state storage in state and municipal archives. Federal legislation defines the deadlines for the storage of documents included in the prescribed manner in the Archival Fund of the Russian Federation:

  • documents on personnel, records of notarial acts, household books and documents related to the privatization of the housing stock - 75 years;
  • project documentation for capital construction - 20 years;
  • technological and design documentation - 20 years;
  • patents for an invention, utility model, industrial design - 20 years:
  • scientific documentation - 15 years;
  • film and photo documents - 5 years;
  • video and photo documents - 3 years.

In case of liquidation of the organization, documents of a permanent storage period and personnel are transferred to the state (municipal) archive. For non-governmental organizations, some of whose documents are included in the composition of the Archival Fund of the Russian Federation, for such a transfer it is necessary to conclude an agreement with the establishment of the system of the Federal Archival Service of Russia. If the organization did not conclude an agreement with the archive in a timely manner, then in this case the state (municipal) archive is obliged to accept for storage only documents on the personnel of the organization's employees. The place of storage of other documents will be determined by the chairman of the liquidation commission or the bankruptcy trustee.

Preparing documents for archiving

In each organization, a certain number of cases are formed during the year. Some of them must be archived after the established storage period. These are cases with executed documents of permanent "temporary (over 10 years) storage and personnel. Cases are handed over to the archive one year after they are completed in office work. The preparation of documents for transfer to the archive is carried out by employees of the service of the preschool educational institution and secretaries of structural divisions. Cases are archived after they are fully completed.

The filing of cases consists of the following operations:

  • checking the correctness of grouping documents into cases;
  • brochure (filing);
  • sheet numbering;
  • drawing up a certified inscription (certifying sheet);
  • drawing up, if necessary, an internal inventory of the documents of the case;
  • making clarifications to the details of the cover of the case (clarification of the name of the organization, registration index, deadlines of the case, title of the case);
  • compiling and filing a case report.

Cases of a temporary storage period (up to 10 years inclusive) are subject to partial registration, while it is allowed:

  • do not organize the documents in the case;
  • do not number the sheets of the case;
  • do not draw up certification inscriptions;
  • do not stitch (do not stitch).

Checking the correctness of the grouping of documents into cases is carried out in order to once again check the compliance of the documents in the case with the heading according to the nomenclature, the location of the documents within the case according to certain principles: on the issues under consideration; chronologically; geographically; correspondents alphabetically, etc.

Rice. 6.2. Certification sheet form

With full registration, it is necessary to hem or bind the case. Previously, all metal objects are removed from the case: paper clips, pins, etc. Documents are removed from the binder. Following the last document, a sheet is inserted into the case for a certification record "at the beginning of the case, if necessary, a sheet or sheets for the internal inventory are inserted (if any, printed forms of the internal inventory). The case should not exceed 250 sheets. If during the year more documents were deposited in the case, then they should be divided into several volumes.

All documents are filed or bound in hard cover. Since documents of different formats are postponed in the file, they need to be filed for 4 punctures. This will ensure that all documents are securely fastened.

Rice. 6.3. Form of internal inventory of case documents

For long shelf life cases, you can stitch through the case, including both the top and bottom of the cover. Cases of a permanent shelf life are filed, starting with the sheet following the cover. The upper part of the cover is not hemmed. A thin, up to 1 cm wide cardboard strip is superimposed on the first sheet, and a case is stitched through it. Since such a case is supposed to be stored forever, such a filing protects the threads from abrasion and gives a more aesthetic look to the case.

When filing, make sure that the entire text of the documents can be read. Documents with a shelf life of less than 10 years may not be filed, but remain in the binder.

All sheets in cases of permanent and temporary storage are numbered to ensure the safety of documents and ease of use. The sheets are numbered with a black graphite pencil or a numbering machine in the upper right corner only on the front side of the sheet, without touching the text of the document. The use of ink and colored pencils is prohibited. A sheet larger than A4 is bound at one end, unfolded and numbered as one sheet. The sheet folded and hemmed in the middle is numbered as two sheets. Illustrated materials, photographs are numbered on the reverse side in the upper left corner. Envelopes with inscriptions or attachments hemmed into the case are numbered independently. Envelope attachments are numbered sequentially after the envelope. When creating several volumes of one case, each of them is numbered independently.

Rice. 6.4. Cover form for cases of permanent and temporary (over 10 years) storage

The results of the numbering are recorded in a confidential entry on the last sheet of the file sewn especially for her. It indicates in numbers and in words the number of numbered sheets of documents and separately through the “+” sign the number of sheets of the internal inventory, lettered and missing numbers.

The certification record is signed by the person who compiled it, indicating the position, personal signature, last name and date of compilation. It is prohibited to make a certification on the cover of the case or on the reverse side of the last page.

The form of the certification sheet of the case is established by the Basic Rules for the Work of Archives of Organizations.

In the case when the file contains particularly valuable documents - in personal files, cases of awarding academic degrees and conferring

The State Standard R 51141-98 enshrined the following definition of the internal inventory: “The internal inventory of case documents is an accounting document containing a list of case documents indicating the serial numbers of documents, their indices, names, dates, sheet numbers” 1.

The internal inventory is filed before the case documents and contains information about each of them. The final record of the internal inventory indicates the number of documents included in it and the number of sheets of the inventory itself.

When using automated document registration systems, an internal inventory can be created and printed automatically based on the information entered in the registration cards of documents placed in the case. After the documents are filed, numbered, a certification inscription and an internal inventory of the case documents are drawn up, an additional design of the cover of the cases is carried out.

The design of the cover of cases is carried out in the process of opening cases in office work and is carried out in accordance with the requirements of the state standard GOST 17914-72. Covers of cases of long-term storage. Types, sizes, technical requirements”. At the time of the opening of the case, according to the nomenclature of cases, a number of information had already been put on the cover:

  • name of the institution (organization) and its subordination;
  • name of the structural unit;
  • clerical index of the case;
  • case title;
  • case retention period.

When preparing a case for archiving, these details are specified and supplemented. For example, the cover says:

  • volume number, if the case has several volumes;
  • deadline dates of the case;
  • the number of sheets in the file;
  • fund numbers, inventories and cases according to the inventory.

The last props are affixed in the archive.

Rice. 6.5. The form of the inventory of cases of permanent, temporary (over 10 years) storage

It is very important to follow certain requirements when designing the cover. So, the name of the organization is written in the nominative case. If the name has changed during the year, then both names are given on the cover, with the former name being taken in brackets, and the new one written under it.

The title of the case is transferred to the cover at the beginning of the year from . But after analyzing the content of the documents, some clarifications to the title may be required. If such a need arises, an addition should be made to the nomenclature of cases and the title and index should be placed on the cover in accordance with this addition. First, the title should indicate the type of case (case, correspondence, documents, etc.) or the type of documents (minutes, orders, reports, acts). Then the author or correspondent (if this is correspondence) is indicated, and then a question reflecting the content of the documents. It is possible to form documents of several authors or correspondents in one case if they relate to one issue. The authenticity of documents is not indicated in the headings, but the availability of copies of documents is stipulated. On the cover of the case, the dates of the earliest and latest documents and the period of storage of the case must be indicated without fail. On cases with documents of permanent storage, “keep permanently” is indicated, on others - a specific period of storage in accordance with the list.

When specifying the number of sheets, the sheets of the internal inventory and certification record are not taken into account.

An inventory is compiled for all cases of permanent and long-term storage. The inventory is an archival directory containing a systematic list of storage units, as well as designed to account for them and consolidate the systematization. The inventory serves as the main accounting reference tool in office work and archives. Inventories are compiled separately for permanent storage cases, temporary (over 10 years) storage cases, and personnel files. In some cases, depending on the specifics of the organization, inventories can be compiled for certain categories of cases (judicial and investigative cases, scientific reports on topics, etc.).

Cases are listed in order of importance. For example, the sequence may be as follows: the company's charter, minutes of general meetings of shareholders, minutes of meetings of the board of directors, orders of the director for core activities, annual plans, etc. Inventories for cases are compiled in each structural unit by employees of the records management service.

Rice. 6.6. Form of the annual section of the summary inventory of cases of permanent storage

The description consists of annual sections. Annual sections are drawn up in the prescribed form. Information on each case included in the inventory is called a descriptive article. It includes:

  • serial number of the case (volume) according to the inventory;
  • case index (volume);
  • title of the case (volume);
  • dates of the case (volume);
  • number of sheets in the file (volume);
  • storage period (for cases stored for more than 10 years);
  • note.

Each case in the inventory has an independent serial number.

If the case consists of several volumes, each volume has its own number. Arranges cases in the inventory in order archive of the organization. He also assigns the numbers of the inventory of the structural unit.

When transferring cases for several years to the archive, they must be systematized. The usual order of systematization of affairs in the organization is chronological-structural. This means that, firstly, cases are systematized by year. Secondly, cases are systematized by the names of the structural units in which they are stored. All cases of permanent storage for a year are arranged in order of importance. This usually corresponds to the order of the structural units and headings of cases in the nomenclature of cases.

Rice. 6.7. Form of final record and certification signature

Thus, a harmonious list of all cases of the same storage period for one year is obtained. For the convenience of searching, the names of the structural unit can be indicated in the inventory before the first file of the corresponding structural unit.

In organizations where the number of cases generated per year is small, it is not advisable to draw up a new inventory every year. It is possible to prepare one inventory, including cases for several years.

Rice. 6.8. Form of the annual section of the summary inventory of cases by personnel

Rice. 6.9. Form of inventory of electronic documents of permanent storage period

In such organizations, an annual section of the inventory is compiled annually with a continuing numbering of cases. Each of the annual sections of the inventory begins with an indication of the corresponding year, and then the cases are arranged in accordance with the accepted structure.

Each description has its own number. Usually, the inventory for cases of permanent storage has 1, for cases with a shelf life of more than 10 years - N & 2, for cases of personnel - No. 3 with the addition of the letter index "l / s".

The description ends with a summary entry. It indicates in numbers and in words the number of cases included in the inventory, the first and last numbers of the case according to the inventory, and specifies the features of numbering (letter and missing numbers). The inventory must be signed by the compiler indicating his position and decoding of the last name. The date of the inventory is affixed.

In addition to inventories of cases of a permanent storage period, cases of a temporary (over 10 years) period of storage, personnel departments of organizations must annually draw up inventories of cases for personnel. Documents on personnel are of particular social importance - they are the basis for confirming the length of service, position held, duration of work in this organization and other facts of labor relations. In order to prevent the loss of these documents, most of the documents on the personnel of dismissed workers are archived and stored for 75 years.

In connection with the development of computer technology, an increase in the volume of documents on electronic media, organizations need to store audiovisual and electronic documentation. In the archive of the organization, depending on the composition and volume of the ED, inventories of electronic documents of a permanent storage period are compiled. Electronic documents are included in independent inventories.

The number of copies of the inventory is determined by the period of storage of cases. An inventory of permanent storage cases is drawn up in four copies. One copy remains in the corresponding structural unit, the second copy of the inventory is transferred to the service of the preschool educational institution, the third to the archive of the organization. The fourth copy is sent to the appropriate state or municipal archive.

Organizations that do not submit documents to the state archives draw up an inventory of files for permanent storage, for files with a storage period of 10 years or more, and for personnel in triplicate.

Inventories are not compiled for cases of a temporary storage period, ”they are replaced by a nomenclature of cases, where a mark on the storage period is put in front of each heading.

During the period of preparation of cases by the structural unit for transfer to the archive of the organization, the archive employee first checks the correctness of their formation, execution and compliance of the number of cases included in the inventory of cases (structural unit) with the number of cases filed in accordance with the nomenclature of cases of the organization. All deficiencies identified during the audit in the formation and execution of cases, employees of the structural unit are required to eliminate. Upon detection of the absence of cases, an appropriate certificate is drawn up.

Each case is accepted by the person responsible for the archive of the organization, in the presence of an employee of the structural unit. At the same time, on both copies of the inventory of cases of the structural unit against each case included in it, a note is made about the presence of the case. At the end of each copy of the inventory, the number of cases actually accepted into the archive, the numbers of missing cases, the date of acceptance and transfer of cases, as well as the signatures of the person responsible for the archive and the person who transferred the cases, are indicated in numbers and in words. When accepting especially valuable cases, the number of sheets in the cases is checked.

Cases linked in bundles are delivered to the archive of the organization by employees of structural divisions. Together with the cases, registration card indexes for documents are transferred to the archive. The name of each file cabinet is included in the inventory.

Submission of documents to the archive is one of the key stages of office work. This is the internal archive of the organization. The most difficult issues are the time period and rules for storing archival documents, since the requirements and regulations are scattered across various legal acts. In any organization there is documentation (management, personnel, accounting), which is annually filed into a single file and is subject to storage.

A complete methodological list of standard management documentation and the retention periods for each of these file folders are given in (as amended on February 16, 2016). They say how long personnel records should be kept (everything related to the investigation of an industrial accident - 45 years) and (in terms of personnel, any case created before 2003 should be kept for 75 years, any later case - 50 years). The procedure for working with accounting and tax documents determines, and a number of by-laws.

Organizations constantly have expert commissions, whose activities are the assessment and examination of the production documentation of the enterprise in the process of office work and transfer to the archive, as well as the establishment of storage periods. Every year, this service decides which documents are to be kept and which can be destroyed.

Preparing cases for archiving

A certain preparation of cases is required for transfer to archival storage, which consists in combining disparate documents into a single file. The volume of the folder containing the archival file should not exceed 250 pages. When designing one folder, the case must be:

  • stitch (for 4 punctures) or bind all pages;
  • number the pages in the upper right corner;
  • draw up an internal inventory of documents - a table of contents;
  • prepare a certification sheet (mark the number of pages, match the numbering, etc.; certified by the compiler's signature);


Sample filling and form of certification sheet

  • issue a hardboard cover for each case (with the name of the organization, title, latest dates, registration number of the “Case” folder);


Case cover template

Preparing documents for archiving

After the separate folders "Case" are collected, you need to draw up a general inventory on them.

In this way, inventories of the folders "Case" for permanent and temporary storage and "Case" for a personal fund are compiled.

Inventory folders "Case", in turn, are subject to separate accounting. They must be included in archival storage also according to a separate inventory.

You can download samples of forms of inventories of archival cases by the link

Rules for storing archival documents

Archives for storing folders "Delo" are located in separate rooms, which guarantee the safety of the stored documentation. The premises must be dry, heated, well ventilated, comply with fire safety and sanitary standards. Thus, the archive service guarantees the protection of the stored folders "Case" from damage.

In addition, the archive must be securely guarded (using metal bars on the windows, burglar alarms, etc.), and then the File folders will not be damaged or stolen by strangers.

All Delo folders are placed on special numbered racks, long-term storage - in boxes or cases, less valuable (up to 10 years) can be placed in bundles. It is forbidden to put separate folders "Case" on the floor or window sills.

If the volume of the “Case” folders is very large, the archive staff can draw up so-called topographic maps that will help you navigate among the shelves and racks

Special opinion

Organizational documents are a valuable resource of information. To prevent it from being used against you, you should adhere to the rules for storing documentation, which are prescribed by law. But the legislative system determines the procedure for creating an archive. And what method of storing documents to choose and how to arrange documents in the archive, each company decides on its own.

There are two main approaches to storing documents: the formation of an archive at the enterprise on its own and the transfer of documents for storage to archival companies.

To organize your archive yourself, you will need:

  1. Competent personnel with the knowledge and experience to carry out archival processing of documentation and transfer of files to the archive (drawing up inventories, drawing up acts on the allocation of documents for destruction, etc.).
  2. A specialized room for long-term storage of paper media, where the requirements for humidity, temperature and amount of light are met.

When the company's document flow is small, all documents can be stored in the same room where the workflow takes place. If there is a lot of documentation, it is necessary to allocate a separate room for the archive.

To make it easy to find any document in the archive organized by you, start a nomenclature of cases - a classifier of documents with an indication of their storage periods.

To simplify the search for the necessary documents, you can use the tips:

  • allocate to each structural unit its own place for documentation, taking into account annual replenishment;
  • allocate cases with a permanent shelf life and a temporary one (more than 10 years) to different shelves.

Separately keep files on personnel and documentation of liquidated companies (if any).

Outsourced storage of documents has certain advantages over self-organization of storage and is suitable for those who plan to:

  1. Save money by reducing the cost of renting and maintaining office space occupied by storage.
  2. To increase the efficiency of employees and reduce the non-core workload, which often falls on the shoulders of employees of the accounting and personnel department.
  3. Ensure continuity of processes in document management.
  4. Create an electronic archive that allows you to get online access to the documentation database at any time and optimize the time to search for it.

Choose your storage partner carefully.

The management of the process of storing documentation in archives in our country is carried out in accordance with the provisions of the Law of the Russian Federation No. 125-FZ “On Archiving in the Russian Federation”, which was adopted on October 1, 2004.

In the course of the commercial activities of each enterprise, information data is always generated in printed or electronic form in certain volumes. When the time frame of their authenticity ends, they are systematized, the organization of archival storage of documents is carried out.

Varieties of archival storage of documents

According to the "List of standard management documents", which was approved by the Federal Archive on October 6, 2000, there are certain groups of papers that have a specific period and even type of storage.

State structures are always obliged to transfer files for archival storage exclusively to the special units of the Archival Funds of Russia. And commercial structures have a richer choice of ways to store documents.

The following criteria apply to companies of all existing forms of ownership:

  • The terms of direct storage of documents are determined only by the office work policy of the organization itself, that is, until the moment when the need for the relevance of papers passes.
  • The presence of a limited storage time, which is indicated in the provision of the List, - 1, 2, 5 and 10 years. At the same time, the archive itself is located in the company's office.
  • Business records management laws and internal corporate regulations govern how records are kept on a permanent basis.
  • It is allowed both to find archives in branches of specialized services, and to organize a system of affairs within the company.

Archiving order

For each information group of documents, the responsible officer, based on the regulatory framework of the Russian Federation, exclusively on an individual basis establishes specific retention periods. A detailed inventory is always drawn up, which indicates the dates of removal of the papers to the archive, as well as the expiration time of their storage period. In this case, reference is made to the relevant provision of the current law.

The organization of archival storage of documents within the company should be carried out in local areas or special premises. It is important to have systems in the form of boxes, archival folders, boxes and specialized equipment - catalog shelves, racks. At the same time, papers of particular value, and those that are of high commercial importance, must be placed in metal cabinets with safe locks. When the deadlines expire, an authorized employee of the company conducts the liquidation of documents and draws up an appropriate act of destruction.

If an unlimited period of time is required for storage, then a funding procedure is carried out with the subsequent transfer of cases to special institutions.

Requirements for the organization of archival storage of documents

Archival storage of documents implies a certain option for organizing papers in an enterprise, which allows you to adhere to all current rules and regulations in order to prevent the loss of important data.

The archive is located in a special building or in an isolated room. Its organization in rooms with high humidity and enhanced heating is unacceptable. Also, it cannot be located near catering services, chemical and food warehouses.

An enterprise that is engaged in archival placement must have a repository for client documents, a room for research work. Also, the composition should include a room where papers are accepted, their acclimatization is performed, and temporary storage of information carriers is also possible here.

Requirements for the storage of papers

The organization of archival storage of documents requires strict adherence to the following rules:

  1. safety in all respects - the room itself must be resistant to fire, as well as protected from possible flooding, an emergency exit is required;
  2. there should be no main pipelines in the room itself, only those that are isolated by means of protective devices or materials are allowed;
  3. in the archive there can only be hidden electrical wiring and sealed sockets;
  4. it is not allowed to use fire and any heating devices in the archive, as well as to store food there, as well as other foreign objects;
  5. the room must have metal racks of a mobile or stationary type.

The racks placed in the storage must also meet a number of specific requirements. For example, the main aisle between rows should be at least 1.2 m, between racks - 0.75 m. The distance from the shelves that are parallel to the wall to the outer wall should be at least 0.75 m, and between the end and the wall of the rack must be more than 0.45 m. From the bottom shelf of each rack from the floor, a distance of 0.15 m is required.

On the racks themselves, documents are placed exclusively in bundles or boxes. It is not allowed to find documentation on the floor or on the windowsill in an unassembled form.

Shelving should only be placed perpendicular to walls with windows and batteries. In this case, the distance from the heat source or window to the rack should be more than 0.6 m. Shelving should not be adjacent to the same heat sources and external walls.

How to properly store documents

The light in the room where the archives are stored can be organized both artificially and naturally. If there is only natural light, then it is important to completely exclude direct sunlight from entering the paper. For this, light-protective curtains and blinds are hung on the windows.

Artificial lighting is usually incandescent lamps, always located in closed shades. If luminescent equipment is used, then it is better that these are devices with a small UV spectrum.

Organizing the storage of documents always involves maintaining the correct temperature and humidity conditions. Paper media are stored at a temperature of 17-19°C and air humidity of 50-55%. If the data is on film media, then the air humidity should be 40-45%, the temperature for black-and-white films is about 15 ° C, for color films - 2-5 ° C. If information is placed on magnetic tapes and disks, then the air humidity in the range of 50-65% and the temperature regime of 15-20 ° C will be ideal.

Even if the director does not want to hear about the archive as a structural unit, this does not mean that it does not exist in the company. There is an archive, but so far it has the form of a waste paper warehouse scattered over cabinets and offices with a complete absence of any single order and system. In this article, we will talk about how to organize the storage of documents in an organization that does not yet have an archive as such, and documents that need to be properly preserved already exist, and moreover, appear every day. After all, you see, it is much easier to start creating an archive when the organization is small and there are not so many papers to be preserved. If you take up this work in a couple of years, when the volume of document circulation will begin to amount to tens of thousands of units, it will be much more difficult to create an archive.

REGULATORY DOCUMENTS AND LIABILITY FOR IMPROPER STORAGE OF DOCUMENTS

The process of storing organization documents is regulated at the federal level.

There are two main documents on the work of the archive in the company:

  1. Basic rules for the work of departmental archives, approved by order of the Main Archive of the USSR dated 09/05/1985 No. 263. The document is of a regulatory (mandatory) nature.
  2. Basic rules for the work of archives of organizations, approved by the decision of the Collegium of the Federal Archives of February 6, 2002 (hereinafter referred to as the Basic Rules for the Operation of Archives of Organizations). The document is methodical (optional) in nature.

We recommend that the secretary study these rather similar documents. They describe the basic principles of storing business papers in a company, storage requirements, and provide many forms of documents that ensure the storage process, headed by the nomenclature of the organization's files.

Responsibility for improper storage of documents

In accordance with Art. 13.25 of the Code of Administrative Offenses of the Russian Federation, violation of the established procedure and terms for the storage of documents by a joint-stock company and a limited (additional) liability company shall entail the imposition of an administrative fine on officials in the amount of two thousand five hundred to five thousand rubles; for legal entities - from two hundred thousand to three hundred thousand roubles. The practice of using this article is quite extensive, which makes sense to report to a manager who refuses to allocate resources to store company documents.

ANALYSIS OF THE COMPOSITION OF DOCUMENTS

First of all, you need to deal with the composition of the documents that are currently in the organization. All of them are divided into two groups:

Documents that have already been completed by office work;

Documents that are generated as a result of the activities of the organization and are at one stage or another of their life cycle.

The work will go in two directions at once. Documents from the first group need to be reviewed, disassembled by type and determine the composition of cases. The documents of the second group, immediately upon completion of office work, will also need to be distributed among cases.

You need to act sequentially, turning to each department of the organization in turn. Here, employees of these departments should come to the aid of the secretary. Only they - people who know their work processes from the inside - can correctly formulate the headings of the cases and the composition of the documents in them. The list of cases of each structural unit resulting from this work will form the basis of the nomenclature of the organization's cases.

DOCUMENT STORAGE TERMS

Each document has its own storage period, which is determined not by the organization - the author of the document, but by the state. Destruction of the document before the expiration of its storage period is not allowed.

To date, there are three regulations governing the terms of storage of documents, as they say, in droves. We list these regulations:

  • The list of standard managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage, approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 (as amended on February 4, 2015);
  • List of typical archival documents generated in the scientific, technical and production activities of organizations, indicating the periods of storage, approved by order of the Ministry of Culture of Russia dated July 31, 2007 No. 1182 (as amended on April 28, 2011);
  • The list of standard documents generated in the activities of state committees, ministries, departments and other institutions, organizations, enterprises, indicating the periods of storage, approved by the Main Archive of the USSR on August 15, 1988 (as amended on July 31, 2007).

Joint Stock Companies one should also be guided by the Regulations on the procedure and terms for storing documents of joint-stock companies, approved by the Decree of the Federal Securities Commission of Russia dated July 16, 2003 No. 03-33 / ps.

In addition to the above standard lists, the period of storage of certain documents may be specified in industry regulations. Therefore, you should be very careful when setting deadlines and be sure to resort to the help of managers and employees of those departments to which the documents relate.

note

The period of storage of documents is calculated from the first of January of the year following the year of completion of their office work. So, if the document was executed in January 2015 and has a storage period of 5 years, then these 5 years will be counted from 01/01/2016. It turns out that this document can be destroyed only after 12/31/2020.

During the timing phase, it is usually found that when organizing a document storage system, each action entails another. If we ask ourselves how many years this or that document is stored, then immediately there is a need to write it down somewhere - you can’t keep all these numbers in your head. A list containing all documents of the organization, incl. the duration of their storage is nothing more than a nomenclature of cases.

NOMENCLATURE OF CASES

The process of storing documents of the organization begins with the nomenclature of cases.

Our dictionary

Case nomenclature - a systematized list of the names of cases entered in the organization's office work, indicating the terms of their storage, in the prescribed form.

In other words, all titles of cases obtained as a result of the analysis of documents are summarized in a single list, and storage periods are set for them.

The form of the nomenclature of cases is given in Appendix 7 to clause 3.4.6 of the Basic Rules for the Operation of Archives of Organizations.

Note: the name of the section in the nomenclature of cases - the name of the structural unit.

Case Index consists of two parts. The first is the serial number of the structural unit, the second is the serial number of the case within the structural unit.

Let's take an example. For example, in an organization, the advertising department received the serial number 04. A fragment of the nomenclature of cases is given below.

note

If the organization is so small that the role of departments in it is played by employees, each of which has its own functionality, then it is better to start all indexes of cases from 01 and exclude the line “Section name” from the nomenclature.

Column "Number of cases" completed at the end of the calendar year. It indicates the number of storage units of each case that has accumulated in the enterprise for the year.

The nomenclature of cases is approved and put into effect from the new working year by the head of the organization. But there is no need to wait for January to try to generate company documents according to the nomenclature, because the first nomenclature of cases in the history of the organization may appear in the middle of the year.

Documents are distributed to cases immediately after they are completed by paperwork. You can’t save them for a whole year, and then devote several weeks to filing them into folders. As soon as the document is executed and removed from control, it must be placed in the file.

Colleagues need to be gradually accustomed to the fact that the secretary is in charge of the company's documents. If a new case appears in the unit, then the secretary must be informed about this, who will enter the case into the nomenclature and, together with a competent employee, set a storage period for it. So in a young organization a system of centralized office work is being formed.

"SPECIAL" DOCUMENTS: HR AND ACCOUNTING

Personnel documents. If the secretary is additionally involved in the company and personnel records management, then the storage of this layer of corporate documentation should be given special attention for the following reasons:

Personnel documents are subject to inspections much more often than management documents;

The shelf life of many HR records is measured in decades;

Personnel documents contain personal data of employees, and therefore require not only scrupulous accounting, but also special storage conditions and access to them.

Cases for working with personnel are included in the nomenclature of cases on a general basis, but they need to be kept in a lockable cabinet, preferably iron, ideally in a special room, which is also locked.

Accounting documents. Since the chief accountant is personally responsible for the safety of his documents, in the early stages of the development of the organization he does this himself. Perhaps, accounting is the only department for the order in the documentation of which you can be relatively calm.

Gradually, the accountant's archive goes beyond the limits of an individual safe, and the question arises of including accounting and tax reporting papers in the general array of company documents for storage and subsequent destruction. Accounting documents are also included in the nomenclature.

As for the mode of storage, unlike personnel documents, the legislation does not contain special instructions in this regard. However, if you ask the opinion of accountants, then almost every one of them will say that it is also better to keep these cases in a separate room.

ELECTRONIC DOCUMENTS

Another special type of organization documents is electronic. The danger of not knowing about them is quite high, because if the papers in the folders are in plain sight and it costs nothing to take them into account, then the electronic ones “live” in the computers of colleagues. We are talking about those documents, the life cycle of which takes place electronically. A textbook example is the registration logs that the secretary maintains in MS Excel. When it comes time to send the journal for storage, you do not need to print it: it is an electronic document, and it must also be stored electronically.

Subdivisions must provide information about electronic documents at the request of the secretary.

Unfortunately, in Russia there are still no clearly formulated instructions for storing electronic documents, and this despite the fact that in some areas of activity (for example, Internet marketing), the volume of electronic documents of an organization tends to 100%. The only thing that can be guided by is the draft Recommendations on the acquisition, accounting and organization of the storage of electronic archival documents in the archives of organizations, developed by VNIIDAD back in 2012.

Electronic documents are entered into the nomenclature of cases along with paper ones and are stored for the periods established by the lists.

DOCUMENT DESTRUCTION IS A CENTRALIZED PROCESS!

In the first months of the work of the document storage system, the secretary will not be up to destruction, and if the organization is young, then before that you need to wait a few years at all. If, nevertheless, documents are found whose storage period has expired, then the destruction process is organized in accordance with the Basic Rules for the Operation of Archives of Organizations.

The main thing to remember is that the destruction of documents is a centralized process in which many employees of the company, including its head, are involved. Tearing up a document and throwing it in the trash is not destruction. You can't do that.

It doesn’t matter whether a structural unit “archive” appears in the organization in the future or a specially authorized employee of the office will store documents, but you need to store documents, and this obligation, as we found out at the beginning of the article, is enshrined at the legislative level.

SUMMARY

  1. Storage of documents is the obligation of the organization, enshrined at the legislative level.
  2. The organization of a company's document storage system begins with an analysis of the composition of documents.
  3. The list of cases of the organization, for which the retention periods are determined in accordance with special lists, built in a special form, forms the nomenclature of the cases of the organization.
  4. Special attention is paid to systems of personnel and accounting documentation, as well as electronic documents.
  5. Destruction of documents is an organized, centralized process that requires a systematic approach. You can't just get rid of the document.

    storage of archival documents- Ensuring the rational placement and safety of documents. [GOST R 51141 98] Topics office work and archiving Generalizing terms ensuring the safety of documents ...

    storage- 3.17 storage: An operation carried out at the enterprise, in the technological process, which consists in determining the reduced volume or mass of oil and oil products for subsequent accounting operations. Source …

    storage of archival documents- 3.10 storage of archival documents: Ensuring the rational placement and preservation of documents (GOST R 51141). Source … Dictionary-reference book of terms of normative and technical documentation

    STORAGE OF ARCHIVAL DOCUMENTS- according to GOST R 51141–98 “Office work and archiving. Terms and definitions”, – ensuring the rational placement and safety of documents… Office work and archiving in terms and definitions

    GOST R 51141-98: Office work and archiving. Terms and Definitions- Terminology GOST R 51141 98: Office work and archiving. Terms and definitions original document: 21 document author: Individual or legal entity that created the document Term definitions from different documents: document author 77 archive ... ... Dictionary-reference book of terms of normative and technical documentation

    109 departmental storage of archival documents: Storage of archival documents in departmental archives carried out by state and municipal organizations during the period established by regulatory documents Source: GOST R 51141 ... Dictionary-reference book of terms of normative and technical documentation

    selective acceptance of documents for permanent storage- 97 selective acceptance of documents for permanent storage: Acceptance for permanent storage of certain types of documents of organizations or all valuable documents of a number of organizations from among homogeneous Source: GOST R 51141 98: Office work and archiving ... Dictionary-reference book of terms of normative and technical documentation

    state storage of archival documents- 108 state storage of archival documents: Permanent storage of archival documents carried out by archives, manuscript departments of libraries and museums Source: GOST R 51141 98: Office work and archiving. Terms and Definitions… … Dictionary-reference book of terms of normative and technical documentation

    depositary storage of documents- 110 depository storage of documents: Storage in an archive, museum, library of archival documents of the Archival Fund of the Russian Federation on the terms determined by the agreement between the owner of the documents and the relevant archive, museum, library ... Dictionary-reference book of terms of normative and technical documentation

    permanent storage of documents- 111 permanent storage of documents: Indefinite storage of documents in an archival institution, state museum, library Source: GOST R 51141 98: Office work and archiving. Terms and definitions original document ... Dictionary-reference book of terms of normative and technical documentation

    departmental storage of archival documents- Storage of archival documents in departmental archives, carried out by state and municipal organizations during the period established by regulatory documents. [GOST R 51141 98] Topics office work and archiving ... ... Technical Translator's Handbook

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