Archival storage. Archival paperwork of the organization: GOST, instructions, documents, rules. methodological recommendations for archival office work Responsible for storing documents in the archive

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 the certification record "at the beginning of the case, if necessary, a sheet or sheets for the internal inventory (if any, printed forms of the internal inventory) are inserted. 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. 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 heading 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. The cover of the case must indicate the dates of the earliest and latest documents and the period of storage of the case. 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 drawn up 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 by 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 the organization's cases. 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.

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:

Basic rules for the work of departmental archives, approved by order of the Main Archive of the USSR dated September 5, 1985 No. 263. The document is of a regulatory (mandatory) nature.
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 the company, the requirements for storage, 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 deadlines 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 inform the 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 authorities 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);
The 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 shelf life 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 but the 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 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

Storage of documents is the obligation of the organization, enshrined at the legislative level.
The organization of a company's document storage system begins with an analysis of the composition of documents.
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.
Special attention is paid to systems of personnel and accounting documentation, as well as electronic documents.
Destruction of documents is an organized, centralized process that requires a systematic approach. You can't just get rid of the document.

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Ministry of Agriculture of the Russian Federation

Federal State Budgetary Educational Institution of Higher Education

Ryazan State Agrotechnological University. P.A. Kostychev

(FGBOU VO RSATU)

Road Faculty

Abstract on the topic:

"Archiving Documents"

Completed by: 3rd year student

road faculty

areas of training

"Technology of transport processes"

Malakhov V.A.

Checked by: Candidate of Economics, Associate Professor Lozova O.V.

Ryazan 2015

1. Documents regulating the procedure for storing documents

2. Formation of documents in cases

3. Technical processing of documents before submitting them for archival storage

4. Ensuring the safety of documents

5. Electronic documents in archives

6. Placement of documents in repositories

7. Checking the availability and status of documents

8. Archival references

9. Examination of the value and destruction of the document

Bibliography

1. Documents regulating the procedure for storing documents

The procedure for storing documents is regulated by the following main documents:

Federal Law No. 125-FZ of October 22, 2004 “On Archiving in the Russian Federation”;

The main rules for the work of the archives of the organization - approved by the decision of the Federal Archive of February 6, 2002 (hereinafter - the Basic Rules);

A list of typical 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 the Russian Federation of August 25, 2010 N 558;

The current Regulations on documents and workflow in accounting, approved by order of the USSR Ministry of Finance dated July 29, 1983 No. 105.

The procedure for storing accounting documents is defined in the Federal Law of November 21, 1996 N 129-FZ "On Accounting", as well as in the Tax Code of the Russian Federation.

2. Formation of documents in cases

Each specialist working with documents should be involved in the formation of documents into cases. It should be noted that documents are formed into files according to certain criteria, so that later they can be easily searched for in the archive. Archivists have created a special reference document, with the help of which official documents are distributed into folders (cases). It is called the nomenclature of cases. This is a systematized list of headings of all the cases that employees will start in the organization in the next year. The nomenclature of cases is drawn up on the eve of the new calendar year, usually in December, so that it is known which cases should be formed in the company in the next year from January to December.

When forming documents into cases, different signs are used, according to which documents are combined into one folder. For example, a nominal sign: orders to orders, protocols to protocols. Another sign is subject-question for official correspondence. But a completely different approach is also possible, when different documents are combined on one issue. A classic example is a court case, a personal file of an employee.

The form of the nomenclature of cases is unified and included in the appendix "Basic rules for the work of the archives of the organization." The document is approved by the head of the organization. If the company is large, then it is necessary to fill in the column “Section name”, that is, enter the name of the structural unit. If the organization is small, then the direction of activity is indicated here.

document case archival storage

3. Technical processing of documents before their delivery for archival storage

First, the documents in the file must be in chronological order: the top document is the first of January. With a black graphite pencil, it is necessary to number each sheet on the front side of the case in the upper right corner. The certification sheet also contains a table that indicates the features of the physical condition and the formation of the case, for example, torn, glued, moldy sheets. You must provide a link to their number. And it is necessary to draw up an internal inventory of the documents of the case. The index of the case, its title, the numbers of the sheets of the case that correspond to this document are entered into the internal inventory. The inventory is enclosed by its compiler and placed at the beginning of the case. Now the file must either be stitched or handed over for binding, issue a cover that reflects the name of the organization, division, case number, volume, title, dates of establishment and closing of the case.

Inventories are compiled in at least three copies, one of which remains in the structural unit, confirming the fact that documents have been submitted to the archive, and other copies of the inventory are transferred to the archive along with the files.

4. Securing Documents

Cases of short-term (up to 10 years), long-term (over 10 years) and permanent storage period must be kept in the organization:

1. before the end of the established period and their allocation for destruction;

2. before handing over the cases to the state custody;

3. until the liquidation of the organization.

During the entire established period of storage, not only records of documents, but also their physical safety and use must be ensured.

This imposes certain requirements on the processing of the cases themselves and the equipment of archives.

Archive documents are divided into documents of general and separate storage, on paper and film basis. The latter include not only films for photo, video and audio recordings, but also other computer media that have not yet formed into an independent group.

5. Electronic documents in archives

According to the principles of archiving, the document must be stored on the medium on which it was created. Therefore, the storage of office documents on computer media is not prohibited, but it is not welcomed due to objective reasons.

It must also be remembered that long-term storage of documents on unstable removable media, such as floppy disks, requires frequent, at least six months, checks and rewriting of stored information on new media in duplicate. Long-term, i.e. over 10 years of storing archived information on a computer hard drive is also risky due to possible failures and virus attacks.

Currently, the only possible medium for recording archived documents can be considered a non-rewritable optical disc (CDR), although recently there have been increased claims to its quality.

With a significant amount of documents on computer media and document databases formed in the process of electronic documentation, an independent storage of electronic documents or as part of an existing archive is organized for their storage.

6. Placement of documents in repositories

Thoughtful placement of documents allows rational use of premises, reduces the cost of searching for files, provides optimal storage conditions and the possibility of evacuating the archive in case of emergency.

The placement of archival documents in organizations is based on:

1. creating the best conditions for permanent storage of documents,

2. convenience of operational use of all documents.

Documents of general office work, confidential, personnel and technical are stored separately, if possible in different storages.

When determining the premises necessary for the placement of cases, the dynamics of the movement of cases is taken into account. So, in the archive of the organization it is more expedient to place cases not only by structural divisions in accordance with the inventories and nomenclatures of cases, but also by the timing of their allocation for destruction.

For orientation in a dynamically changing composition of cases, topographical indexes are compiled, and all rooms, racks in them are numbered from left to right from the entrance. The shelves are also numbered in accordance with the installation of cases, i.e. rack from top to bottom.

Documents must be stored in rooms separated from the working rooms of employees and protected from access by unauthorized persons. The vaults must be additionally protected by bars opening from the inside (for extreme evacuation) on the windows of the first floor of the archives, the doors are additionally reinforced and equipped with locks. Windows are protected from direct sunlight by special glazing, paint, and blackout curtains. Due to the increased fire hazard, document storages are equipped with closed-type lamps, switches and safety shields located outside the storages. The obligatory accessory of the archives are multi-variant fire extinguishing agents (including non-liquid ones, for example, sand and tarpaulin).

Archives must have:

1. special mobile or stationary racks with a shelf width of at least 25 cm;

2. the width of the aisles between the racks is at least 75 cm;

3. the width of the main aisles up to 120 cm;

4. distance between shelves in height 35-40 cm;

5. the distance of the ends of the racks from the walls is 45 cm;

6. the distance from the floor to the bottom shelf is 20 cm, and in the basement and semi-basement floors - up to 50 cm.

To store large format documents (maps, drawings, plans), special racks with horizontal or vertical hanging storage are used.

Molds are the main destroyers of documents in archives. More than 200 species of fungi are known to live in "paper storages", their spores are airborne and can easily infect documents in dusty rooms. As a rule, fungi develop most actively on damp documents or in warehouses with high air humidity at a temperature of 25-27 ° C, in closely cluttered corners and unventilated cabinets.

Therefore, in the storage of documents (and books), the optimal temperature and humidity conditions must be observed. In Russia, it is set to a maximum of 18-20°C, with a relative humidity of 50-55%. Film media require even more stringent storage conditions, so all archives are equipped with devices for measuring temperature and humidity in different corners of the archives. For archives, regular wet cleaning and preventive disinfection of premises are mandatory.

All files in the archives are additionally packed in cardboard boxes, bundles and other containers made of materials that are harmless to documents. Labels are glued to the boxes, and labels are attached to the bundles of files indicating:

1. inventory numbers (nomenclature of cases),

2. year(s) and last case numbers included in this box (bundle).

Depending on the hardness of the case cover material, the frequency of use of documents, the storage method is selected - vertical or horizontal.

7. Checking the availability and status of documents

Checks of the actual presence and physical condition of cases (fading, infection, mechanical damage) are carried out at least:

1. once every 10 years,

2. for cases of permanent storage - once every 5 years,

3. for confidential documents - annually

Such checks are also carried out:

1. when changing the heads of archives,

2. in case of mass damage or loss of cases,

3. after moving cases to another archive.

The results of inspections are documented in acts in the standard form established by the Archival Service, approved by the head of the organization. Based on the results of the audits approved by the management of the organization, changes and clarifications are made (if necessary) to the accounting documents, the number and date of the act, in which the results of the audit are recorded, are indicated.

8. Archive references

All commercial and government organizations, government and departmental archives are required to issue, at the request of organizations, former employees and citizens, certificates, copies and extracts from the archive of documents confirming the very fact and length of service, wages, positions and other issues.

Archival certificate - an officially certified document that has legal force and contains a message (confirmation) about the documents available in the archives, information related to the subject of the request, with the obligatory indication of the search data (inventory number, case number, sheet number). The reference lists the names of documents, their dates, and presents information from these documents in a chronological sequence of events, rather than the documents in which they are covered.

The archival certificate is signed by the employee responsible for the archive and the head of the organization and is certified by a seal (if available - stamped), if necessary, copies of documents and extracts from the originals are attached to the certificate. When drawing up a certificate on several sheets, each sheet must be certified.

An archival extract is a complete copy of the formalizing and certifying parts of the document and verbatim copies of its content (text).

Archival extracts are made, as a rule, if the necessary information is contained in a voluminous multidimensional document, but only part of it relates to the content of the request. At the beginning and at the end of each extract from the document, as well as in places where individual words, expressions or sentences are omitted, ellipses should be placed.

An archival copy is a verbatim reproduction by typewritten, photographic or electrographic method of the entire text of a document, officially certified in the same manner as archival references.

Archival certificates, extracts and copies, as well as original documents, are issued to applicants or their authorized representatives on hand against receipt upon presentation of a passport or other identity document.

9. Examination of the value and destruction of the document

Examination of the value is carried out by the method of sheet-by-sheet review of the document by members of the commission. Cases formed by categories must be divided into two groups: the first group is temporary storage, the second - permanent and temporary (over 10 years) storage. The commission is created once for the period of the organization's activity and includes representatives of the leading departments: accounting, personnel service, archive. As a rule, the deputy director heads the expert commission. The commission holds meetings and draws up protocols with decisions related to the approval of inventories for documents of long-term, permanent storage periods and for personnel, and determines which documents are subject to destruction.

The procedure for the destruction of documents requires proper documentation. Only documents with a short storage period (up to 10 years inclusive) are subject to destruction if the storage period has expired. The calculation of this period begins on January 1 of the next calendar year. Do not destroy documents that have not passed the examination of the value of documents. The decision on destruction must be contained in the minutes of the meeting of the expert commission of the organization. Documents subject to destruction are entered in the relevant act, which has a unified form - the Act on the allocation for destruction of documents not subject to storage. After compliance with the documentation formalities, you can proceed to the destruction of documents.

List of literature

1. http://docrev.ru/arxivnoe-xranenie-dokumentov/

2. http://www.mbm.ru/wiki/index.php/Archival_storage_of_documents

3. http://www.klerk.ru/buh/articles/346636/

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