How to flash documents: scheme, sample, instruction

Unified instructions for stitching documents are not developed. But recommendations on the firmware of cases are contained in the Methodological recommendations of Rosarhiva, the order of the Ministry of Culture of Russia for 2005 No. 536, the instructions of the Central Bank for Document and GOST 51141, which regulate the rules for storing documents.

Consider the basic principles of correct sewing of various documents.

Cover

Before the firmware of documents, you should think about the cardboard cover for each folder. They are:

The cover is affixed by the data:

Name of the organization.
Name of the organization's division (for example, personnel department).
Case index.
Business title.
Shelf life.
Tom number.
The number of sheets in the binder.
Date of the compilation of the binder.

Inventory

Each set of documents is provided with a description. It contains information:

Document's name.
Date of the binder.
Shelf life.
Annotation (that is, the explanation is contained in the document and what needs to be kept).
The list of all documents entered into the binder, indicating pages in each document.
The data of the responsible person is the compiler of the binder.

During the numbering, the inventory is not taken into account. Inventory can be laid into a shared folder, can be inserted into the cover or stored separately. But the office managers prefer it to flash it: above the likelihood of its preservation.

Numbering sheets

Numbering is affixed arabic numbers(In rare cases - Roman), ascending. Usually the compilation of the numbering does not cause difficulties, but it is necessary to take into account a number of subtleties:

Methods of firmware documents

Send documents in several ways:

Using the needle and thread. Suitable for documents of small volume. Stitching is made in two punctures, on the back of the ends of the thread fasten. The thread is mounted fragment of paper with a verge of inscription and seal.
With the help of thread and hole punch. The method is similar to the previous one, but it is possible to reap the case of a larger volume at a time. The cover is usually not affected.
With a drill or screwdriver. In this way, the cases of large volume are sewn. A thick rope or cord can be used as a thread. Also, this method is used if it is necessary to sew the case together with the cover.
Using binding machine and autonumber. This method is available only in printing houses.

Labor booking logs before crosslinking must be sealing with a seal.

Photo instructions for firmware documents threads

Total document firmware scheme

How to flash documents for archive

Documents must be submitted to the archive of the enterprise after a year, after they are completed in the office work. After they are stored in a certain time in the organization, they must be transferred to the state, regional or municipal archive. Dates are identified as:

75 years - for personnel documents, businesses, records of notarial actions and a number of others.
20 years - for projects of caption, technological and design documentation, patents.
15 years - for scientific documentation.
5 years - for the film.
3 years - for video and photo documents.

Documents to the archive are handed over staff documentation management service. If there is no such specific division in the organization, the archive of the secretary, a specialist of personnel service or deputy head, in rare cases, is an accountant.

Before preparing documents to the archive, it is necessary to find them a suitable cover and add additional information to inventory, such as:

Date of compilation of inventory.
Tom number (if it consists of several volumes).
Familia and position of the component inventory.

The design itself consists of the following stages:

Monitoring the grouping of documents in the case.
Swirl.
Numbering sheets.
Fastening and drawing up a versatory printing with seal.
Drawing up inventory.

Video: how to flash documents for archive

How to flash documents for tax

The firmware of documents for the tax service is slightly different from the firmware of documents for the archive. Its features are:

Documents are bonded in 3 punctures, the distance between them is at least 3 cm.
The case can be sewn with a firmware needle threads, banking twine or kapron thread.
Documents must be sealed by placing 3x5 cm on the node. The ends of the threads should remain free.
The sticker makes a witness inscription.
Accounting reports need to be sewed in 5 holes, the node is punctured by cigarette paper.

In July 2013, the fiscal service explained that statements and constituent documents are allowed to be submitted.

Video: how to flash documents for tax

Wallen inscription

It is done after all documents are shaped and numbered. It is a fragment of paper 5x6 centimeters. The inscription is glued on the turnover of the last sheet so as to fix the node of the thread, which is fastened.

It indicates:

The number of sheets in the case (figures and in words).
Features of subfed documents (for example, if any of them are broken).
Surname, position and signature of the compiler of the binder.

Enterprise is put on the inscription so that her prints were located on the sticker (that is, on the inscription itself), and on the sheet.

How to correct errors

The basic requirement for laid documents is inviolability. If inaccuracy is made somewhere - for example, forgot to attach a document, then you need to either sort it in the form of a separate volume, or disassemble everything and reflash. No investments and additions are not allowed to be discarded.

If errors occurred in the numbering, then the use of a literary numbering is allowed. This means that the same figure is put on the missed sheet, but the letter is added to it, for example: 15, 16, 16a, 16b, 17 ...

If the numbering is broken more seriously, then it will have to be done again. To do this, it is necessary to accurately cross the wrongly populated numbers and enter new ones.

Changes will need to make in the witness inscription: the old data is shocked, and next to put new ones.