Before starting work with the documentation, the most thorough familiarization with a large number of necessary instructions relating to document management and paperwork is required. These norms are quite complex and contain a large number of all kinds of small details and nuances. How to file documents on a corner? What does the enclosed inventory contain? Is it possible to file accounting documents with a thermo-binding machine? The beginning clerk has something to smash his head at.
Pushover?
At first glance, the procedure for filing a case and submitting it to the archive is completely uncomplicated, but practice shows the opposite. In case of violation of any of the rules of office management, this institution will refuse to accept the document to be handed over, and you will have to start all work again. If similar situations have already occurred in your life, read our article - we will try to understand this issue.
Why file documents? Are there standards under which this procedure is regulated? Yes, and there are a lot of them. We are talking primarily about the guidelines for clerical work, which were approved in December 2009 by order of the Federal Archives. Secondly, about GOST R 51141, which is dedicated to archiving and paperwork and contains all the necessary definitions and terms. In addition, there are other legal rules according to which the documentation is stitched.
Let's start with the cover
If the theater begins with a hanger, then our procedure is nothing more than a cover. And the choice of a cardboard “crust” is one of the first tasks in the process of “packing” a document. At first glance, you will not find the difference between their many existing varieties. But, having looked closely, you will understand that covers are standard, non-standard, and also used for long-term storage.
Most often, you can find the standard cover format 229x324 mm. It is used in all cases when sheets of standard size are stitched. If, for certain reasons, the document has a rather specific appearance and parameters, a non-standard kind of cover is required. The latter type includes the one in which documents from 25 years or more will be stored.
According to the norms of legislation, such covers are made only of hard cardboard in connection with a significant working period. It is necessary to take measures to preserve the proper form of the document and its suitability for use after a serious time period. Documents intended for delivery to the state archive are stored in covers made of such material as acid-free cardboard.
Talk about sheet numbering
Before you hem the documents correctly, they must all be folded in the correct sequence. After that, the numbering procedure is carried out using a simple pencil. The main rule here is to number the sheets, not the pages of the document. An Arabic numeral is affixed on each sheet in its upper right corner. Moreover, our marks are required not to "creep" into the text. The general numbering of sheets does not include an inventory of documents.
What subtleties exist in numbering? If the number of documents to be filed includes a letter or several of them, first number the envelope, then alternately each of the sheets attached to it. If the number of incoming units is more than 250, it is customary to break it into several volumes. Moreover, each of them has its own numbering.
Documents possessing their own separate pagination, for example, periodicals, may be present inside the archives. But, filling out the case in the archive, they are numbered, among others, without violating the general order.
If the enclosed sheet has a large format, it is customary to expand it and put down a figure in the upper right corner. The possibility of free access to the text should be provided. If on any of the sheets individual fragments are glued with the impossibility of separating them, the entire given packet is numbered as one. In this case, it is necessary to compile an inventory of each of the glued pieces, which is done on the back or in free space. An indication of the pasted document must be present in the certification label or in the notes to the general inventory with the name. Most often, such freelance attachments are checks, statements or photographs.
Correction of errors and inventory of documents
In the case when during the course of work a certain not too serious error is made (for example, a couple of sheets are missing), instead of renumbering the entire array, you can again use the letter designation. At the same time, the numbers on other sheets do not change. The elimination of such errors is possible only by agreement with the archive staff. If gross errors are found, the document will be numbered again. At the same time, old numbers are crossed out as accurately as possible and new ones are added. At the same time, the updated numbering is again approved by a certification inscription.
Without an inventory you will not accept a single archival case. The information contained in it relates to the name of the document, the date of compilation, annotation and the table itself, indicating the serial numbers of the sheets, their number and notes (if necessary). Everything ends with information about the number of documents in the form of a number, duplicated in words, then everything is sealed with the signature of the clerk with the decoding
How to file documents correctly
Starting the stitching procedure, you should make sure that all the necessary materials and tools are at your fingertips. In addition to the actual case, you will need an awl, a needle, cardboard for filing documents and special threads. As the latter, they are stocked with bank twine, stern or piercing thread L-210. The latter variety is used most often for office work.
At the beginning of the work, any paper clips and other metal objects are removed from the document, then the case sheets are folded with an even, neat stack. Three holes are made on the left side of the field space with a needle or an awl. It is best to place them in the middle of the free space intended for indentation on the left, that is, at a distance of about one and a half centimeters. This remark is important - otherwise, after filing documents, they will be difficult to read.
Tips for convenience
If the even edges of the holes are of fundamental importance to you, take a hole punch. But remember that too many sheets are too tough for him. Make sure that all three holes are evenly spaced in height and spaced about 3 cm apart. The middle of them should be in the middle of the page.
To prevent damage to the title page and the collapse of the case, it is often recommended to reinforce the stitching front and back with strips of cardboard. A thread will be skipped through it. Its usual size is 70 cm. But in each case, it depends on the thickness of the stack.
How to flash on 3 holes
Here is the content of the algorithm for such a binder of documents. First, the needle passes through the middle of the holes, with the end of the thread remaining on the back side. Then you should push it into the top of the holes. As a result, both of its ends are brought to the back of the stack of stitched sheets. We pull the needle through the bottom of the holes and draw the thread to the front side. Then again lower the needle into the middle hole. Thus, our thread turned out to be drawn through all the necessary holes, after which both its ends are tied at the back of the document with a strong knot. Tips about 5 cm long are left.
A piece of paper with a certified inscription is glued directly to the assembly. Below we consider the technology of its manufacture.
The document can also be flashed using 4 holes. How to do it? The procedure is not at all complicated. Four holes pierce vertically symmetrically with an arrangement on a single axis. Leaving the tail of the thread on the back of the first hole, we sew the stitches, then we knit a knot similar to that described above. The firmware must be duplicated twice in order to ensure strength and reliability.
Certification inscription
The next stage after numbering and firmware is to supply our case with a certified inscription. What it is? This is a 4x6 cm sticker with the text "Lined and numbered ... sheets" (their number is indicated both in number and in words). The following is the position of the employee who uploaded the document, with a date and personal signature. If stamping is required, this should also be noted. The inscription is glued over the knot we have tied, the ends of the threads of which should remain free. The signature is put at the end of the whole procedure, when the glue is already dry. This is done to prevent smearing. The seal (if any) is affixed partly on the sheet, partly on the inscription itself.
And only after the case is stitched, numbered, sealed with a signature and a seal, it can be sent to the archive.
The attitude to the certification letter must be serious and attentive. It is she - documentary evidence of the inviolability of the case. In case of violation of its integrity or bias, the document may not be accepted by the control authorities, or it may be challenged in court.
What and why are we flashing
It is mandatory to staple all documents to be submitted to the archive or to any of the inspection bodies, which include the tax inspectorate, pension fund and many others. Documents glued or stapled with a stapler must not be handed over there. As already noted, if you find a discrepancy with the rules of office work, you simply will not accept it.
Such a procedure is mainly subject to documents of personnel and accounting. Those of which the clerical work is completed, after a year are to be deposited in the archive of the organization or enterprise. Files with a past legal storage period are transferred to special archival institutions. It is determined by law, depending on the type of document. For example, at least 75 years are required to store notarial records, books of business records and documents with information on personnel.
Shelf life of design drawings is much shorter - just 20 years. Photographic documentation is usually taken for 5 years. The files of both state and private enterprises are to be submitted to archival institutions. Moreover, the task of any non-state structure is to conclude an agreement on this with the Federal Archival Service.
It should be remembered that only the employee who has this duty is prescribed in the job description has the right to flush documents. In case of poor quality document filing, certain sanctions await you, especially in the event of changes or shortages of certain important sheets.
Back to the binder technology
The stitching methods described above are suitable for both the archive and the tax office. But the filing of accounting documents stored for a long time (more than 10 years) should be especially strong - most often with 5 holes. The certification inscription is made on a special tissue paper so that the node located under the sticker is clearly visible and there is no doubt about the integrity of the document.
If in office conditions holes are punched with ordinary office punchers, then, if necessary, large volumes of paper documentation (for example, in printing houses) are used, professional equipment is used in the form of paper-boring machines or bookbinding machines. Such mechanisms have serious power and can be either manual or equipped with an electric drive.
Machine mechanism
At the heart of these systems or machines is the classic way using springs. Such a binding machine is equipped with a perforating device. Another mechanism puts the document on a plastic spring, after which cardboard or plastic covers are added from below and above the block.
The advantage of a binding machine is the ability to fasten very large documents. The thickness of the block can reach up to 500 pages. And also - the ability to delete or add pages and sheets to an already bound document. The disadvantages include a rather serious complexity and not too high strength.
If a binding machine for filing documents is equipped with metal springs, for which a certain step is set and holes are punched according to it, then paper blocks are worn on a flexible steel spring, which is then compressed and closed. The advantages of the device with metal springs are in a more presentable final form and increased reliability compared to binding with plastic springs. But at the same time, it is impossible to insert or remove sheets without damage.
In addition to springs, there are devices acting on the principle of binding to a plastic comb, the teeth of which are curled. There is also a spiral binding, familiar to us from flip calendars, notepads and diaries. After perforation of the holes, a spiral is wound in them (3-4 turns by hand, the rest automatically).
Progress does not stand still
What is thermal binding? This is a modern machine for filing documents in which their quick and integral connection is possible. Using thermo-binding machines, you can complete a large number of materials, as well as arrange single copies. This option is especially suitable for mailed reports, contracts, and promotional materials.
The machine works for this type of binding by using thermal roots and thermal covers having different colors and sizes. Depending on the number of sheets of the case, a thermal cover of a certain thickness is selected, then everything is placed together in the apparatus. The inner side of the end of the cover is coated with a layer of polymer glue. The machine is equipped with a heating element, due to which this polymer can be melted, and all sheets are soldered into a hot layer.