In order to submit important papers to an archive or a bank, to submit a report to a tax or other financial institution, it is necessary to update the documents. This procedure is due to practical reasons for the impossibility of accidental loss of individual sheets, as well as security measures. It is worth figuring out how to properly flash a multi-page document.
Legal basis
To date, there are no general regulatory principles for stitching documentation in accordance with GOST. The main standard GOST R 51141-98 “Record Keeping and Archiving”, which contains terminological determinants of workflow, does not regulate the procedure for flashing official papers.
Among the normative acts that should be relied upon in the preparation of materials to state bodies, the following stand out:
- Rosarchive recommendations No. 76 dated December 23, 2009;
- Order of the Ministry of Culture No. 536 of November 8, 2005 on standard principles for paperwork;
- management of the Central Bank on the conduct and execution of business materials;
- the rules of the Federal Tax Service, approved on April 18, 2003, describing the procedure for filling and binding of certain types of documents.
Due to the lack of strict regulation on the issue of paperwork when preparing the required reports, it becomes necessary to study the recommendations of the exact institution where the papers will be sent. In addition, when registering a private enterprise or legal entity with a government agency, applying for a tender, or transferring materials for archival content, you must follow the instructions prescribed by the federal government when flashing.
Photos of how to properly flush documents in accordance with GOST will be posted later. Some highly specialized firmware information will also be affected. For example, how to properly flash documents for tax.
Types of documentation requiring binder
It is important to consider that it is necessary to flash only certain types of documents, the contents of which are located on more than one sheet, intended for registration, regulatory authorities, including the tax one. Firmware is also required when creating tender materials and folders submitted to the archive.
Before analyzing how to properly stitch and staple documents, it is important to find out the types of papers that need to undergo a special preparation procedure before being transferred to state and other bodies:
- archival documentation (materials prepared for deposit);
- incoming and outgoing papers;
- accounting reports (advance, turnover statements, invoices, acts of work performed, cash books, waybills, etc.);
- personnel decisions (orders, staffing);
- documents sent to the tax authority (certain types), pension fund for verification;
- copies of documents notarized and certified.
Paperwork is a complex and painstaking process that requires certain knowledge and skills. Firmware documentation is more convenient to bring to the system, as well as to store. Carefully fastened sheets are almost impossible to discreetly replace or remove from the folder, so the risks of falsification or loss of important information are minimized.
Cover art
Before properly flashing a document, you need to prepare all the necessary materials. For each individual folder, a cardboard cover is required. Among the covers are:
- standard, which have a size of 22.9 by 32.4 cm, used for standard papers;
- non-standard, used for sheets of a larger format other than A4;
- long-term storage - made of more durable material and can have an arbitrary shape (calculated for documents with a shelf life of more than 25 years).
For delivery to government agencies, acid-free cardboard is used. On covers the identification information necessary for fast and convenient search of a folder among other materials is indicated. First of all, the name of the institution, unit, the wording of the name of the materials is prescribed. The specified case index, storage periods, folder number are also recorded. At the bottom, the total number of sheets and the date the binder is formed.
Document description
Descriptive information disclosing the content and time frame of the stitched documents is mandatory. It indicates the name of the document, the date of lacing of the case, the storage period. In addition, the inventory is provided with an annotation, which is an explanatory note in which all points of the content of the material are highlighted, according to the list of topics pages are indicated, and the reason for storing these papers is also noted. At the end, the personal data of the authorized person responsible for the binder is recorded.
The list is not included in the general numbering. Most often, the inventory is filed with the folder or glued to the cover on the back (in some cases, located in a special folder for inventories).
Compared with the inventory, the volumes are stacked and tied into piles 20 cm high. Materials are sorted in ascending order of numbers. Then the case can be left stored in a special structural department or transferred to the archive staff. After the expiration of the content of the materials in the archive, they, in accordance with the established procedure, are destroyed.
Sheet Numbering Rules
How to flash and read sheets in a stitched document? The numbering process does not cause serious problems for the clerk. Numbering is done in black pencil. Ink is not allowed. The basic principles of the correct indication of the number are as follows:
- in the process of designation, Arabic numbers are used (very rarely - Roman);
- the numbers are ascending;
- sheets are numbered, not pages (although pagination may also be present separately);
- digits should be located at the top of the page in the right corner;
- symbols cannot be superimposed on the text;
- Applications are numbered by a common list with the main document (provided that the application is not selected in a separate folder).
Materials for firmware are always laid out according to chronology: from earlier to those that were formed recently.
If there is a letter in the file, you must begin to number it from the envelope, and then recalculate the sheets contained in it. When there are several volumes, each of them is numbered separately. Large-format materials are numbered on the right in the upper corner, bent two to three times, and then stitched from one edge.
In the case when not one, but several different documents (checks, forms) are located on the sheet - an inventory of these fragments is compiled, and the sheet is numbered in the usual sequence. However, if there are papers glued together, each sheet must be numbered individually with inclusion in the general inventory.
When making mistakes when calculating and writing the correct sequence, the missed numbers can be numbered using the numbers from the previous sheet with the addition of a letter (for example, 11 and further 11a, 11b).
When the numbering is skipped or broken thoroughly, you must rewrite the sheet numbers again. The wrong digit is crossed out and the correct number is placed next to it. If the firmware has already been sealed with a certification label, it also makes corrections.
Binder Methods
There are several ways to properly flush a document:
- Using a needle and thread. This option is used in cases when it is necessary to issue a small binder. Stitching costs two punctures, a thread is threaded through the holes formed, the ends of which are fastened on the back of the document. A piece of paper with an inscription certified by a seal is glued onto the assembly.
- With a hole punch (awl) and thread. How to flash documents with a hole punch? This method is most appropriate when it comes to larger materials. In this case, the document cover is not subjected to firmware.
- Puncher for grommets and cord. How to flash a document with a hole punch for eyelets? Accessories made of metal or plastic material are allowed to be used for paperwork with a shelf life of not more than 10 years. For archival content, this method is practically not used, with the exception of a shelf life of up to 5 years.
- Using a drill (screwdriver). The use of tools is justified when you need to lace up very voluminous volumes. In this case, materials are connected with a sufficiently thick rope or tape. In this case, most often it is necessary to flash the cover together with the case.
- On a binding machine and auto-numbering. This option is available only in printers for flashing large and large material.
Firmware order
Usually, a specialist is assigned the issues of preparing documentation, endowed with the functions of an office clerk according to the order of the institution or his job descriptions. How to flash a document step by step? The procedure for flashing documents contains the following points:
- Distribution of documents by date and sheet number in the correct sequence, face up.
- Removing any foreign parts from prepared materials: staples, sturdy, etc.
- Laying all sheets in an even pile (if there are a large number of sheets, a specific tool is used).
- Making holes (they should not go beyond the margins where the text is located, and should be located 1.5 cm further from the edge of the sheet). For standard documents 3 punctures are made (sometimes 4), for important papers it is necessary to make 5. The central hole will be located in the middle, other holes - in the gap of 3 cm each.
A suitable thread is threaded into the punctures (if the thread is thin, then it is passed twice), the ends of which are fixed by a knot on the back of the binder. A rectangular sheet (4 by 8 cm) is attached over the connected threads so that the ends remain visible. The label indicates the number of numbered and laced sheets and the data of the employee who stapled.
How to flash documents of the Republic of Belarus? Just as described in the article above.
Certification inscription
This procedure is mandatory and is carried out after flashing and numbering all the material. The certification label is a small piece of paper attached to a knot of thread on the back of the firmware.
This paper indicates the number of stitched sheets (required in words and numbers). In addition, it is necessary to indicate whether damaged / damaged sheets are in the file.
The personal data of the person who stapled the materials is recorded, and his signature is also put. On top of the inscription is the stamp of the institution. The seal should cover the inscription itself and go to part of the sheet.
Firmware for archive
Material for archiving requires compliance with certain instructions on how to properly flush a document. Before you begin to staple paper, you must remove all unnecessary fasteners, hooks or other elements that interfere with the firmware. The entire list of sheets is arranged in order, the stack is formed smooth on all sides.
How to flash documents for an archive?
For standard documents, three punctures are made using a special needle or awl. The holes are located at the same distance from each other (three centimeters), starting from the center, which should be located exactly in the middle of the sheet.
Stapling materials is carried out on the left side of the stack. Indent from the edge of the sheet, as well as from the text part of the document (one and a half centimeters). The thread used for threading should be strong and about 70 centimeters. Initially, lacing starts from the center hole at the end of the document and stretches until the remaining tail of the thread is 15 centimeters. Then the needle is inserted into the uppermost puncture, stretched to the lower hole and again to the central one. Ultimately, a knot with the ends of at least 6-8 centimeters is tied. A certification sheet is glued over the formed assembly.
Permanent storage materials for a period of more than 10 years are transferred to the archive according to the inventory. It is certified by a certified inscription suggesting an indication of the total number of cases, their license plates (written in words and numbers), the date and signatures of the participants of the reception and transmission of documents are put below.
It turned out that there are not many regulations on how to properly flush documents for an archive. The main thing is to strictly adhere to them.
Formation of documents for tax
How to flash and print documents for the Federal Tax Service? Preparation of papers in this institution is practically no different from standard standard processes, for which the above recommendations are described in detail. However, there are still some differences from the firmware of materials transferred to the archive. Official documents are sewn with special thread or twine. In the usual manner, 3 holes are made, for accounting reports it is necessary 5. Sealed stitched paper with a strip of 3 by 5 cm, which is glued on top of a knotted bundle of threads.
Although recently, for applications and constituent documents submitted to the Tax Service, filing is not required. Of course, this is to some extent a plus: there will be more free time that can be spent more profitably.
After a year after the completion of the case, the materials are handed over to the office archive. If there is none, then they are transferred to state or municipal storage. On average, notarial records are kept for up to 75 years.
One of the most important requirements for stitched documents is immunity. Therefore, in the event of the omission of any sheet or material, it will not be possible to simply insert it. To do this, it will be necessary to expand the case and re-form it or draw up the missing document separately. It is not allowed to add or remove sheets to a fully finished binder.
Now it’s clear how to properly flash and print documents for the tax or archive.