Among the current and archived papers, documents are often found on the back of which there is an inscription “numbered, laced and sealed with a seal”. When and for what purposes is this design method used? This should be dealt with in more detail.
The need for firmware documents
In the process of conducting office work, specialists sometimes have to deal with multi-page documents. If this is ordinary correspondence or paper for daily use, then the sheets in it are customary to combine using paper clips or a stapler. This method makes it possible at any time to divide the document into parts or swap sheets. However, in some cases this is categorically unacceptable. To preserve the integrity of the document is necessary:
- when transferring it to the archive;
- for certification of individual copies;
- to submit reports to the tax office and other funds;
- when submitting a package of documents for registration.
In this case, it is customary to stitch multi-page business papers, and finally place a certification inscription like “numbered, laced and sealed with a seal” on their back.
A similar design option was introduced on the basis of GOST R 51141-98 “Record Keeping and Archiving”, as well as Order of the Federal Archives No. 76 dated December 23, 2009. These regulations set out in detail the requirements for processed documents, as well as the methodology and recommendations for their firmware. An obligatory element in this case is a certification sheet on which it is written "numbered, laced and sealed with a seal."
Firmware Rules
In order to combine separate pages into a single multi-sheet document, you will need:
- tight threads;
- wide-eye needle;
- awl;
- scissors;
- clerical glue ;
- a sheet of white paper.
The easiest stitching option is three-hole. All work takes place in several stages:
- First, on the left side of the stack of documents, it is necessary to make 3 holes with an awl, located at the same distance from each other.
- Thread the thread into the needle and skip it, starting from the back, in the middle puncture site. At the same time, at least 7 centimeters of thread should remain in stock.
- Pass the needle from the front into the hole on the left. You should get one stitch.
- From the back, pass the needle and thread into the remaining free hole located on the right.
- Skip the thread in the middle (at the start of the firmware).
- Tie the two remaining threads from the back with a knot so that the stitch is inside.
- Cut a rectangular piece of 2 x 8 centimeters from a whole sheet of paper with scissors, and then stick it on the knot and the ends of the threads.
- On the glued sheet, make the inscription “numbered, laced and sealed with a seal”, indicating the number of sheets connected (in numbers and words). Below is a signature and its decryption.
A document stitched in this way can be safely sent as intended.
Log Firmware
According to the rules of office work, many books of account also need firmware, in which responsible employees register incoming documents. This is necessary to protect the information contained in them and the convenience of the search. Of course, it’s easier to turn over several pages at the right time than to review a stack of documents that, for example, should not be accessible to third parties. For such purposes, many enterprises start a register. This is a book with continuous numbering, which constantly records documents of a certain type (work books, issued power of attorneys, orders, induction training in OT and others).
The logbook must have a hard enough cover to protect against natural wear and tear. In addition, all the sheets inside it must be numbered and stitched with a strong thread. The ends of the lacing should remain on the inside of the cover and sealed with a clean sheet of paper, on which a standard certification label is usually made.
Certification sheet
After flashing the documents must be certified by the signature of the head of the company and the seal of the company. This is a necessary measure, which is used to prevent some dishonest employees from committing forgery and replacing part of the registration records. As a certification sheet, as a rule, a piece of clean rectangular paper is used. It must be glued so as to overlap the elements of the firmware (the connecting unit and the remains of the threads). At the top, the responsible employee must inscribe a specific pattern. At some enterprises, a special form “laced, numbered and sealed with a seal” is used for this.
It can be typed on a computer, and then ready-made samples can be printed in the required quantity. Under the main inscription, as a rule, the position of the responsible employee (manager) is indicated, as well as his signature with a detailed transcript. Such a certification sheet ends with the firmware date of this document.
Volume of certified documents
Before you do the firmware, you must number all the sheets that are part of this document. There are certain rules for this:
- Not pages are numbered, but sheets.
- Numbers are usually placed in the upper right corner in ascending order.
- Records are made in Arabic numerals (in rare cases, Roman is allowed to be used).
- A sheet containing individual fragments is numbered in the general order. In addition, his inventory is compiled separately.
- In the presence of glues, the whole sheet is assigned one successive number.
- If the document contains internal applications, then they should also be numbered separately.
- Sometimes during archiving there are letters in the file. In this case, the envelope is numbered first, and then what is in it.
The total number of sheets is indicated in the text of the certification label twice. First of all, a digital value is marked, and then in brackets - in words.
Since 2013, new requirements have come into force in Russia on the execution of securities transferred to other organizations. But, despite the fact that nothing is said there about mandatory firmware, many enterprises continue to use this method of preparing documents in the old fashioned way.