In any organization, even a small one, many different orders and orders are issued and stored. If you register them all and file them into one thing, then sooner or later it will lead to confusion. And the representatives of the inspection bodies are unlikely to approve of such record keeping.
Instructions
Step 1
In order to correctly divide the orders issued at the enterprise, you need to be guided by the following documents:
- approved by Rosarkhiv "The list of standard management documents generated in the activities of the organization, indicating the storage time";
- instructions for office work (developed by the governing body).
Based on these documents, a nomenclature of cases should be developed at each enterprise. Based on it, orders, instructions and other documents are divided.
Depending on the size of the enterprise and its structure, the developed nomenclature of cases can be divided into departments with an indication of the letter code, or it can be general.
In any case, all orders at the enterprise are conditionally divided into orders for main and economic activities and orders for personnel.
Step 2
Orders for the main and economic activities, as a rule, are kept by the secretary (unless otherwise specified in a separate order). He is also responsible for registering, storing and archiving these orders.
Documents differ in terms of storage time. Orders for the main activity of the enterprise (for the organizational structure, for the approval of the staffing table, for making changes to it, etc.) have storage lines - constantly. At the end of the calendar year, they are handed over to the archive of the enterprise.
Orders on economic and operational issues are stored for 5 years. They are numbered continuously without a letter. If the volume of orders issued at the enterprise is large, during the year they are divided into volumes. After the expiration of the storage period, they are destroyed with the registration of the corresponding act.
Step 3
Orders for personnel are drawn up and stored in the personnel management department of the enterprise. They also differ in shelf life.
A separate case is orders for admission, dismissal and transfer with a storage period of 75 years. Orders to change the surname, long-term business trip, long-term temporary transfer of employees, etc. are also filed here. These documents are registered in the journal, have continuous numbering and lettering (most often "l-s", "k"). At the end of the year, such orders are sewn into one folder together with the registration log and handed over to the archive.
Step 4
Orders for vacations (regular, without pay, etc.), short-term business trips and transfers are drawn up in a separate file, they are stored for 5 years. A letter is added to the order numbering (for example, "o" or department code).
Orders for collection have the same storage period. However, it is recommended to store them separately, as they are accompanied by analysis materials (explanatory notes, minutes, notifications and decisions of the trade union committee, etc.).
Upon expiration of the storage period, these orders are destroyed.
Step 5
It is also recommended to keep the promotion orders separately (storage period - 75 years). In a separate case, orders for the promotion of both their own enterprise and their superior are filed. The case is submitted to the archive as it is formed.
