Important documentation - contracts, invoices, acts - must be kept in the company for a long time. For some securities, this period is five or even ten years. To prevent the documents from getting wrinkled or lost, they must be properly filed and archived.
Necessary
- - folders - binder;
- - transparent files - pockets.
Instructions
Step 1
To file a contract, wait until it is signed by all interested parties. Get signatures from both sides' CEOs and affix their seals. Then make copies of the document and give them out to everyone involved.
Step 2
Give the contract a number. It must contain numbers and letters. For example, 123-AB. Put in the number of signing the document.
Step 3
Maintain a contract log. Enter the number of the document, the date of signing and the legal entity to which it belongs. The numbers must go in order, one after the other, depending on when the contract was signed.
Step 4
If there are several legal entities in the company, each contract journal should have its own. This will avoid confusion.
Step 5
Put the contract in a separate file. If there are multiple contracts, put everything in one pocket. This will make it easier to compare documents and find them if necessary.
Step 6
Insert the file into a binder and secure with special holders. Do not fill it tightly, the documents will be wrinkled. Write on the spine of the folder the legal entity, the documents for which are stored in it, as well as the year they were signed.
Step 7
After the expiration of three years, the folders with contracts can be sent to the warehouse. Fold them in cardboard boxes and place in a place not accessible to moisture. On the packaging, also indicate the legal entity to which the documents relate and the year the contracts were signed.
Step 8
Invoices and acts are filed in the same way as contracts. But, instead of a paper register of documents, it is better to have an electronic one. For example, in the program "1C: Accounting". You can download it for free here: https://mihsoft.narod.ru/soft_p/1c8.html. This will allow you not only to keep records of all securities, but also to perform various operations with them - print additional copies, correct errors, etc.
