Registration of documents for submission to the archive is carried out after the end of the year. Thus, documents are prepared for storage in connection with the established rules. Depending on the storage time, as well as the value of the documents, the cases are completed in full or according to a simplified system.
Instructions
Step 1
Make a list of cases for documents of temporary storage (up to 10 years inclusive). Check the correctness of the formation of the case (whether there are documents with a permanent storage period). Leave the cases in the folders, they should be systematized according to the nomenclature of cases and they do not need to be numbered. Cases are handed over to the archive according to the nomenclature of cases.
Step 2
For long-term storage cases (over 10 years), the following is carried out:
1. Binding of the case (hemmed in a hard folder or cover with strong thread in four holes or can be bound).
2. Numbering of sheets (carried out with a black graphite pencil in the upper right corner, without touching the text of the document).
3. Drawing up a certification inscription (indicate how many sheets are hemmed, whether there are any damages, sign and date).
4. Drawing up an internal inventory of documents (for cases with especially valuable documents, personal, judicial and investigative cases, etc.). At the end of the inventory, indicate the number of documents in the case and the number of sheets of the inventory.
5. Registration of all the details of the cover of the case (name of the institution, structural unit, clerical index of the case, title of the case, shelf life of the case.
Step 3
Make an inventory for documents of permanent or long-term storage. It should include the individual case number, as well as disclose its content and composition in the case heading. The inventory must also indicate the storage period of the case. Indicate the number of cases and the number of the first and last cases, sign and date. A separate inventory is drawn up for personnel cases.
Step 4
Submit the prepared files to the archive. The archive clerk in your presence will check the number of cases according to the nomenclature or inventory, make a confirmation inscription, mark the numbers of missing cases, set the date of acceptance and transfer of cases. The inventory is confirmed by the signatures of the persons who carried out the transfer and acceptance of cases.
