All documents of the organization must be kept in the archive. So, for example, the Tax Code states that primary documents, papers confirming the payment of taxes, and others must be protected for four years. But there are also such documents that can be destroyed after a year, for example, vacation schedules. Disposal should be carried out after the act has been issued.
Instructions
Step 1
First, it should be noted that documents that "have served their purpose" can be entered into the act only if the period has expired before January 1 of the year when such a paper is drawn up, that is, documents of 2010 should be included in the act only in 2016.
Step 2
Before drawing up an act and destroying the documentation, draw up inventories that must be approved by the head of the organization and draw up a protocol.
Step 3
It is advisable to draw up an act in the form of a table. In the upper right corner, specify the details of the organization. Then write “I approve” in capital letters below, in a regular line, indicate the position below (manager, general director, etc.), then the surname and initials. Specify the date of drawing up the act even below.
Step 4
After that, indicate the purpose, for example, to highlight expired documents for destruction. Next, list the reasons, for example, "based on the list of typical organizational documents …"
Step 5
Below is the tabular section, which consists of eight columns. The first is a serial number. The second is the name of the document, for example, vacation schedules or correspondence about work with personnel. The third is the end dates, that is, those dates that are indicated in the document last, for example, the vacation schedule ends in 2010, so you need to write "2010". You don't have to specify the month here.
Step 6
Next comes the column with the inventory numbers, if they are not there, then you can put down dashes. Then put down the index of the case according to the nomenclature, for example, graph 05-20, where 05 is the index of the department, and the second two digits are the ordinal number of the case.
Step 7
After that, indicate the number of storage units, for example, the graph can be in a single copy, but the correspondence with frames is in the plural. Then fill in the box with the storage periods according to the reference book. At the end, if necessary, fill in the “note” column.
Step 8
After the tabular part, write that the inventories are available and approved by the head's protocol, indicating the number and date of its compilation.
Step 9
Next, summarize the total, which is expressed in the number of items of documents ready for destruction, for example, during the period 2006-2010, 234 items were destroyed.
Step 10
Then the manager checks all the data again and signs the document.
