The transfer of any documents to the archive is regulated by Federal Law No. 125-F3 "On Archival Affairs in the Russian Federation". Documents must be prepared, described, filed and numbered. This must be done within 12 months from the date the case was closed.
Necessary
- - folder;
- - binder;
- - a simple pencil;
- - documentary inventory;
- - transfer inventory.
Instructions
Step 1
To transfer documents to the archive, arrange them in order. The nesting order must be in chronological order. For example, if you are referring a criminal case, then the first page will be a copy of the court order, the second will be the preliminary decision, and the following will be the investigation of the case, starting from its completion. If you transfer documents from the personnel department to the archive, then the first sheet is an application for dismissal, the second is a dismissal order, the third is all documents in order by date from the end.
Step 2
Number all sheets starting with the number one in the order of the layout. Do the numbering with a simple pencil, but clearly. Make an inventory of the documents, at the end write how many numbers and pages you got, put your signature, the date the inventory was compiled, the seal of the organization, the signature of the head.
Step 3
Fasten all sheets with a binder, attach an inventory on top. On the folder, put the letter code by the last name of the citizen by which you transfer the case and the year of the transfer of documents to the archive. The year should be the same in which the case ended.
Step 4
Make a separate folder for each case, or put all cases in one year into one large folder and make a general inscription on the code and letter code, that is, only the cases of those citizens whose surname begins with the same letter can be put into one folder. But if you are completing a number of documents in one large folder, then the number of common sheets should be no more than 250.
Step 5
Before transferring cases to the archive, draw up a transfer inventory. The first column of the inventory is intended for entering the serial numbers of all cases, the second for indexes on the nomenclature. In the third column, enter the name of all headings, in the fourth - the date of transfer, in the fifth - the number of sheets, in the sixth - the established storage periods for the case in the archive, in the seventh column, enter all additions and notes. Most often, the seventh column is filled out if, for some reason, sheets are missing in the documents, or if you immediately incorrectly entered them into the documentary inventory and made changes.
