Proper storage of documentation will avoid problems with finding the right contracts. After spending a little time filing securities, you will be sure that the necessary ones will always be at hand safe and sound.
Instructions
Step 1
To easily find the document you need, make an accounting book. Give the contract a number and enter it in this notebook. In addition to the serial number, write down the date when the contract was concluded. The line in the journal should look like this: 1. Contract No. 987DL dated 23.03.2010. Alongside, in the notes, indicate the essence of the contract, if required by the corporate style of archiving.
Step 2
Create for each legal entity, if there are several of them in the organization, its own journal of documents. Use conventional symbols to denote them. For example, enter the contracts of LLC "Funny Pictures" as 987ВК. And the contracts from OJSC "Murzilka" mark 987M. Assign numbers strictly in order to avoid confusion.
Step 3
File the contract into a folder only after it has gone through all the stages of approval, has been signed by the general directors of both parties, and all seals have been put. Choose hardcover binders to keep your documents safe. Create a separate folder for each legal entity.
Step 4
To insert the contract into the binder, carefully remove the paper clip that connects the sheets. Punch new holes with a hole punch. Insert the document into a folder and secure it with metal tendrils. Separate one contract from another with a blank A4 sheet.
Step 5
There is another way to archive documents. Purchase a set of transparent files. Place each contract in a separate cover and secure it in a folder.
Step 6
Do not insert too many contracts into one folder - the sheets may wrinkle. The binder should close easily so that the paper does not peek out.
Step 7
Set aside a separate shelf on the rack for storing folders with documents. At the end of the binder, indicate the year and the legal entity for which the contracts are drawn up. This way you can quickly find the contracts you need, if needed.
Step 8
There is no need to keep folders with documents concluded three to four years ago. Put them in tight cardboard boxes, signing the year and the legal entity that owns the contract. Send the packages to the warehouse. Find a dry storage area. Moisture can kill securities.
