Tip 1: How to sew documents for archive

Proper storage of documents - an important element of the proceedings.Before you send the paper to the archive, they should ask.To do this, you should know the basic rules of the archival processing of cases.
you need
  • - awl;
  • - needle;
  • - harsh thread;
  • - glue.
Guide
1
number all sheets using a black graphite pencil.Room is placed in the upper right corner.Fold documents in chronological order, starting with the oldest.If there are envelopes with attached documents, it is necessary to enumerate the envelope, and then each document it.
2
Remove all paper clips and other metal parts.If the document has no binding margin, and stick to it a paper strip.Prepare all the papers to the firmware, making the outline of four punctures and placing them in a cardboard cover.
3
stack of documents you need to hold down clamp, puncture using the awl or drill with a special device for the firmware documents.Without removing clamps, sew paper with a long needle, using harsh thread, twine o
r ribbon.
4
for the firmware you must thread the needle from the back side at the opening, which is the second in a row, hold the needle on the back side, and return again to the second opening.Thereafter, the needle must be displayed at the front of the flash and the second hole, but from the top.The thread is pulled out from the back side, and its two fixed end so that the filament tails could seal paper (tracing paper).
5
On paper glued to the thread, stamped organization, as well as painted officials (director, chief accountant).On the cardboard cover pasted list of documents that are filed in the pack.It should specify the name of the organization and its structural unit, put the date specified retention period of documents and archival code, if adopted by your organization.

Tip 2: How to sew the documents in the archives

Important documents - contracts, invoices, certificates - should be kept in the company for a long time.For some securities, this period is five or even ten years.To documents do not get crushed or lose, they must be properly hemming and archive.
How to sew the documents in the archives
you need
  • - folders - folders;
  • - clear file - pockets.
Guide
1
to hem contract, wait until it is endorsed by all stakeholders.Get the signature of the Directors General of both sides, and put the press.Then remove the copies and distribute them to all who have the attitude towards it.
2
Give the contract number.It must contain numbers and letters.For example, 123-AB.Put the number of the document was signed.
3
Get a register of contracts.Contributes to the document number, date of signature and legal entity to which it relates.Rooms have to go in order, one after the other, depending on when the contract was signed.
4
If the company has several legal entities, register of contracts, each must have its own.So you will avoid confusion.
5
Put the contract in a separate file.If the contract counter, several of them, place all in one pocket.So it will be easier to compare documents and locate them in case of need.
6
Insert the file in the folder and attach special holders.It is not necessary to fill it tightly, documents pomnutsya.Write on the spine of a folder entity, documents are stored in it as well as a year of signing.
7
after three years of folders with contracts can be sent to the warehouse.Put them in a cardboard box and put it in a place not accessible to moisture.The packaging also specify the entity to which the documents, and the year of the signing of the contracts.
8
Invoices are filed and acts just like a contract.But instead of a paper log book documents, it is better to have an electronic.For example, in the program "1C: Accounting".Download it for free here: http://mihsoft.narod.ru/soft_p/1c8.html.This will allow you to not only keep a record of all securities, but also to make them different operations - to print additional copies, fix bugs, etc.
Note
device firmware archive documents or machine is used in office work and is designed for quick and easy sewing large reams of paper.With such a device can be operated directly at the table, it is very simple and greatly simplifies the backup process.
Sources:
  • what documents are needed for the archive

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