Current storage of documents: procedure for creating files

Management of the process of storing documentation in archives in our country is carried out in accordance with the provisions of the Russian Federation Law No. 125-FZ “On Archival Affairs in the Russian Federation”, which was adopted on October 1, 2004.

In the course of the commercial activities of each enterprise, information data is always generated in printed or electronic form in certain volumes. When the time frame for their authenticity ends, they are systematized and archival storage of documents is organized.

Why store

All organizations operating in the Russian Federation are required to preserve papers for a certain time after they are no longer in direct use. This applies to all enterprise documentation, including:

• personnel, which includes personnel orders, issued work books and employment contracts;
• economic - agreements, contracts, etc.;
• accounting

For the purpose of preserving papers, companies create special divisions or hire third-party organizations that provide archival storage services for documents on their territory.

It is necessary to store papers that are no longer used in order to:

• present them at the request of regulatory authorities, such as tax authorities, and avoid sanctions for their absence and failure to submit them;
• provide information from them, in particular information about the work activities of a former employee - this is often requested by him or authorized government agencies many years after his dismissal;
• avoid imposition of sanctions for incorrect storage of documents in the archive or their absence; such sanctions are provided for in Art. 13.20 Code of Administrative Offenses of the Russian Federation.

Schemes for developing a nomenclature of cases

The next stage is choosing the scheme according to which it will be formed. There are two main options:

1. Structural scheme. Used if the organizational structure of the company or institution is stable. Sections of the case register are formed for each division of the organization based on the structure and staffing table.
2. Functional diagram. It is used in enterprises with an unstable organizational structure. Sections are individual functions (labor relations, personnel, reporting, etc.) or areas of the company’s work (production, labor protection, construction, repairs, etc.).

How to organize storage

In order to ensure long-term preservation, it is important to properly organize the storage of documents in the archive, which includes a number of measures aimed at creating favorable conditions.

Organizing an archive begins with the correct selection of the location of a specialized division of the company and ends with regular hygienic procedures necessary to maintain the proper microclimate in this room. The rules for storing documents are described in detail in the order of the Federal Archive No. 24 of 03/02/2020.

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Sets of documents

The initial stage of forming a nomenclature of cases is the study of the complexes of local acts created at the enterprise. These include:

• organizational structure and staffing of the enterprise;
• case registers developed in previous years;
• inventory of temporary and permanent storage files;
• if available, standard case lists;
• organizational rules that determine the procedure for document flow and documentation at the enterprise;
• a list of documents regulating their storage period.

Place

Where the organization of archival storage of files and documents begins is the choice of premises to house a special division of the company.

In accordance with the rules, the allocated room contains:

• archival storage;
• a room in which new items are received, processed and temporarily placed until they are transferred to the archives;
• a room for the use of papers, such as a reading room;
• employee offices, separate from the archives.

It is not allowed to place a specialized unit in attics and basements. If possible, the archive is located on the north side of the building.

The archive is located at a distance from laboratory, production, and household premises. The unit is separated from adjacent premises by fireproof walls. It is not allowed to lay sewerage or water supply in the premises; there must be access to an elevator or stairs from it.

The room itself is equipped with:

• ventilation capable of providing stable temperature, humidity and air recirculation;
• fire protection system;
• bars on the windows if the room is located on the ground floor.

Materials used in the construction and decoration of the archive room should not emit aggressive chemicals or serve as a source of dust.

Public organizations

Public organizations are often created at enterprises. In this case we are talking about trade unions. If such an association is registered as a legal entity, it is necessary to form an individual documentary and archival fund. As a result, our own nomenclature of cases is created.

Documents of various advisory bodies created at the enterprise are included in the general register of the organization's affairs. An example of such structures is the liquidation commission or temporary administration, which are formed during the bankruptcy procedure.

Conditions

To ensure long-term preservation, it is important to comply with the conditions for storing documents in the archive; they are set out in the rules.

Papers are stored in closed boxes placed on shelves. The following requirements apply to the arrangement of shelving:

• the distance between rows is at least 120 cm;
• the passage between the racks is at least 75 cm;
• between the outer wall of the building and the racks parallel to the wall - at least 75 cm;
• between the wall and the end of the rack - at least 45 cm;
• between the floor and the bottom shelf - at least 15 cm, on the ground floors - at least 30 cm.

In addition, it is important to comply with sanitary and hygienic standards:

Why order is important

The question of how to store documents at home, and ideas to help solve it, will be relevant for all those who have at least once spent a lot of time trying to find the right paper. But order is needed not only (although this is valuable in itself) so that the necessary documentation can be found at any time.

Valuable paper documents need to be carefully stored away from prying eyes. Not only their loss, but sometimes even damage results in a long process of restoration, repeated tedious visits to various authorities. Recovery can take a lot of time, nerves and money.

Everything is at hand Source img-emlakjet.mncdn.com

There is another reason for storing paper documents neatly. In the event of force majeure, when you have to urgently leave your home (fire, flood), they try to save the most necessary things, money and documents. If the latter lie unknown where, there is a high risk of being left completely without them.

Using the cart Source postroika.biz

Shelf life

In addition to the fact that organizations are forced to comply with the requirements for storing documents in the archive, it is important for them to remember the deadlines provided for different types of documentation.

The term varies for different types of securities and ranges from five years to unlimited. All deadlines are listed in the order of the Federal Archive No. 236 dated December 20, 2019, for example:

Branches and representative offices

Independent structural divisions of an enterprise in the form of branches and representative offices are necessarily taken into account in the nomenclature of affairs. Typically, related documents are listed as separate subsections or sections indicating the specific division.

At the same time, employees of a representative office or branch create their own nomenclature of cases, which is then provided to the parent organization and becomes part of the general list of case headings. If the organizational structure of a business entity includes a large number of regional divisions, it is recommended to create a standard register of affairs of representative offices and branches.

Archival storage of electronic documents

Electronic documents are stored:

1. On two physical media - the main one, which is located in a specialized unit, and the working one. Condition requirements depend on the type of media selected and are specified by its manufacturer.
2. In the department's information system on its equipment.

The following requirements apply to storage on physical media:

• the selected type of media ensures long-term preservation - from 10 years;
• the organization has technical and software tools that ensure reproduction of information from the media;
• responsible employees regularly update the type of media to a more modern one by converting information;
• Archive staff monitor the safety of the physical media.

Systematization

Finally, you got rid of useless, expired receipts and certificates. It's time to decide how to keep your documents in order at home; The organizing ideas are simple and offer three approaches to organizing.

Folder for basic documents Source comfylife.ru

Most often, papers are sorted into categories that logically follow from the scope of application of the documentation. In this case, the following groups appear: documents for housing, tax, medical, and further as necessary. Separate categories are allocated for receipts for payment of utility services, as well as for checks with a guarantee.

Sometimes it is convenient to store personal documents of each family member; The papers of parents and children are kept separately. If there are animals in the house, sorting also applies to them.

On open shelves Source media.placester.com

In some cases, it is more convenient for owners to organize papers by frequency of use:

• Archival (perpetual storage). Both housing documents and memorabilia, such as photographs, are placed here.
• Basic documentation. These papers are needed from time to time, so they are kept separately. These are passports, diplomas, certificates, medical cards.
• Active (current). Receipts for payment of services, as well as important notes, which are made hastily and tend to get lost if they are not immediately placed in a certain place.

Desk organizer Source avatars.mds.yandex.net

Drawing up inventories

This also implies double leading. Archival inventories are compiled in 3 copies. After completion of all stages of office work, they are transferred to the organization’s storage facility after a year.

The algorithm for compiling inventories includes the most important points:

• A common numbering is applied to all inventories of the enterprise.
• For permanent storage cases, a summary inventory for the year is generated in 4 copies.
• For temporary storage cases for the same period - in 2.

As with any inventory, quantitative data with serial numbers are entered at the end.

All forms that are needed to prepare cases have established forms. There are special fields for filling them out electronically in 1C. In the program system, you can organize the “Internal Documents” directory. This allows you to bring order to a huge volume of cases electronically. It also allows for the establishment of access levels so that only authorized employees can work with certain documents.

Where can you store documents and archives?

If there is little documentation yet, you can find a place for it within the company itself. At first, a special fireproof safe will be suitable for these purposes. All responsibilities related to document flow are usually assigned to the secretary. Sometimes - as an accountant or HR specialist. In large organizations, a department is created that is responsible for putting a lot of official papers in order.

With the advent of more and more materials, it is necessary to allocate a separate room for the archive. This is better than devoting a significant part of the office space to storing papers that may lie around for years. But such a room is not always available. And renting additional office space, and even for a long period, is not cheap.

In such a situation, individual warehouses come to the rescue. An example is the Safebox complexes. The specialists working here know well how to store accounting documents and papers for other purposes. For this purpose, suitable conditions are created that meet all requirements.

In this warehouse:

• A microclimate is maintained that is optimal for the content of various reports and statements. They are not at risk of fading, getting wet and other harmful effects. Even after decades, all the contents of the boxes retain their original appearance.
• Conditions are provided for the safe placement of documentation. Convenient shelving allows you to lay out and sort materials. With this equipment, paper stacks do not fall apart or fall.
• You can select a box corresponding to the archive volume. If 1 sq. is enough. m, such cells are provided. If necessary, you can “move” to a larger box. The warehouse contains more than 300 rooms of different sizes. You can choose any one.

• There must be security . Modern technical means come to the aid of full-time employees, which help to stop any attempts of unwanted entry into the warehouse territory.
• Availability 24 hours 7 days a week. Only persons specified in the agreement can get into the box, and at any time. For everyone else, access is completely closed.

Value Examination

It involves determining the storage period and value of the documents in question. Conducted by a special expert commission at the organization, it operates continuously. Depending on the size of the enterprise, the structure and size of the commission itself may also differ. On average, this is about 30 of the most experienced and qualified specialists of the company. Mandatory members are: the deputy head and the employee in charge of the archive.

Typically, such structural units have a direct connection with the expert commissions of the archives themselves, where the organization’s files will be stored. They are called expert verification commissions.

The functions of the body conducting the examination are not only limited to determining the timing and value. The commission is also considering proposals for working with the nomenclature list: rules for working with it, changes in storage periods for individual files and recommendations for their correct execution. Methodological manuals are also compiled to facilitate understanding and work.