How to make an inventory of transferred documents?

The essence and purpose of the document

In the activities of any subject, there is an innumerable variety of different forms, types, forms of papers, without which the implementation of this very activity is not possible.
All this documentation has to be stored, and for quite a long time. The safety of papers in most cases is entrusted to a special structural department of the enterprise - the archive. Moreover, transferring forms and forms to the archives department for safekeeping is a whole ritual, which must also be documented with the appropriate documents.

The main form that is drawn up when accepting and transmitting papers is an inventory. A special form of the list, which names all types of documents transferred from one department to another or from one official to another. The key purpose is to organize order in the recording of documentation and ensure prompt search for the necessary information.

Inventory of documents sample 2022

The preparation of the letterhead is at the discretion of the company. Usually it is developed in the company's accounting policy, and its sample is approved for all cases of transfer of documents.

A standard form template includes the following sections:

1. Addressee's name – i.e. a company, a representative of a government body or a private person to whose address a set of documents is transferred.
2. The name of the organization that transfers the documents.
3. Date of preparation.
4. A table with the inventory itself, which indicates:

• serial number;
• full title of the document;
• number of copies;
• number of sheets.

1. Next, a line is usually written about how many sheets of documents were transferred.
2. This is followed by the signature of the person responsible for the transfer, as well as a note on acceptance of the documents indicating the full name, position of the accepting employee and the date of acceptance.

If necessary, you can also additionally write in what form the documents are being transferred - original or copy (certified or not certified).

The document is drawn up in 2 copies - one remains with the sender, and the other is transferred to the addressee. If necessary, you can make 1 more copy, which will be transferred for safekeeping to the administration, accounting department and other interested employees.

NOTE. The number of sheets in the table is indicated immediately for all copies of documents - i.e. common to each document. All lines that are left empty in the table are crossed out with a pen.

An option for compiling in a specialized program is shown in the video:

Applicable forms

Depending on the situation, the responsible employee will have to fill out a special form. There are several of them. Thus, Order of the Ministry of Culture of Russia dated March 31, 2015 No. 526 approved the following forms of lists of cases (ML):

• permanent storage (Appendix 14);
• on personnel (Appendix 15);
• temporary (over 10 years) storage periods (Appendix 16);
• electronic documents for permanent storage (Appendix 17);
• electronic documents with temporary (over 10 years) storage periods (Appendix 18);
• structural unit (Appendix 23);
• electronic documents of the structural unit (Appendix 24).

The key requirements for filling out these types are set out in section 3.7 of the Basic Rules for the Operation of Archives of Organizations, approved by the decision of the Board of Rosarkhiv dated 02/06/2002.

Such a document is not just a folder with scattered tables and files. The form has its own individual structure:

1. Title page.
2. Content.
3. Preface.
4. List of abbreviations.
5. Pointers.

Moreover, for each type they have unified forms that differ from each other. Let's look at the features of compilation and sample documentation samples.

Main varieties

Different companies have their own forms and approved samples of document inventories, which are compiled according to uniform rules. Depending on the purpose of documents, several groups are distinguished:

1. Internal - for transferring a set of papers within one enterprise, department, branch or between different branches, structural divisions of a large company.
2. Inventory for the transfer of documents to third-party companies - these templates can be developed taking into account other considerations, depending on what additional information should be provided to counterparties, representatives of the tax service, and other government departments.

The most extensive classification is related to what documents are described for transfer to another company or for internal use. For example:

1. Inventory of the certification case.
2. Inventory of primary accounting documents.
3. Personal files of employees and many others.

Finally, a separate category is the delivery inventory of cases, a sample of which is given in the corresponding section. This document is drawn up in cases where papers are submitted to the archives.

Inventory of permanent storage files

Such a list can be compiled in relation to securities that have a “Permanent” storage status. Inventory of permanent storage cases, sample filling differs from other forms in its structure. In the tabular part of the form there is no column “Storage period”, since it makes no sense to indicate this period.

Prepare a preface to the inventory of permanent storage cases; the sample should contain information about the main areas of activity, as well as information about the structure of the enterprise for the period of compilation of the form. Additionally, the precondition provides a brief description of the fund documentation included in this section. If there are cases that go beyond the boundaries of the period, they should also be listed in a separate order. You can also indicate in the preface whether this archival inventory contains additional information.

The preface must be signed by the responsible author. Moreover, you should not only sign, but also indicate the position of the compiler, full name, and date of registration. In addition to the compiler, the preface to the inventory of permanent storage files (example below) is signed by the head of the archive department or another responsible person (for example, the head of the archive).

Purpose of the inventory register

An archival file is a collection of documents with general valuable and denomination characteristics, each of which is assigned a registration number in accordance with the nomenclature of files.

The value characteristic of a case involves determining its storage period, which can be:

• permanent;
• temporary.

Also, personnel files and especially valuable files are grouped separately in the archive.

For each volume of the archival file, an inventory is drawn up, which indicates the names of the documents stored in the file and their number or sheet number in order. As the volume of archived cases increases, an inventory of cases is compiled, which includes the titles and dates of the cases stored in the archive (“Fixed-term employment contracts 2022 (January-April) Volume 1”, “Orders on core activities 2014 (July-September) Volume 3" and so on).

For each type of case, depending on the period of their storage, an inventory is also compiled (“Inventory of cases by personnel”, “Inventory of especially valuable cases”, etc.).

Taking into account the fact that there can be a lot of archival files, there is a need to systematize and facilitate the search for the required document.

For this purpose, the affairs of one organization (one source of archive acquisition) are combined into an archival fund. Inventories of cases for funds are formed into a general register, which includes data on the inventories contained therein, indicating the fund.

If necessary, by opening the register, you can easily find information about all case inventories for all storage periods related to a specific fund. Thus, the inventory register is a kind of router that greatly facilitates the search for the desired document.

Inventory of personal matters

Personnel records must be organized in each institution. An inventory of personal files for personnel will also have to be compiled when transferring documentation to the archives department. This list must contain the following details:

• name of the institution or its structural divisions;
• numbers of funds and case indexes;
• documentation headers;
• dates of their compilation;
• number of pages in the case;
• additional notes.

Register personal files in the OD in chronological order. If during the census a case was identified that should have been indicated earlier, then it is permissible to make an entry with the letter, for example, 100/a, but it will have to be registered at the very end of the document.

At the bottom of the OA, summary records should be recorded that reflect the total number of cases, as well as the number of the first and last case. Then the information is endorsed by the head of the organization (structural unit), the responsible executive, as well as the head of the archives department. Provide information about the responsible persons in the following format: position, signature, full name. and date.

What types of inventories are used when systematizing document flow?

In the work of systematizing files and documents in current use and forming an archival database, several types of inventories are used, differing in purpose.

Let's consider the most commonly used modifications of inventories, and in what cases each of them is used.

Internal inventory of documents

Inventory of attachments, which reflects the list of documents within a particular case. Compiled for each storage unit. Must be contained both in current use files and in closed files in archival storage.

Inventory of document transfer

An inventory compiled when preparing cases for transfer from one person to another, transfer to an external addressee, transfer of cases for archival storage in centralized archives. The generated inventory of transferred documents (a sample can be downloaded below) contains registration numbers (assigned according to the internal catalog) and the names of transferred cases, the number of documents and pages contained in it.

Inventory of transferred documents

An inventory that contains information about files or a package of individual documents transferred from one structural unit of an enterprise to another, or from one official to another, files and documents transferred for safekeeping to specialized archives or for temporary use at the request or request of government bodies or departments. The inventory contains: information about the name of the transferred case, its registration number in the internal document flow system, the number of sheets in each case, and, without fail, the signature of the person to whom the cases or individual documents were transferred.

Delivery lists for archival storage

Inventories that reflect the list of cases transferred to centralized and specialized archives of administrative or departmental entities. Such inventories contain information about the files transferred for storage - their registration number assigned in the internal accounting system, the name of the file, the number of pages, and the period for storing documents.

What the law says

According to the law, documents of permanent and long-term storage are transferred to the archive after one year after their use in office work ceases. An inventory of the personnel file is also required. It is a mistake to believe that transferring documents for storage is a simple matter that does not require special skills. There is an approved procedure that must be strictly followed. First of all, because the documentation of any enterprise requires strict accounting and a competent inventory of documents, which will make it possible at any time to extract the necessary information from the general array of documents and draw up an inventory.

Accuracy of checking the inventory of documents

In addition, archival files are often subject to inspections by various regulatory authorities, and failure to comply with established rules may result in penalties. Therefore, a specialist responsible for organizing and maintaining an archive requires special knowledge, practical experience, the ability to analyze and structure, as well as such qualities as scrupulousness, accuracy, and attentiveness.

Labor-intensive preparation of an inventory of documents

At the same time, careful compliance with all formalities when transferring cases to the archive is not the only problem that baffles many entrepreneurs. The difficulty lies in the extreme complexity and multi-stage nature of this procedure. After all, literally every paper must first go through a full cycle of archival work. Namely, it is necessary to determine the period of inactivity for each document, systematize all documents according to content (as a rule, documents are systematized in chronological and nominal order, much less often according to the alphabetical, thematic or subject principle), bind and stitch the file, numbering the sheets, draw up a certification sheet and inventory of the case.

Drawing up a register of inventories

Currently, it is allowed to maintain a register of inventories both in written (on paper) and electronic form. Making entries in electronic form requires the person responsible for maintaining the register to have an electronic digital signature. As a rule, the register is drawn up in the form of a journal, in which new entries are periodically made as the fund is replenished.

There is no unified form of the inventory register, but there are a number of mandatory requirements for maintaining archival documents, namely:

• filling out and maintaining the register is carried out by a responsible employee;
• entries in the register are entered in chronological order;
• the day the register begins and the end day is written on the title page of the journal into which the register is sewn;
• The journal is stitched and each sheet of the register is numbered.

As part of this article, our users can download a standard inventory register template and familiarize themselves with a sample of how to fill it out.

During the filling process, you will need to enter the following information into the template:

1. the name of the archival institution or enterprise at which the archive operates;
2. start date of the register;
3. expiration date of the register (after the last entry was made);
4. serial number of the inventory entered in the register;
5. inventory fund number;
6. serial number of the inventory;
7. number of cases by documentation category;
8. time periods in which the cases included in the inventory were conducted;
9. the number of volumes in the inventory included in the register.

The register is signed by the employee who compiled it, as well as by the head of the archival department or the head of the enterprise.