How to correctly draw up an inventory of transferred documents

Main purpose

Understanding how to create an inventory of documents allows you to establish an organization’s internal records management, which is necessary to control document flow:

• track the movement of documents between departments or outside the company and at any time determine the current location of the document you are looking for;
• optimize the work of the company and a corresponding reduction in resources, both temporary and human, which are spent on searching for the necessary data or restoring lost data.

Each company has the right to independently determine how to organize the movement of documentation, how to make transfer lists and what type they should have. There are no regulatory requirements in this part; there is a recommended form for an inventory of documents for transfer, which you can rely on when developing your own forms.

What not to indicate

The text of the appeal is kept in a business style. Despite the fact that the message is not an independent form, you should not allow familiarity when composing it. The covering letter for documents should not evaluate what is happening, be emotional and contain phrases that in one way or another may offend the recipient. An example of phrases that cannot be used and options for replacing them:

You may be interested in: How to write a cover letter for a reconciliation report

Transfer inventory, sample 2022

The form of the transfer inventory is approved by an internal act of the organization. It is desirable that it include the following sections:

• name of the organization where the documentation comes from;
• name of the organization where the package is being sent;
• date of compilation of the list;
• the serial number of each transferred unit in the package, its name, the number of sheets and copies - this information can be presented in the form of a table. It is advisable to indicate in it whether originals or copies are being transferred, and if copies, then certified or not;
• total number of sheets to be transferred;
• FULL NAME. and the position of the person transferring the package, and the signature of the recipient, as evidence that it was transferred.

The inventory is drawn up in two copies: for the transmitting and receiving parties.

If after filling out the form there are still empty lines, they should be crossed out with a pen.

How to work in the register of contracts under 44-FZ

The register of agreements (or contracts) was created to systematize transactions signed within the framework of 44-FZ.
It is located on the website of the Unified Information System (UIS). The procedure for providing information does not depend on the source of funding. All customers (or authorized persons), companies related to budgetary, state and municipal financing are required to provide data to the portal. Of these, a register is formed according to 44 Federal Laws. Information and documents in electronic form are required to be sent by customers - state, municipal and budgetary organizations, autonomous institutions, state and municipal unitary enterprises carrying out procurement under Part 5 of Art. 15 44-FZ. The only exception is information about a contract, which is a state secret. There is a separate database for them. The list of what belongs to state secrets is regulated by Art. 9 of the Law “On State Secrets”. IMPORTANT!

Failure to provide data may result in administrative liability. Fine for the responsible person or manager - 20,000 rubles. (Part 2 of Article 7.31, Article 2.4 of the Code of Administrative Offenses of the Russian Federation). And if the data is not transferred to the Treasury, the contract cannot be paid.

After signing, the documents are assigned a number that allows the transaction to be identified. There is no unified archive form; traditionally, a sample contract register is created in Excel. This is a simple form that is developed taking into account the characteristics of the company.

Main varieties

There are several possible classifications of the lists attached to the shipment. It is recommended that organizations develop their own template for each type. Depending on what kind of transfer the list accompanies, it may include:

• to internal, if papers are transferred within a legal entity from one division to another;
• to external ones, if it accompanies a package of papers sent to another organization.

Depending on the subject of the accompanying papers:

• financial statements;
• personnel papers;
• statutory documentation.

This list of types is not closed; each aspect of the organization’s activities is accompanied by a certain document flow that needs to be organized.

Finally, a special type of list is identified - delivery notes, drawn up for transferring a case to the archive, an example of which will be considered separately.

Who writes and signs the cover letter?

The preparation of such documents is carried out by the clerk or secretary. If there is no such specialist in the company, these duties are performed by the employee responsible for sending documents. This could be an accountant if the papers are sent to the Federal Tax Service or Pension Fund, or sales managers if the recipient is a potential counterparty.

When signing a letter, you need to remember the ethics of business communication. If the letter is addressed to the head of the organization, then the head must sign it, since an equal addresses an equal. To carry out instructions or for communication, at the end of the letter indicate the contacts of the responsible employee, to whom the recipient will contact for advice or on other issues. For example, indicate contacts of an accountant, managers, consultants, etc.

How to correctly compile a list of papers for internal transfer

The internal inventory of documents (when transferring documents between departments of the organization, this is exactly what is drawn up) should be compiled in the form of a table. The form of the table and the amount of information that must be entered into it are determined by the company’s internal administrative documents. When considering how to correctly compile an inventory of documents for transfer, you should include the following sections:

• serial number of paper;
• index - an optional element of details, placed in exceptional cases when a large volume of documentation is transferred;
• date - refers to the date of registration of the paper, that is, the day when it was accepted for accounting in office work;
• title - should briefly reflect the essence of the paper;
• sheet numbers - the sheets of the transferred package must have continuous numbering, each act occupies one or another range of pages of the case;
• note - the field is provided in case the clerk needs to make any additional notes regarding a specific sheet;
• the total number of sheets in the transferred file;
• date of compilation, position, full name. and the signature of the originator.

You can use the following form and sample document transfer inventory:

Important nuances

1. The cover letter is issued on the official letterhead of the company. It must indicate the name of the sending organization, its details, legal address, and contacts.
2. Compose a letter in free form, but you need to adhere to standard wording and try to avoid ambiguity. It is necessary to use a formal business style of communication, not to use colloquial words and expressions. It is also not recommended to make spelling and other errors.
3. You can send documents with a covering letter by mail, deliver them in person or by courier. Also, by agreement and when using an electronic document management system, papers are transferred through the named service or by e-mail. When handing over a package of documents in person, you must have a second copy of the cover letter. The employee accepting the papers must put a mark on it that he has accepted the documentation. This will be proof of the transfer of the package of papers.
4. It is not necessary to stamp the cover letter. The exception will be those cases when the recipient may require it to be delivered.

Delivery list of documentation

This is a special type of accompanying documentation compiled in connection with the transfer of the case to the archive. These lists contain additional columns:

• deadline dates - you must indicate until what date the paper should be stored. The date is determined in accordance with the archival storage norm, as a rule, it is five years;
• shelf life.

We recommend making an inventory of the documents being transferred and filling it out according to the template.

How to make an entry in the register of contracts

If the transaction is carried out under 44 Federal Laws, the customer transmits information about it to the Federal Treasury through the Electronic Budget system. The work must begin with the “Generate contract information” button.

In the “General Information” tab, you must enter information about the basis for signing the contract, information about the customer and general data.

The program allows you to search and select from an existing list; to do this, use the “Find” button. If the search is done in your personal account, the results are displayed taking into account information about the organization. For example, you can find an authorized body for a company.

Selecting the “Purchase from a single supplier” option will show only such purchases. Among all the search results, you can select the desired position and click “Select”. But you can only choose one position.

After specifying the notification number, all fields will be filled in automatically. They cannot be edited. If the tender is declared invalid, the system allows it to be transferred to contracts with a single supplier. To do this, in the “General Data” tab, fill in the “Grounds for concluding a contract with a single supplier” field.

If there are several lots in the procurement, and only one is declared invalid, then you can provide your own information for each lot.

How to work in the register of contracts under 223-FZ

The register of contracts 223 Federal Law contains information about all transactions that were concluded within the framework of this law. The exception is:

• if information about the transaction relates to state secrets,
• if the transaction amount is less than RUB 100,000. (for large customers whose turnover exceeds 5 billion rubles, the threshold is 500,000 rubles).

The register of contracts under 223 Federal Law is maintained by the Federal Treasury or an authorized body. The data is transmitted through the “Electronic Budget”. The customer needs to fill out forms or submit information from the UIS by downloading the appropriate notice.