Case cover design. The cover of the case is drawn up after filing and numbering of sheets

CONSTANTLY – HOW MUCH IS THIS?

The storage periods for documents are established by standard lists:

• A list of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods (approved by Order of the Ministry of Culture of Russia dated 08/25/2010 No. 558, as amended on 02/16/2016; hereinafter referred to as the 2010 List);
• A list of standard archival documents generated in the scientific, technical and production activities of organizations, indicating storage periods (approved by Order of the Ministry of Culture of Russia dated July 31, 2007 No. 1182, as amended on April 28, 2011; hereinafter referred to as the 2007 List).

The document storage period can also be established in industry regulations. In this case, the word “permanently” can be replaced by a synonym, for example, “indefinitely”.

• If the organization is not the source of acquisition of the state archive.

Column 3 “Document storage period” of the 2010 List contains a footnote <*>, which states that the “permanent” (Permanent) storage period of documents in organizations that are not sources of acquisition of state and municipal archives cannot be less than ten years. We are talking only about those documents whose storage periods are indicated in the 2010 List.

Thus, if an organization is not the source of acquisition of the state (municipal) archive, it must store documents with a “permanent” period of at least 10 years, and then is free to destroy them as usual, along with files that have expired by that time. At the same time, it is advisable to establish a minimum storage period for these documents in the instructions for office work or in other local regulations on the storage of documents. For example:

Since the Company is not an organization that is a source of acquisition of state (municipal) archives, the “permanent” storage period for management documents is 10 years.

note

The 2007 List does not contain any such footnotes or instructions issued in any other way. Therefore, if a document according to the 2007 List has a “permanent” shelf life, this means storage for the entire existence of the organization.

• If the organization is the source of acquisition of the state archive, then the storage period “permanently” means “the entire existence of the organization.” If the liquidated organization has a successor, then “permanently” will last as long as the successor organization exists. If an organization is liquidated without successors, the state archive to which it belongs conducts an examination of the value of documents with a permanent shelf life and takes into its storage those that it considers useful. Documents that are not of interest to the archive may be destroyed.

Case cover design. The cover of the case is drawn up after filing and numbering of sheets

The cover of the case is drawn up after filing and numbering of the sheets. Requirements for cover design are fixed by GOST 17914 - 72.1 Only cardboard is used for the manufacture of covers. The spine of the cover must be flexible and 40 mm wide.2 After filing the documents and numbering the sheets, the cover of the case is designed.

When opening a case, a number of information on the nomenclature of cases are already placed on its cover: » the full name of the organization indicating its jurisdiction (nominative case); » name of the structural unit;

» office work index of the case, consisting of the index of the structural unit and the case number according to the nomenclature; » case title; » the retention period for the file. When preparing a case for storage or transfer to a departmental archive, this data is clarified and supplemented. Additionally, the following are entered: » dates of the case (volume, part); » volume (part) number if the case has several volumes (parts); » number of sheets in the case; » archival code of the case (number of the fund, inventory and case according to the inventory). On the cover of files subject to permanent storage, space is provided for the name of the state archive to which they will be transferred, the codes of the state archive and the organization. If during the year there have been changes in the name of the institution or structural unit or the case has been transferred to another structural unit, when filing for storage, a new name is added to the cover and the old one is placed in brackets. The date of the case must be indicated on the cover of the case, i.e. year of establishment and end of division in office work. The date of the case is not indicated on the covers of cases containing annual plans and reports, because their date is reflected in the case titles. When indicating the date of a document, first indicate the date, then the month and year. The date and year are indicated in Arabic numerals, the name of the month is written in words. The number of sheets in the case must be indicated on the cover of the case, which is affixed on the basis of the certification of the case and the storage period of the case (transferred to the cover of the case from the corresponding nomenclature of the organization’s files).

The cover of the case is drawn up after filing and numbering of the sheets. Requirements for cover design are fixed by GOST 17914 - 72.1 Only cardboard is used for the manufacture of covers. The spine of the cover must be flexible and 40 mm wide.2 After filing the documents and numbering the sheets, the cover of the case is designed.

When opening a case, a number of information on the nomenclature of cases are already placed on its cover: » the full name of the organization indicating its jurisdiction (nominative case); » name of the structural unit;

» office work index of the case, consisting of the index of the structural unit and the case number according to the nomenclature; » case title; » the retention period for the file. When preparing a case for storage or transfer to a departmental archive, this data is clarified and supplemented. Additionally, the following are entered: » dates of the case (volume, part); » volume (part) number if the case has several volumes (parts); » number of sheets in the case; » archival code of the case (number of the fund, inventory and case according to the inventory). On the cover of files subject to permanent storage, space is provided for the name of the state archive to which they will be transferred, the codes of the state archive and the organization. If during the year there have been changes in the name of the institution or structural unit or the case has been transferred to another structural unit, when filing for storage, a new name is added to the cover and the old one is placed in brackets. The date of the case must be indicated on the cover of the case, i.e. year of establishment and end of division in office work. The date of the case is not indicated on the covers of cases containing annual plans and reports, because their date is reflected in the case titles. When indicating the date of a document, first indicate the date, then the month and year. The date and year are indicated in Arabic numerals, the name of the month is written in words. The number of sheets in the case must be indicated on the cover of the case, which is affixed on the basis of the certification of the case and the storage period of the case (transferred to the cover of the case from the corresponding nomenclature of the organization’s files).

WE FORM AND SYSTEMATIZE CASES AND DOCUMENTS

Features of case formation

Preparing a file for storage begins long before the document is completed in office work. All DOE processes are performed sequentially and are interconnected.

note

Already at the stage of receiving an incoming document or creating an outgoing one, you need to understand in which file the document will be placed and what are the features of the formation of this file.

For example, orders for core activities must be taken into account and formed strictly separately from orders for personnel. The opposite is often the case with small organizations, where the secretary combines the functions of a clerk and a personnel officer. Before sending such a composite file for storage, you will have to disband it, and this is extra work.

As for correspondence, it should be formed according to the “request-response” principle, when each letter received or sent is filed according to its question, and not by type (incoming or outgoing). This must be done immediately, otherwise, when it comes time to send the files for storage, the secretary will spend a huge amount of time creating a correspondence history.

Ways to organize documents

Documents in the file can be systematized:

• Chronologically, that is, according to the time of creation. As a rule, in such cases, documents are arranged strictly by registration numbers, for example:

• Alphabetically - for example, by last name or project name:

• In a combined way - first the documents are arranged in alphabetical order, and then also chronologically, for example:

Documents divided into alphabetical blocks are separated from each other, for example, by colored separators. This is optional, but it makes working with the volume much easier. When numbering sheets, separators are numbered in the general order.

Thus, by the time the files are filed for storage, the documents will already be correctly formed into files, and within the files – systematized.

WE PREPARE DOCUMENTS FOR REGISTRATION

• We remove unnecessary things. Most likely, until now the documents were kept in filing folders. It is too early to remove documents from them. To begin, let's look through each folder and remove from it drafts, doublet (repeated) copies of documents, sheets of notes, and from the documents themselves - paper clips and staplers.
• We divide things into volumes. At this stage, we determine how many volumes of the case will end up and how best to divide the documents into volumes: by month, by number of sheets, by counterparties, by last names, etc. In accordance with clause 4.20 of the Rules for organizing the storage, acquisition, recording and use of documents of the Archival Fund of the Russian Federation and other documents in government bodies, local governments and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526; hereinafter referred to as the 2015 Rules) Each case should contain no more than 250 sheets.

It is not at all necessary to come up with some kind of system for dividing documents into volumes; it is enough to follow this rule. The uniform distribution of sheets, firstly, allows you to create volumes that are approximately equal in thickness, and secondly, it makes it easier to find documents in your file. Thus, if the file contains approximately 300 sheets, then it is better to make two volumes of 150 sheets each, rather than 250 and 50.

Then we carefully remove the documents from the folders, distribute them into volumes and begin processing them for storage.

Preparing files for archival storage

A certain preparation of cases for transfer to archival storage is required, which consists of combining disparate documents into a single file. The volume of the folder containing the archive file should not exceed 250 pages. When designing one folder, you need to:

• sew (4 punctures) or bind all pages;
• number the pages in the upper right corner;
• draw up an internal inventory of documents - table of contents;
• prepare a certification sheet (mark the number of pages, compliance with numbering, etc.; certified by the signature of the compiler);

Sample filling and form of certification sheet

• make a hard cardboard cover for each case (with the name of the organization, title, last dates, registration number of the “Case” folder);

Sample cover design for the “Case” folder

WE FILE CASES FOR STORAGE

Depending on the storage period, cases can be processed partially or completely. All files opened in the organization and having a storage period of more than 5 years are partially documented, with the exception of personnel files. The following cases are subject to full registration for storage, in accordance with the 2015 Rules:

• permanent shelf life;
• temporary (over 10 years) storage period;
• documents on personnel ( all , including those that have a five-year shelf life).

Stages of design of each volume. Complete registration of each volume of the case for storage occurs in the following order:

1) numbering of case sheets;

2) drawing up an internal inventory of the case;

3) drawing up a document certifying the case;

4) filing or binding of case documents;

5) design of the cover (title page).

Stage one: numbering the volume sheets

If the documents were previously numbered by someone in the same upper right corner and the new numbering does not coincide with the old one, then cross out the old number and write a new one next to it. Numbers placed in other parts of the sheet do not need to be corrected. If the volume includes a brochure with its own page numbering, then each sheet, including the cover, receives its own number in the general order.

Each numbered volume can have a sticker with the following information:

• total number of sheets;
• missing numbers;
• letter numbers.

This information will be useful to us a little later when drawing up a document certifying the case.

If there are several missing and lettered numbers in the volume, then they must be taken into account when calculating the number of sheets. For example, if there are 100 sheets of numbers in a volume, but there are three missing numbers and two letter numbers, then the total number of sheets in the volume will be 99 (100 – 3 +2).

The 2015 rules say nothing about the number of corrections in volume numbering. Obviously, if there are too many errors, then it is better to renumber the sheets. However, what meaning this “too much” begins with is unknown. In this case, we recommend that you familiarize yourself with clause 75 of the Rules of Notarial Office Work (approved by the decision of the FNP Board of December 17, 2012, by order of the Ministry of Justice of Russia dated April 16, 2014 No. 78):

Extraction

from the Rules of notarial office work

75. […] If more than 5 errors are made when numbering the sheets in a case (volume), the sheets of the case (volume) are numbered again.

[…]

This rule is not necessary for general office work, but at least it gives an idea of ​​the number of errors when it is better to renumber the volume.

Stage two: compiling an internal inventory of the volume

It is not always necessary to create an internal inventory of the volume's documents. Let's quote the 2015 Rules:

Extraction

from the Rules for organizing storage, acquisition, recording and use of documents of the Archival Fund of the Russian Federation

and other documents in government bodies, local governments and organizations

4.30. To record documents of certain categories of cases on paper (personal, court files, materials of criminal cases, cases on awarding academic degrees and conferring academic titles, cases related to the issuance of copyright certificates and patent inventions), an internal inventory of case documents is compiled.

[…]

The internal inventory is a kind of table of contents for the volume.

The secretary, if necessary, can create an internal inventory for other categories of cases. Here is what they say about this: Basic rules for the work of archives of organizations (approved by the decision of the Board of Rosarkhiv dated 02/06/2002):

Extraction

from the Basic Rules for the Operation of Organizational Archives

3.6.17. An internal inventory of case documents is compiled to record documents of permanent and temporary (over 10 years) storage, the recording of which is caused by the specifics of this documentation (especially valuable, personal, judicial, investigative cases, etc.), as well as to record cases of permanent and temporary ( over 10 years) storage, formed according to types of documents, the headings of which do not reveal the specific content of the document.

[…]

Thus, it is possible to compile an internal inventory both with orders for the main activity (especially if, due to incorrect systematization, the numbering in it was violated), and also with correspondence, if this makes it easier to use the volumes.

The internal inventory form is given in the 2015 Rules (Appendix No. 27). The inventory has its own numbering of sheets, which can be entered automatically at the stage of creating a document in MS Word (Example 1).

Stage three: we draw up a document certifying the case

A certification sheet is drawn up for each volume of the case. The form of the sheet is also contained in the 2015 Rules (Appendix No. 8). It’s easy to fill out: we already know how many sheets there are in each volume, as well as how many missing and lettered numbers there are among them. As for the “features of physical condition”, we are talking about:

• about torn sheets;
• glued sheets;
• brochures, bound and sealed documents included in the volume;
• sheets of a larger format than most in the volume, and other non-standard documents for this volume (Example 2).

Stage four: stitching the volume

• Choosing a cover. Documents with a permanent shelf life are placed in cardboard covers specially designed for permanent storage documents (Fig. 1). It’s easier to find them on the websites of online stores, rather than in retail stores - the product is not the most popular, so people often forget to put it on the counter.

The cardboard binder is complemented by a flexible wide spine with an adhesive layer. The top and bottom covers have a crease with a 25 mm indentation from the left edge, which allows you to leaf through the case like a book and copy sheets without difficulty.

A volume decorated with such a cover looks like an ordinary book, only in a large format. Volumes designed in this way can be placed vertically on a shelf without fear that they will bend, crushing the contents.

• Making the cover. If management considers it too expensive, the secretary will have to pick up scissors, cardboard and create the covers himself. However, you can make decent covers only if you can find high-quality cardboard, cut into sheets equal to or slightly larger than A4. Nothing good will come from the usual “For children's creativity”.

To make your own cover, you will need cardboard, a sheet of vinyl vinyl (a durable, waterproof paper-based binding material) and double-sided tape.

The principle of stitching together purchased and homemade covers is the same:

1. Place the bottom cover, documents and top cover together, drill and sew the binding.

2. Wrap the soft material (if you make it yourself, a strip of vinyl vinyl) down behind the bottom cover and stick the tape tightly at the bottom (Fig. 2).

As a result, the homemade cover will look almost the same as in Fig. 3.

• We use a hole punch. Since documents are stitched in 4 punctures, it is better to use special hole punchers for 4 punctures, which punch a stack of documents from 150 to 300 sheets at a time (Fig. 4, 5).

You can also use a regular hole punch for 10 sheets with two holes, however, you will have to punch these ten sheets twice. The distance between the four holes should be 8 cm (in accordance with the recommendations of GOST 1791472 “Covers for long-term storage cases. Technical conditions”), so the value on the meter should be set to “888”.

Before punching holes in the volume, you need to arrange the case documents in the following order:

1) internal inventory (if it was created);

2) case documents;

3) certification sheet.

• We select a needle and thread. The sewing needle is too small, it is better to use a bag needle (the so-called “gypsy”) - long (about 12 cm) and with a wide eye. You will need a strong thread, but you can fold it several times using regular thread. You can also sew with bank twine, but it is not easy to thread it even into a “gypsy” needle.

The length of the thread for a standard tom is approximately 1 meter. It is best to determine the optimal length for yourself experimentally - already on the third volume you sew it will become clear how much it will be needed. There is no need to tie a knot at the end of the thread, as with normal sewing - the ends will still be cut to the optimal length. If the volume was pierced (punched, drilled) carefully, there will be no problems with threading, since the diameter of the needle is much smaller than the diameter of the hole from the drill or hole punch.

The direction of the needle and thread when sewing a volume is shown in Figure 6.

After both ends of the thread are pulled out from the back of the volume, they are tied (not tightly, so that the volume can not only be opened, but also, if necessary, make a copy of any document, but also not loosely, so that the sheets of the file do not “walk”) and are circumcised.

Please note: in general and personnel records management, it is not necessary to remove the ends of the threads from the inside of the cover and fasten them with a certification sticker. The ends are trimmed and, if possible, hidden under the cover. If there is no cover, they are simply displayed from the inside without any further manipulation.

Stage five: designing the title page (cover) of the volume

The form of the title page of the case is given in the Rules 2015 (Appendix No. 28). Filling it out usually does not cause any difficulties. Just remember that the top line of the cover “Name of the state (municipal) archive” remains blank. If the case ever ends up in the state archives, its employees will fill out this line themselves.

In the lower left corner of the title page the archival code of the case is affixed: fund number, inventory number and the number of this storage unit according to the inventory (Example 3).

We glue the title page onto the cover of the volume. It is best to use PVA glue, but then the case must be immediately placed under a press for several hours, otherwise the title page will stick unevenly and wrinkle in places. The least suitable materials for this are glue sticks (the cover will come off after a couple of hours) and office glue (too liquid and will ruin the title page so that no press can save it). Printing covers on sheets with an adhesive layer is expensive and ineffective: the “adhesive layer” on them is conditional, and the cover can be removed with one movement of the hand.

So, the algorithm for processing documents for permanent storage is as follows:

Requirements for the design of the title page of the case

Any file, regardless of its direct affiliation with the archive, must have its own cover.

According to the requirements of RosArkhiv, adopted on 02/06/2002, the cover of the file for permanent, temporary (over 10 years) storage and for personnel is drawn up and executed in the prescribed form, which indicates:

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• name of the organization, structural unit,
• case index,
• archival code of the case,
• number of the case (volume, part) according to the annual section of the summary list of cases,
• case title.

On the cover of permanent storage files there is space for:

• the name of the state archive into which the organization’s affairs will be accepted,
• designations of state archive and organization codes.

When the name of an organization (structural unit) changes during the period covered by the case documents, or when the case is transferred to another organization (to another structural unit), the new name of this organization or the legal successor organization is indicated on the cover of the case, and the previous name of the organization (structural unit) is enclosed in parentheses.

The title of the case on the cover of the case is transferred from the nomenclature of the organization’s cases, agreed upon with the expert review commission of the relevant archival institution. If necessary, clarifications are included in the title (numbers of orders, protocols, etc.).

The cover (also known as the title page) must be typewritten on a white A4 sheet (thick cardboard is welcome). The letters are exclusively black, size no less than sixteenth. The organization itself sets the font, but when it comes to criminal cases and other government affairs, only Times New Roman is used.

WHAT TO PURCHASE IN THE ARCHIVE

The range of special stationery for the archive presented in stores is small, but you can choose something.

• Machines for archival binding. The volume of the case is fixed in them and drilled. The machine can be manual (to drill you need to turn a special handle, Fig. 7) or electric (the drill is started by pressing a button, Fig. 8). Experts have different opinions about these machines: some consider them convenient, others – exactly the opposite. But a hole punched with a hole punch definitely looks smoother and neater than one drilled by a machine.

• Storage box. Finished volumes can simply be placed on a shelf, or they can be additionally packaged in boxes. There are many types of boxes. Let us note, for example, a box with drawstrings in which several bound volumes of cases are placed (Fig. 9).

Large boxes with a hinged lid can also be found on sale (Fig. 10). Such a box can fit 10 or more volumes.

From boxes with a hinged lid, it is convenient to get the desired volume or bundle without removing the box from the shelf. Some boxes even have special mounting brackets, which allows you to connect the boxes to form a rack (Fig. 11).