Lettered sheet numbers: what is it and how is it used in office work? Processing documents of personnel documentation services What is a letter sheet in a case

Are you preparing documents for archiving? Don't forget to make a statement of evidence of the case. Enter in the appropriate form information about the number of sheets and their physical condition. Explain the features of numbering.

From the article you will learn:

Certification sheet in the system of accounting documents

Modern office work is a separate field of activity devoted to the issues of documentation, as well as the organization of work with documentation. One of the most important areas office work considered to be the formation of cases. The term “case” refers to documents that are grouped together according to the principle of belonging to one area of work. A case combines documentation related to the same issue. So, for example, it can be personnel, reporting or financial documents.

The safety of the most important office papers, as well as the speed of their search during subsequent work, depends on the correct distribution of documentation in cases. Of great importance in the formation of cases is the systematization and arrangement of documents within the case, i.e. the principle of its formation.

The inventory belongs to the category of accounting documents and is, in fact, a kind of table of contents, a list. The inventory lists their serial numbers, identification indices, titles, dates of registration, page numbers. The necessity and rules for compiling inventories are determined by an internal regulatory act: business instructions as well as special provisions and instructions.

The statement of the case can also be considered an accounting document. It contains information about the features of the content of the case in the archive of the institution and the specifics of its formation. It is used to keep track of the total number of sheets in a case. In addition, it fixes the features of their numbering.

Verification sheet template

To speed up the process of forming cases and unify existing accounting documentation, for such documents as an inventory and a case certification sheet, on legislative level develop and approve their own special forms.

According to the Rules for archiving, approved by the Ministry of Culture (Order No. 526 dated January 31, 2015), filling out a certification sheet is included in the procedure for filing files on paper, along with filing documentation, numbering it, compiling internal inventory and cover design. Its shape is defined regulatory requirements to storage organization archival documents. A sample form of the certification sheet of the case is contained in Appendix No. 8 to the Rules of Archiving.

The standard details of the form include:

The name of the document type;
Name of the position of the compiler;
Signature;
decryption;
Date of preparation;

The following information is entered on the form:

The total number of sheets of the case (indicate in words and numbers);

Letter numbers;

Missed numbers;

Features of the physical condition and the formation of the case;

The paper size recommended for registration of the form is A4. This should be a separate page, which is filed into the file last. In a situation where the case was originally drawn up and stitched without a certification sheet, there is no need to embroider the volume in order to hem the form into it. It is enough to fill it in and stick it on the top to the inside of the cover. The resulting case will look like this:

Certification sheet of a personal file: sample design

The current Rules for the organization of storage of archival documents (Appendix No. 8) offer the following sample for the design of a certification sheet:

This sample is valid for all cases of permanent and temporary (more than 10 years) storage period. Personnel cases are no exception to this rule. All cases that are being prepared for transfer to the archive of the institution after graduation calendar year must be described and executed in the manner prescribed by the Rules. According to this normative document, at the end of each case on a paper basis, a certification sheet must be filed. In the general case, it has the A4 format, in file cabinets it corresponds to the format of the card. The sheet may not be placed on the cover of the case or on the back of the last page.

Subdocuments:

Filling out the verification sheet

When filling out the certification sheet of the case, the following algorithm should be followed:

Indicate the case number assigned in accordance with the nomenclature of cases;

Indicate in numbers and words the total number of numbered pages filed in the volume (note that the internal inventory is not taken into account in this case);

Indicate the numbers of the extreme sheets, for example: “From No. 1 to No. 308”;

List letter numbers.

Lettered number means a number with a letter, for example: 11a, 24b. Such numbers appear in a situation where one or more pages were accidentally skipped during numbering. In order not to redo the numbering, the missing sheets are assigned the previous number with a letter, for example: 33, 34, 34a, 34b, 35.

List missing numbers;

If there were no missing and lettered sheets in the file, it is necessary to put dashes in the corresponding lines of the form of the certification sheet.

Note that the number of missing and lettered sheets must be taken into account when calculating the total number of numbered sheets. So, for example, if the last sheet of the volume has number 264, but the file contains lettered sheets 34a and 34b, and sheet number 647 is omitted, the total number of sheets will be calculated as follows: 264+2-1=265.

Indicate the number of sheets of the internal inventory;

Fill in the columns of the table about the features of the physical condition and the formation of the case. In the left column, it is necessary to classify the feature, in the right column, indicate the numbers of sheets on which it occurs.

Such features include:

pasted photos;
Non-standard (large) format;
The presence of envelopes with attachments (the table indicates not only the fact of the presence of an envelope, but also the number of sheets enclosed in it);
Physical damage (e.g. torn or waterlogged pages, hard to read photocopies);
Availability of printed copies of brochures (if the number of pages is not indicated in the general numbering, it must be given in the table);

If the case documents do not have such features, the table must be crossed out with the letter Z.

Indicate the name of the position of the person who compiled the witness sheet, put a signature and decipher it.

Put down the date of issue;

In some cases, after the registration of the case, its composition and status may be changed. For example, some documents may be damaged during storage. Or there will be a need to replace the original with a copy of one or another office paper. As an additional example, one can work books, which are not filed into the case, but put into an envelope. After some time has passed former employee or his relatives may request a work book from the archive, which will lead to a change in the composition of the case. In this case, all the changes made must be recorded in the relevant act and a note should be made in the case certification sheet with reference to this act.

The entry in this case would look like this:

A work book was issued (sheet 58), a corresponding entry No. 118 was made in the Book of accounting for the movement of work books.

Head of the archive department Vasilyeva P.K. PC. Vasiliev

25.04.2017

Note that correct design cases (including filling out the certification sheet) contributes to the safety of documents and significantly speeds up their search for further use. In addition, the correct grouping of documentation and its systematization makes it possible to facilitate such processes as conducting an examination of value and preparing documents for transfer to archival storage.

Subdocuments:

Case certification sheet compiled to take into account the number of sheets in the case in the prescribed form, which is given in Appendix 9

Rules for filling out the certification sheet of the case

And in terms of personnel, after the end of the calendar year in which they are established, they must be prepared for transfer to the archive. Pre-archival preparation of files includes two procedures: registration and description.

Registration is carried out by the person responsible for working with documents. The design includes the preparation of a certification sheet.

The witness sheet is drawn up in the case on a separate sheet (A4, A5 format) on the back of the last blank sheet.

It is forbidden to take out the certification sheet on the cover of the case or on the blank back of the sheet last document. If the case is stapled or bound without the form of the certification sheet, it is pasted at the top of the sheet on the inside of the case cover.

In the certification sheet, the number of numbered sheets and, separately, through the “+” sign, the number of sheets of the internal inventory (if any) are indicated in numbers and in words.

In the witness sheet, the features of the numbering of sheets, the physical condition of documents and the execution of the case are noted:

the presence of letter numbers of sheets;
the presence of missing sheets;
numbers of sheets with pasted photographs;
numbers of large-format sheets;
numbers of envelopes with attachments and the number of sheets enclosed in them;
numbers of damaged sheets:
the presence in the case of printed copies of brochures with the number of sheets in them, if they were not marked in the general gross numbering in the case.

The number of lettered, missing sheets should be taken into account in the final data on the number of numbered sheets. For example, the last sheet of the case has the number 252, but the file has sheets with numbers 5a and 30a and the missing number 17. In this case, the total number of sheets will be 252+2-1=253.

The witness sheet is signed by its compiler, his position, signature decoding, date of compilation are indicated.

All subsequent changes in the composition of the case (damage, replacement of original documents) are noted in the certification sheet with reference to the relevant act.

On the design of the certification sheet, the volume of the case ends. Where to get its form and how to fill out a case certification sheet, what are letter numbers and what features of the state of the case should be reflected in it, as well as a sample of the case certification sheet in the article. You can also download the form here.

Sheet-certifier of the case: parsing the form

The form of the witness sheet of the case is Appendix No. 8 to. I remind you that they are mandatory for everyone.

The form itself is simple. First, in numbers and in words, we write how many sheets of the case are filed in that volume. Sheets of the internal inventory are not considered. Then indicate the numbers of the last sheets of the case, for example:

from #1 to #204.

Then come the lettered numbers and the missed ones. Lettered numbers are numbers with letters: 10a, 55a, etc. They are formed if, when numbering sheets, one was accidentally omitted (all people, everyone is mistaken). In this case, you do not need to redo anything, but simply take the previous number and put it on an unnumbered sheet, but with a letter. It turns out, for example, 54, 55, 55a, 56, 57 ... ..

The same with the missing ones: you accidentally missed a sheet about numbering - it's okay, just don't forget to reflect this in the certification sheet.

If there are no lettered or missing sheets, put dashes in these fields.

Then we separately indicate the number of sheets of the internal inventory.

The following is a table on the features of the physical state of the case. In the left column we write what kind of feature, in the right - on which sheets. Features are different: the sheet can be torn, filled with water or something else, the copy can be very pale or, conversely, dark on the verge of readability. Let's fix this.

The basic rules for the work of archives of organizations are recommended to be indicated here:

numbers of sheets with pasted photographs;
numbers of large-format sheets;
envelopes with attachments and the number of sheets enclosed in them;
the presence in the case of printed copies of brochures with the number of sheets in them, if they were not noted during the general numbering of the sheets of the case.

If, fortunately, the case does not have any features, we cross out this table with the letter Z.

The certification sheet is signed by the person who compiled it.

Where and how is the certification sheet placed

The witness sheet of the case is filed last. Thus, the volume of a fully completed case looks like this: a cover with a title page, then -, then the case documents, a certification sheet, a cover.

If before you the cases were drawn up without certification sheets, then you do not need to embroider volumes for them. The witness sheet is then pasted behind the top of the sheet on the inside of the case cover.

Is it possible to make changes to the certification sheet?

The 2015 Rules require that all changes in the physical condition or composition of the case be recorded in the certification sheet. The physical condition does not raise questions, but can the composition of the stitched case really change? Yes maybe. A vivid example is that we talked about a week ago. Since they can come for them at any time, books about the firmware of the volume are not pierced. The envelopes in which they are enclosed are pierced, and 1 envelope corresponds to one sheet of the case. If after a few years a person or his relatives requested this book, then we issue it in general order. After that, do not forget to make an appropriate entry in the certification sheet of the case, otherwise it will turn out that we lost the book right from the case.

why is a certification sheet needed and is it mandatory;
how a personal file witness sheet is drawn up;
certification sheet of a personal file: a sample design;
what information is indicated when filling out the certification sheet;

Certification sheet in the system of accounting documents Modern office work is a separate area of activity devoted to the issues of documentation, as well as the organization of work with documentation.

Certification sheet of the case: content and design

The witness sheet is then pasted behind the top of the sheet on the inside of the case cover. Is it possible to make changes to the certification sheet? The 2015 Rules require that all changes in the physical condition or composition of the case be recorded in the certification sheet. The physical condition does not raise questions, but can the composition of the stitched case really change? Yes maybe.
A striking example is the unclaimed work books we talked about a week ago. Since they can come for them at any time, books about the firmware of the volume are not pierced. The envelopes in which they are enclosed are pierced, and 1 envelope corresponds to one sheet of the case.
If after a few years a person or his relatives requested this book, then we issue it in the general manner. After that, do not forget to make an appropriate entry in the certification sheet of the case, otherwise it will turn out that we lost the book right from the case.

How to draw up a certificate of a personal file

The specifics of compiling an internal inventory of documents of a personal file is that it is included in the case immediately when it is opened and filled in in the course of its maintenance. That is why the internal inventory provides for the reflection of the inclusion of new documents in the personal file, as well as the removal of documents from the personal file, the replacement of the originals with copies (recorded in the "Note" column). If the file is already bound and filed, the internal inventory of documents certified by the compiler is glued with the top edge to the inside of the front cover.

Please note that when preparing the case for archiving, the sheets of the internal inventory are numbered separately from the sheets of the personal file. After the employee is fired, his personal file is closed, that is, it is removed from the folder and flashed. In this case, it is important not to forget to issue a certification sheet.

Case certification sheet

The witness sheet is drawn up in the case on a separate sheet, in books - on the back of the last blank sheet, in file cabinets - on a separate blank sheet of card format. The certification sheet of the case is drawn up in accordance with the established form (Appendix 9), which indicates in numbers and in words the number of numbered sheets of the case, the number of sheets of the internal inventory, the features of the numbering of the case numbers (the presence of case letter numbers, missing numbers, numbers of sheets with pasted photographs, numbers large-format sheets, envelopes with attachments and the number of sheets enclosed in them), as well as the presence in the case of printed copies of brochures with the number of sheets in them, if they were not noted in the total gross numbering in the case. The certification sheet of the case is signed by its compiler.

Blanker.ru

By the Ministry of Culture (Order No. 526 of 01/31/2015), filling out the certification sheet is included in the procedure for filing cases on paper, along with filing documents, numbering them, compiling an internal inventory and designing the cover. Its form is determined by the regulatory requirements for the organization of storage of archival documents. A sample form of the certification sheet of the case is contained in Appendix No. 8 to the Rules of Archiving.

Help The standard details of the form include:

The name of the document type;
Name of the position of the compiler;
Signature;
decryption;
Date of preparation;

The following information is entered into the form: The total number of sheets of the case (indicated in words and numbers); Letter numbers; Missed numbers; Features of the physical condition and the formation of the case; The paper size recommended for registration of the form is A4.

Attention

On the cover of the cases of permanent storage, a place is provided for the name of the state archive into which the files of the organization will be accepted, designations of the codes of the state archive and organization. When changing the name of the organization ( structural unit) during the period covered by the case documents, or when the case is transferred to another organization (to another structural unit), the cover of the case indicates the new name of this organization or successor organization, and the former name of the organization (structural unit) is enclosed in brackets. The heading of the case on the cover of the cases is transferred from the nomenclature of the organization's cases, agreed with the expert and verification commission of the corresponding archival institution.

AT necessary cases clarifications are made in the heading (numbers of orders, protocols, etc.).

The certification sheet is an obligatory element in the execution of each case of a permanent storage period and a personal file. The witness sheet of the case is drawn up on a separate sheet and placed at the end of the case. When handing over books (magazines) to the archive, the certification inscription is drawn up on the back of a blank sheet, in file cabinets - on a separate blank sheet of card format.

In the sheet, in numbers and in words, the number of numbered sheets of the case is indicated and separately, through the “+” (plus) sign, the number of sheets of the internal inventory (if any). The certification sheet stipulates the following features of the numbering of the case documents: the presence of letter numbers of the case sheet; the presence of missing numbers of sheets of the case; the presence of sheet numbers with pasted photographs, documents, newspaper clippings; numbers of large-format sheets; numbers of envelopes with attachments and the number of sheets enclosed in them.

Making files for permanent storage

Not superfluous personal Since the procedure for maintaining a personal file is not regulated for budgetary organizations, we recommend that the employer adopt a local normative act, which will regulate the issues of maintaining, processing and storing personal files. Note. A case is a document or set of documents related to one issue or area of activity, placed in a separate cover. Cases are considered initiated from the moment the first executed document is included in them.

When conducting the personal files of employees, it is necessary to adhere to strict rules, even if it is not mandatory requirement to the employer. It is important to remember that no matter how the folders are called ("personal data", "dossier" or otherwise), they contain the employee's personal data, therefore, all the requirements provided for in Ch.

Employee's personal file

The case is considered filed after being included in the folder for storing the first executed document. At the same time, the cover of the opened case is drawn up. The cover of the case is drawn up in the prescribed form (Appendix 3) the following information: Name of the organization; the name of the structural unit of the organization in which it was formed; case index according to the nomenclature of cases; case title; the storage period of the case or the inscription “Keep permanently” (transferred from the nomenclature of cases).
On the cover of the cases of permanent storage, a place is provided for the name of the state archive into which the files of the organization will be accepted, designations of the codes of the state archive and organization.

3.6. requirements for registration of cases accepted for archiving

The deadlines for cases containing organizational, administrative, creative and other documentation (minutes, transcripts, letters, reports, etc.), for which accurate dating is important, as well as cases consisting of several volumes (parts), are affixed extreme the dates of the case documents, i.e. the dates of registration (drawing up) of the earliest and latest documents included in the case. If the case is a register of orders, instructions, etc., then the date of the case will be the exact calendar dates the first and last entries in the log. The deadline dates for a case containing minutes of meetings are the dates of approval (for documents that are approved) or of the first and last minutes that make up the case.
The deadlines for a personal file are the dates of signing the order for the admission and dismissal of the person for whom this case has been filed.
We are talking, for example, about the presence in the case of documents with illegible text, glued sheets (if there are large diagrams, etc.), torn sheets, pasted photographs, if there are envelopes in the case, and there are attachments in them, etc. The witness sheet of the case must be signed by its compiler, while the position and signature are deciphered, the date is affixed. In the process of using archival documents, if necessary, the necessary marks are made in the certification sheet in the future.
If the file is filed without a witness sheet, then it should be pasted at the top on the inside of the case cover. But usually it is placed after the last document and in this form the case is stitched. At the beginning of the article, an example of filling out a certification sheet is given. You can also download a sample of the case certification sheet in doc format. To file a case, you may also need a sample of the internal inventory of the case documents.

Compilation of a statement of evidence of the case

The certification sheet is an obligatory element in the execution of each case of a permanent storage period and a personal file.

The witness sheet of the case is drawn up on a separate sheet and placed at the end of the case. When handing over books (magazines) to the archive, the certification inscription is drawn up on the back of a blank sheet, in file cabinets - on a separate blank sheet of card format.

In the sheet, in numbers and in words, the number of numbered sheets of the case is indicated and separately, through the "+" (plus) sign, the number of sheets of the internal inventory (if any).

The certification sheet specifies the following features of the numbering of the case documents:

the presence of letter numbers of the case sheet;

the presence of missing numbers of sheets of the case;

the presence of sheet numbers with pasted photographs, documents, newspaper clippings;

numbers of large-format sheets;

numbers of envelopes with attachments and the number of sheets enclosed in them.

The certification sheet is signed by its compiler indicating the position, signature and date of compilation.

It is forbidden to issue an attestation on the cover of the case or on a clean back page of the last document. If the file is filed or bound without the form of the certification sheet, it is pasted on the top of the inside cover of the case. The certification sheet is compiled in the form established by the Basic Rules for the Operation of Archives of Organizations (Appendix 1).

Internal inventory of case documents

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

The internal inventory is compiled on a separate sheet in the prescribed form (Appendix 2), which contains information about the serial numbers of the case documents, their indices, dates, headings and page numbers of the case. A final entry is made for the internal inventory, which indicates in numbers and in words the number of documents included in it and the number of sheets of the internal inventory.

The internal inventory is signed by its compiler. If the case is bound or filed without the form of the internal inventory of documents, then the inventory drawn up in the prescribed form is glued to the inside of the front cover of the case.

Changes in the composition of the documents of the case (withdrawal, inclusion of documents, replacement with copies, etc.) are reflected in the "Notes" column with links to the relevant acts. If necessary, a new final entry is made to the internal inventory and an attestation of the case.

Case cover design

The following information is included on the cover of the file:

Name of the organization;

the name of the structural unit of the organization in which it was formed;

case index according to the nomenclature of cases;

case title;

the storage period of the case or the inscription "Keep permanently" (transferred from the nomenclature of cases).

When changing the name of the organization (structural unit) during the period covered by the case documents, or when transferring the case to another organization (to another structural unit), the cover of the case indicates the new name of this organization or successor organization, and the former name of the organization (structural unit) is enclosed in brackets.

The heading of the case on the cover of the cases is transferred from the nomenclature of the organization's cases, agreed with the expert and verification commission of the corresponding archival institution. In necessary cases, clarifications are made to the heading (numbers of orders, protocols, etc.). In cases where the case consists of several volumes (parts), the general heading of the case and the heading of each volume (part) are placed on the cover of each volume (part). In the headings of cases containing copies of documents, their number of copies is indicated, the authenticity of the documents of the case is not specified in the heading.

After the case is completed, the following information is indicated on its cover:

the number of sheets in the case, which is affixed on the basis of the certification inscription of the case;

date or extreme dates of the first and last according to the dates of the documents in the case;

archival cipher of the case, first in pencil, and after the approval of the inventories - in ink.

If the case includes documents (appendices, etc.), the dates of which are beyond the last dates of the case, then under the dates of the case, a new line is made about this: "there are documents in the case for. year (s)". Case dates may not appear on the cover of cases containing annual plans and reports, as they appear in the headings of the cases.

If the case is a register of orders, instructions, etc., then the date of the case will be the exact calendar dates of the first and last entries in the journal.

The deadline dates for a case containing minutes of meetings are the dates of approval (for documents that are approved) or of the first and last minutes that make up the case.

The deadlines for a personal file are the dates of signing the order for the admission and dismissal of the person for whom this case has been filed.