Basic rules for the work of archives of organizations. New regulatory document: Rules for the organization of storage, acquisition, accounting and use of documents in the archives of organizations. Transfer of cases to the archive of the organization

In the last issue of the journal, we talked about the procedure for working with archival documents - starting with an examination of the value of documents and ending with the preparation of files for transfer to the archive.

Transferred to archival storage files are to be stored in a specially designated room. Next, we will talk about how to organize the storage of documents, as well as the procedure for receiving and transferring cases for archival storage.

ARCHIVE ROOM

So, where should the archive be located in the organization, what are the basic requirements for its placement, as well as the conditions for storing documents?

Requirements for buildings that house the archive

The requirements for the buildings and premises of the archive are established by clause 4.2 of the Basic Rules for the Operation of the Organization's Archives (approved by the decision of the Collegium of the Federal Archives of February 6, 2002).

First of all, it is worth considering that the placement of the archive is not allowed in dilapidated buildings, wooden buildings, buildings with damp main, basement, attic rooms, stove heating.

The premises intended for storage of archival documents in adapted buildings should be isolated from the rest of the building. It is not allowed to place archival documents in the premises of a building occupied by services Catering, food warehouses, organizations storing flammable and aggressive substances or using fire hazardous and chemical technologies.

The archive of the organization must be located in a building specially built or adapted for storing documents or in a separate room of the building.

The room should be removed from dangerous in terms of fire safety objects. These, for example, include gas stations, parking lots, garages.

Also, there should be no objects near the building (premises) of the archive of the organization, air pollutants.

When choosing a building (premises) suitable for storing archival documents, it is worth considering that the following separate premises are required for the full-fledged operation of the archive:

1) archive storage;

2) premises for reception, temporary storage of documents, acclimatization of documents;

3) premises for the use of documents;

4) working rooms (room) of archive employees.

Archiving equipment

The archive itself should be, if possible, deleted from laboratory, industrial, amenity premises and should not have ventilation ducts in common with them. It is separated from neighboring rooms. fireproof walls and ceilings with fire resistance limits of at least two hours. Inside the archives no pipe laying water supply and sewerage, technological or domestic water outlets.

When planning the location of the archive storage, it is worth considering that it is preferable for it to have premises with windows facing north.

It is also important that Construction Materials, used to cover walls, floors, ceilings, interior decoration of the archives, should not collect dust, be its source or emit aggressive chemicals.

In the premises of the archive storage, natural or artificial ventilation. If we talk about air conditioning systems, they must meet the following characteristics:

ensure air recirculation with an exchange rate of 2-3;

maintain a stable temperature and humidity regime;

to clean the air from dust and aggressive impurities;

meet modern requirements of compactness and efficiency.

Archive height ( clause 2.11.1.2 of the Rules for organizing the storage of acquisition, accounting and use of documents Archival fund Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences (approved by order of the Ministry of Culture of Russia dated January 18, 2007 No. 19, as amended on February 16, 2009)) depends on the size and parameters of the equipment intended for storing archival documents, but should not be less than 2.25 m to the bottom of the protruding structures and not higher than 4 m.

It is forbidden to use in the archive fire, heating devices, placement of foreign objects.

Examination of the suitability of the premises for placing the archive in it

Only after the appropriate examination has been carried out in the adapted buildings or premises of the organization, the archive is placed.

This examination is necessary to determine the fire resistance of buildings or archive premises, the durability of the main structures and the strength of interfloor ceilings, taking into account potential loads, the presence and condition of heating and ventilation systems.

It is carried out by representatives of the organization itself (as a rule, employees of the archive), fire, security, construction, sanitary and epidemiological and other special services.

Based on the results of the examination, an act should be drawn up.

TRANSFER OF DOCUMENTS TO THE STATE ARCHIVE

Documents are not always stored in the organization itself. Some of them are transferred to the state (municipal) archive after the conclusion of an appropriate agreement between the parties.

According to clause 9.9 of the Basic Rules, documents are transferred to the state archive according to the lists of cases approved by the expert review commission (EPC) of the archival institution.

The transfer of cases is carried out individually. On each copy of the inventory, notes are made about the acceptance of documents in the state archive, an act of acceptance and transfer of cases is drawn up.

In the case of the primary transfer of documents to the state archive, the organization must transfer the historical information to the archival fund of the organization. In the future, when transferring documents, an addition is given to the historical information about changes in the name, functions, structure, subordination of the organization, composition and status of documents (if any).

If detected during transmission discrepancies between the final entry in the inventory and the actual presence of transferred cases, a new final entry is made in the inventory, which indicates the actual presence and numbers of missing cases. The numbers of missing cases are also specified in the act of acceptance and transfer of documents for public storage. The certificate of the organization attached to the act indicates the reasons for their absence.

The archive of the organization is also responsible for the search for documents.

In the absence of documents, if the measures to search for them have not yielded results, an act is drawn up on the non-discovery of cases, the search paths for which have been exhausted.

Lost original documents can be replaced by their copies.

Immediately before the transfer of archival documents of the organization for permanent storage to the state archive, together with a representative of the state archive, the correctness of the scientific and technical processing of cases, the physical and sanitary and hygienic condition of the documents is checked.

If errors, defects, shortcomings are found, an appropriate act is also drawn up. Next, the identified defects are eliminated by the organization (clause 9.10 of the Basic Rules).

With archival documents, the organization transfers to the state archive three copies of the inventory and one copy of the act of acceptance and transfer of cases.

All the above procedures for organizing the storage of archival documents imply the presence in the organization of specialists of the appropriate level of qualification and education.

ORGANIZATION OF WORK OF THE ARCHIVE

The structural organization of the archive depends on the volume of documents in the company. Sometimes the archive is organized as an independent department or subdivision as part of the records management service. When organizing an archive, a number of mandatory rules must be observed. For the proper operation of the archive, it is recommended to develop and adopt a regulation (instruction) on the archive of the organization.

The head of the archive or the person responsible for the archive (archivist) is appointed to the position and dismissed by order of the head of the organization.

The main activities of the archivist are:

organization of the work of the archive;

responsibility, including criminal responsibility (for example, if documents from the archive are stolen, destroyed, damaged or deliberately hidden (part 1 of article 325 of the Criminal Code of the Russian Federation)), for the fulfillment of the tasks assigned to the archive.

The archivist needs to be periodically briefed, and in some cases (for example, the introduction of new methods of organizing work, such as electronic databases of archival documents) - an internship.

BY THE WAY. The briefing of the archivist in the organization is carried out by the head of the archival department or by a person performing such functions. An internship can be carried out as part of a training seminar on relevant topics at an educational institution that provides this type of service.

The position of the archivist must be reflected in the staffing of the organization.

The archive of the enterprise can function on the rights:

1) an independent structural unit. The general management of the activities of the archive of the organization is assigned to its head, and the management of the daily activities of the archive - to the head of an independent structural unit;

2) a structural subdivision as part of the organization's records management service. In this case, the leadership is entrusted to the head of the record keeping service and the head of the structural unit.

The main tasks of the archivist of the organization are:

1) completing the archive with documents, the composition of which is provided for by the regulation on the archive;

2) accounting and ensuring the safety of documents;

3) creation of a scientific reference apparatus for archive documents;

4) use of documents stored in the archive;

5) preparation and transfer of documents related to the Archival Fund of the Russian Federation for permanent storage in accordance with the terms and requirements established by the Federal Archival Service of Russia and the archival management bodies of the constituent entities of the Russian Federation.

In order to perform the main tasks, the archivist performs the following functions:

1) maintaining lists structural divisions organizations that are sources of archive acquisition;

2) acceptance of archival files formed, according to the nomenclature of cases, from structural divisions of the organization;

3) accounting and ensuring the safety of documents received in the archive;

4) creation and maintenance of the current state of the scientific reference apparatus for archive documents;

5) organization of information services for managers and structural divisions of the organization in relation to the content of archival documents;

6) organizing the use of documents at the request of structural divisions of the organization and individuals, keeping records and analyzing the use of such;

7) participation in the examination of the value of documents, as well as providing a set of organizational and methodological measures for the transfer of documents for permanent storage;

8) verification of the correctness of the formation and execution of cases in the structural divisions of organizations;

9) work on compiling the nomenclature of affairs of the organization and its structural divisions;

10) providing methodological and practical assistance to the structural divisions of the organization on the issues of working with documents;

11) participation in the development of regulatory and methodological documents on archiving and documentation management within the organization;

12) participation in carrying out activities to improve the skills of archive workers.

TRANSFER OF CASES TO THE ARCHIVE OF THE ORGANIZATION AND THE USE OF DOCUMENTS

The transfer of cases to the archive of the organization is carried out according to the schedule, which is compiled by the archive, agreed with the heads of the structural units that transfer documents to the archive, and approved by the head of the organization (clause 3.7.25 of the Basic Rules).

Acceptance and transfer of each case to the archive is carried out in the presence of an employee - a representative of the structural unit.

Since the presence of an organization's archive implies not only the storage of documents, but also their use, it is necessary to develop and adopt a procedure for issuing documents from the archive. This procedure should be carried out at the request of employees of the organization.

For example, the rules for the operation of archives establish that the issuance of documents must be recorded in the books of issuance of cases to employees of the organization.

The extradition is issued directly by the requirements for the issuance of cases to employees of the organization, acts on the issuance of cases for temporary use to other organizations.

The term for issuing documents for temporary use should not exceed one month for use by employees of the organization and three months- for temporary use by other organizations.

Note that the organization of archival storage of documents in the organization is also necessary due to the fact that there are a number of regulatory bodies authorized to conduct appropriate checks.

ARCHIVE CONTROL

Control over compliance with the legislation on archiving in the Russian Federation is carried out by federal authorities state power, including specially authorized by the Government of the Russian Federation federal agency executive power, public authorities of the constituent entities of the Russian Federation, including authorized executive authorities of the constituent entities of the Russian Federation in the field of archiving, within their competence, determined by the legislation of the Russian Federation and the legislation of the constituent entities of the Russian Federation (Article 16 federal law dated October 22, 2004 No. 125-FZ “On Archiving in the Russian Federation”; in red. from 27.07.2010).

Thus, the archive of the organization can be checked:

1) Tax inspection of the Russian Federation;

2) The Pension Fund of the Russian Federation.

As a result, according to the law, legal entities, as well as officials and citizens guilty of violating the legislation on archiving in the Russian Federation, in accordance with Art. 27 of the Federal Law of October 22, 2004 No. 125-FZ “On Archiving in the Russian Federation” bear civil, administrative and criminal liability, established by law Russian Federation.

In conclusion, I would like to note that today the issues of ensuring the safety of documents remain undeveloped in most modern organizations, in particular, the creation of material and technical conditions for their physical safety and proper storage regime, excluding damage, loss, theft of documents. For the efficient operation of archives, professional recommendations are needed on the calculation of the areas of archives, their placement within the organization, the most optimal temperature and humidity conditions for storing documents with different media, on ensuring fire safety, the material and technical equipment of archives and the rational placement of documents to ensure quick access to them. .

M. V. Grishina, Human Resources Specialist, HR Manager, Stelmon LLC

Local regulations, regulating the work of the archive of the organization, are created and provide a purposeful solution of managerial tasks in matters of streamlining the archive documents of the organization, ensuring their safety and use. Candidate of Historical Sciences, Associate Professor, Head of the Department of Archival Studies of the IAI RGGU E.M. Burova

In accordance with existing standards in the field of archiving, the organization develops and approves its local acts, aimed at regulating the procedure for working with archival documents in office work and archive or archive storage. Accurate compliance with the requirements of instructions and regulations allows you to effectively solve the problems of organizing archival documents, ensuring their safety and use.

The basic kit includes:

instructions for office work;
regulation on the archive (regulation on the service of the preschool educational institution, if an archive repository was created with it), regulation on the archival service or regulations for working with archival documents;
job descriptions;
instruction on labor protection for the archivist;
composition order expert commission;
regulation on the expert commission;
regulations, instructions and other documents establishing certain types works or one-time events with archival documents.

It should be borne in mind that there is no need to reinvent the wheel: a number of documents (instructions for office work, regulations on the archive, regulations on the expert commission, etc.) have been developed in standard version All-Russian Research Institute of Documentation and Archiving (VNIIDAD). These documents are available for download from the Internet.

Office work instruction

First of all, organizations should develop and approve Office work instruction . This document regulates the procedure for working with documents, including the rules for the operational storage of documents, establishing the boundary between a document and an archival document.

Sometimes, often in the absence of an archive in the organization, the thematic sections of the Instructions for Office Work are supplemented by provisions governing the archival storage of documents. But for these subjects, the Regulations on the archive (working with archival documents) are better suited.

Regulations on the archive

When developing the Regulations on the archive (archival service, work with archival documents) of the organization, you can take as a basis Approximate position about the archive public institution, organizations, enterprises (approved by the order of Roskomarchive dated 18.08.1992 No. 176) or use the Basic rules for the operation of archives of organizations (approved by the decision of the board of the Rosarchive dated 06.02.2002).

Note! If the organization does not have an archive, but only an archive repository, then the main directions of its activities are reflected in the Regulations on the structural unit in which it was created, but in all cases it is advisable to develop the Regulations on the archival service, work with archival documents, etc.

So, the Regulation on the archive determines the procedure for the formation of the archive, its functional tasks, taking into account the specifics of the organization's activities and the specifics of the documentation it creates, as well as the rights, duties and responsibilities of archive employees.

The Basic Rules for the Operation of Archives of Organizations say that, depending on the volume of documents, the archive is created as an independent structural unit of the organization or a unit as part of the DOW service (most often in the form of an archive). The types of archives created depend on the competencies and functions of the organization itself.

For example, in joint-stock companies where there is a parent organization and its subsidiaries, joint archives are sometimes created to store archival funds. In this case, despite the fact that the organization and its subsidiaries are independent legal entities, but there is subordination between them, a single field of activity and unity of tasks performed, it is economically beneficial to create one unified archive.

The most common phenomenon is the creation of an archive of an organization, which can be an archive of one type of documents: management documentation, scientific and technical archive, archive of electronic documents, etc.

Sometimes an organization creates a single archive that stores both managerial and scientific and technical documentation, and documents on electronic media.

There is also such a combination: the archive stores scientific and technical documentation, and management documentation is stored in structural divisions.

Thus, when deciding to create an archive, first of all we determine what kind of documentary complex we have or what we are going to store in the archive. Depending on this, it is filled first section Regulations on the archive, which determines the status and type of the archive, its purpose.

In second section it is indicated from whom and what documents are to be transferred to the archive. The main sources of receipt of documents in the archive (acquisition sources) are structural divisions of the organization and, extremely rarely, other organizations and individuals.

In accordance with the Basic Rules for the Operation of Archives of Organizations, structural divisions transfer documents with retention periods to the archive "constantly" and "over 10 years "(which really means the shelf life of 15 liters, 25 liters, 45 liters, 50 liters) and personnel documents (75 l.).

However, the organization has the right to “lower” the boundary between record keeping and archival storage of documents and establish that documents with a retention period of, for example, 5 years are also subject to transfer to archival storage.

Recently, this has become a very common phenomenon, because. due to the fact that a significant part of the primary accounting documentation has a shelf life of "5 years" and many managers, concerned about its safety, require the archive of their organization to accept these documents for storage.

In this situation, only documents with a retention period of one and three years remain in the structural divisions for storage.

It is not forbidden, with increased responsibility for the safety of documents or in the absence of sufficient space in the subdivisions for storing documents, to set a limit at the level of 1 year. In such a situation, all documents completed by office work with a shelf life of 1 year, 3 years, 5 years. and 10 l. etc. are deposited in the archives or archives of the organization.

Of course, by lowering the boundary between office and archival storage in the organization, the best safety of documents is ensured, but at the same time, the amount of work on their description increases accordingly, because all documents are transferred to the archive only according to inventories compiled by structural divisions.

The established boundary between office work and archival storage of documents must be prescribed in the Instructions for office work and in the Regulations on the archive.

AT third section the main tasks and functions of the archive (archival service) are indicated. The wording can be taken from the Basic Rules for the Operation of Archives of Organizations.

The main tasks include:

acceptance of documents for storage from structural divisions (acquisition) in accordance with the type of documents and the storage periods specified in the first and second sections of this provision;
accounting and ensuring the safety of documents in the archive or archive storage;
creation and maintenance of reference and search tools for archival documents (inventories, card indexes, catalogs, historical information, databases, etc.);
organization of the use of documents stored in the archive or archives;
preparation and transfer of documents to the state or municipal archive (for organizations with state or municipal ownership of documents or for organizations with private form ownership of the documents, but entered into an agreement on the transfer of documents).

Among the functions of the archive (archival service), along with the functions directly arising from the above tasks, there are those that are directly focused on the service of document management, but indirectly affect the quality of materials transferred for storage. They mean:

verification of the correctness of the formation and execution of cases in structural divisions;
work on compiling the nomenclature of affairs of the organization;
participation in the development of regulatory and methodological documents not only for archiving, but also for preschool educational institutions.

AT fourth section The provisions on the archive prescribe the rights of the employees of the archive (archival service):

the ability to demand from structural divisions the timely transfer of documents to the archive (archive), while in an orderly state and always according to the inventory;
control the execution of work with documents in structural divisions.

AT fifth section the responsibility of the employees of the archive (archival service), which they bear together with the head of the organization, is indicated for non-compliance with the conditions for ensuring the safety of documents, their loss and unauthorized destruction, violation of the rules for the use of documents and access to them in accordance with the norms of the law.

Recall if, instead of an archive, an organization has created, for example, an archive and information department, a department for corporate document storage, a department for archival storage and use of documents, a documentation storage center, but with the same functions as in the archive, then the Regulations on the department, center, etc. ., as well as job descriptions for specialists in these structures should have an "archival" content.

Job Descriptions

Working with the personnel responsible for setting up archiving in an organization involves, first of all, the selection of employees in accordance with the qualifications and business qualities, the requirements for which are reflected in the Unified Qualification Guide for the Positions of Managers, Specialists and Employees, approved by order of the Ministry of Health and Social Development of Russia dated April 11, 2012 No. 338n (registered with the Ministry of Justice of Russia on May 28, 2012 No. 24339).

Job Descriptions the head of the archive, the archivist, as well as other "archival" positions, are compiled in accordance with the section "Qualification characteristics of the positions of employees of state archives, document storage centers, archives of municipalities, departments, organizations, laboratories for ensuring the safety of archival documents" above this directory.

In the absence of an archive or archive repository in the organization, and, accordingly, the head of the archive or archivist, it is necessary to provide for who will be responsible for organizing work with archival documents and who will be responsible for this area. Most often, in such situations, duties are assigned to the employee of the preschool educational institution, and this should be reflected in his job description.

Instruction on labor protection for the archivist

Instruction on labor protection for the archivist is developed by the labor protection service together with the head of the archival service, but if there are difficulties in compiling it, then you can refer to the sections of the Basic Rules for the Operation of Archives of Organizations, which reflect the system of measures to ensure the safety of documents, requirements for the premises of the archive, the mode of storage of documents, etc.

Order on the composition of the expert commission

Order on the composition of the expert commission (EC) issued by an organization when personnel are appointed or members are rotated. Some organizations issue this order annually (at the beginning of the year), arguing that it is more convenient. But there is no sense in the annual publication of this order, since the expert commission is considered to be permanent.

Organizations recommend including the most qualified employees in the composition of the EC, including necessarily the employee responsible for the archive. One of the executives of the organization in charge of office work is appointed as the chairman of the EC, then the commission includes persons responsible for office work and archives (the latter is also the secretary of the EC). It is advisable to include an accountant, lawyer and other specialists in the main areas of the organization's activities in the composition of the EC. Recently, more and more often they began to include a representative of the personnel service in the composition of the EC, bearing in mind the important social aspect of documents on personnel and their storage period (75 liters. EPC). For organizations that transfer their documents for storage to a state or municipal archive, it is advisable to include a representative (their curator) of this archive in the composition of the EC. Representatives of third-party organizations may be involved as experts in the work of the EC.

In small organizations, firms, as a rule, only a secretary, a personnel officer and an accountant are included in the composition of the EC.

The EC in the organization must include at least three people; with a larger number of members, its composition must be odd. If the organization has branches or departments located outside the central office, then the organization may form Central Expert Commission (CEC), and in branches or departments own EC.

Relations between the CEC of the organization and the EC of branches or departments are built in accordance with the legal relationship between the organization and its structures.

Possible options:

The EC of departments or branches at its meetings only considers draft inventories of cases, nomenclatures of cases, acts for allocation for destruction of documents and in in due course sends them for approval to the CEC of the organization (central office).
The EC of a branch or branch and its managers are granted the right to approve these documents without the participation of the CEC of the organization (head office).

Both of these positions have a right to exist.

Regulations on the expert commission

Regulations on the CEC or EC organizations - main legal document, defining the status of this deliberative body.

In accordance with all applicable regulatory documents, only expert commissions make decisions on such critical issues, as the approval of acts for the allocation of documents for destruction, nomenclatures of the organization's files, instructions for office work, inventories of cases for permanent, temporary storage and personnel, proposals for changing the terms of storage of documents.

Without documents that have been reviewed by the EC, without protocols on their coordination or approval, no manager has the right to make a decision on a particular issue related to the organization of work with archival documents in an organization.

When developing the Regulations on the EC of an organization, you can use the Model Regulations on a permanent expert commission of an institution, organization, enterprise, approved by order of the Federal Archive of January 19, 1995 No. 2.

Burova E.M.

Candidate of History, Associate Professor, Head of the Department of Archival Studies, IAI RSUH

Storage of documents is one of the functions of any legal entity, whether it state enterprise or commercial firm. It would seem that it would be easier - to allocate a room, introduce a staff unit for working with the archive and transfer all the documents there! But in fact, a lot of questions arise: starting with how to properly equip a room for documents, and ending with where they should be stored if it is difficult to organize your own archive. The creation of an archive, its functioning, the use of archival documents - all this implies a complex organizational measures, some financial costs and, of course, the availability of qualified personnel. Today we will talk about how to equip your own archive, as well as how to ensure the safety of archival documents (including documents on personnel) if it is impossible to create your own archive.

From this article you will learn:

what regulations can be followed when organizing the storage of documents
how to organize the storage of documents if it is not possible to create an archive
what is needed to create an organization archive
What are the requirements for archives?

Today, the topic of our conversation will be the organization of our own archive in the company. So, what are the tasks and functions of the archive, and under what conditions should documents be stored?

NORMATIVE REGULATION OF THE ACTIVITY OF THE ARCHIVE

HR Dictionary
Archive- an institution or structural subdivision of an organization that stores, collects, records and uses archival documents

Federal Law No. 125-FZ of October 22, 2004 “On Archives in the Russian Federation” (hereinafter referred to as the Law on Archives) in Art. 17 sets: government bodies, organs local government, organizations and citizens involved in entrepreneurial activity without forming a legal entity, are obliged to ensure the safety of archival documents, including documents on personnel during the periods of their storage. As you can see, documents on personnel are highlighted in the complex of documents generated in the activities of the organization.

Note!
Each employer must ensure the safety and possibility of subsequent use of documents both in their current activities and to meet the social and legal needs of citizens

According to paragraph 1 of the order of the Government of the Russian Federation of March 21, 1994 No. 358 - the founders of newly formed legal entities that are commercial and non-profit organizations, it is recommended to include in your founding documents provisions relating to ensuring the accounting and preservation of documents on personnel, as well as their timely transfer to state storage in the prescribed manner during the reorganization or liquidation of a legal entity.

These provisions of the legislation are aimed at ensuring the safety of documents on the personnel of employees released as a result of the reorganization and liquidation of legal entities, as well as social protection of citizens performing work under an employment contract.

Provisions providing for the obligation of an organization to keep documents are also found in a number of other legislative acts and other regulatory legal acts regulating the activities of organizations of a certain type.

Advice
The main rules were developed for the archives of organizations - sources of acquisition of state or municipal archives and by their nature are a recommendatory document, however, any other organizations may well use them.

For example, provisions on the preservation of documents are contained in Art. 50, and many others.

In the course of completing the archive with documents, accounting for archival documents, ensuring their safety and use, the archives of organizations are guided by the Basic Rules for the Operation of Archives of Organizations, approved by the decision of the collegium of the Federal Archives of February 6, 2002 (hereinafter referred to as the Basic Rules).

I work in the personnel department of a non-state enterprise. Recently, I was assigned to work with documents to be archived. However, we do not have an archive. How to be in such a situation? How to ensure the safety of these documents? Is it necessary to create an archive in this case, or is it the responsibility of only state institutions?

The process is formalized by orders (requirements) for the issuance of cases to employees of the organization, acts on the issuance of cases for temporary use to other organizations, including court and prosecutorial authorities.

Order form (requirements) for the issuance of documents to employees of the organization

The form of the act on the issuance of cases for temporary use

The term for issuing documents for temporary use cannot exceed one month for use by employees of the organization and three months for temporary use by other organizations (clause 4.5.2 of the Basic Rules).

REGULATIONS ON THE ARCHIVE: STATUS, COMPOSITION, TASKS

Like any structural unit of an organization, the archive, as a rule, acts on the basis of the regulation on the structural unit - the regulation on the archive, approved by the head of the organization, and the archive employees - on the basis of job descriptions.

Regulations on the archive of the organization

When developing a set of these documents, we recommend based on. The exemplary provision applies to the archives of organizations that, in the course of their activities, create documents of the Archival Fund of the Russian Federation. If an organization (both state and non-state) is not a source of acquisition of the state or municipal archive and does not transfer its documents in the prescribed manner to the appropriate archive, it must exclude from the provision on the archive everything related to the documents of the Archival Fund of the Russian Federation.

The regulation on the archive of the organization determines the status of the archive, its tasks, functions, rights and responsibilities, and the composition of documents.

Thus, the main tasks of the archive of the organization are:

completing the archive with documents (the composition of documents received for storage in the archive should be provided for in a separate section of the archive regulation);
accounting and ensuring the safety of documents;
creation of a scientific reference apparatus for archive documents;
use of archived documents.

If in the course of the organization’s activities documents related to the Archival Fund of the Russian Federation are created, then one of the most important tasks of the archive is the preparation and transfer of this part of the documentation for permanent storage in accordance with the deadlines and requirements established by legislative and other regulatory legal acts in the field of archiving, adopted by the Russian Federation and the constituent entities of the Russian Federation.

The functions performed by the archive follow from the tasks of the archive, the main of which include:

1) maintaining lists of organizations and (or) structural divisions of the organization - sources of acquisition of the archive;

2) acceptance of ordered documents from structural divisions of the organization and organizations - sources of archive acquisition;

3) accounting and ensuring the safety of documents received in the archive;

4) creation and maintenance of the scientific reference apparatus to the documents of the archive;

5) information service of heads and structural subdivisions of the organization;

6) organization of the use of documents at the request of organizations and individuals, accounting and analysis of the use of archival documents of the organization;

7) preparation of responses to social and legal requests of citizens;

8) examination of the value of documents, organizational and methodological measures for the transfer of documents for permanent storage in the state or municipal archive (if the organization is the source of acquisition of the corresponding archive);

9) verification of the correctness of the formation and execution of cases in the structural divisions of organizations and other organizations - sources of recruitment;

10) organization of work on the compilation of the nomenclature of the affairs of the organization;

11) providing methodological and practical assistance to structural units in working with documents;

12) participation in the development of regulatory and methodological documents on archiving and documentation management;

13) participation in activities to improve the skills of employees of the archive and the document management service, including in organizations - sources of archive acquisition.

REQUIREMENTS FOR ARCHIVAL ROOMS

Requirements for the buildings and premises of the archive are established by clause 4.2 of the Basic Rules. First of all, it is worth considering that the placement of the archive is not allowed in dilapidated buildings, wooden buildings, buildings with damp main, basement, attic rooms, stove heating. The premises intended for storage of archival documents in adapted buildings must be isolated.

An archive is currently being created in our organization. What should be taken into account when choosing and preparing an archive room in which our documents will be stored in the future?

When choosing a building (room) suitable for storing archival documents, keep in mind that the following separate rooms are required for the full operation of the archive:

1) archive storage;

2) premises for reception, temporary storage of documents, acclimatization of documents;

3) room for the use of documents;

4) working rooms (room) of archive employees.

If you do not have the opportunity to allocate several rooms for the archive, and the entire archive should be located in one room, you need to divide it with partitions, separating at least the document storage from the working area.

The archive of the organization should be located in a building or a separate room specially built or adapted for storing documents. This room should be removed from dangerous objects from the point of view of fire safety. These, for example, include gas stations, parking lots, garages. Near the building (premises) of the archive there should not be any objects that pollute the air.

The ideal case is to place the archive in a purpose-built building, but most often organizations adapt an existing building or room to store archival documents.

What are the main requirements for the premises of the archive?

The main requirements for archive premises are:

the location of the repository in the administrative building (it is not allowed to place the document repository in buildings occupied by catering services, food warehouses, organizations that store aggressive and flammable substances or use fire hazardous and chemical technologies);
the room should not be old (dilapidated), damp, unheated, not meeting sanitary and hygienic requirements;
the room must be safe in terms of fire, guaranteed against flooding, must have an emergency exit, there must be no gas and water-bearing main pipelines in the room.

Note!
It is not recommended to place the document storage in the basement and on the upper floors of the building or to convert the attic space into an archive

Of course, there may be exceptions to the rule: for example, if the basement is dry and heated and there is artificial ventilation that provides two or three air changes per hour, and a normal temperature and humidity regime can be created on the upper floors.

Special requirements are imposed on electrical wiring: it must be hidden, socket outlets must be sealed, portable electrical equipment must have rubber cord insulation. General and floor switches should be located outside the storage facilities.

The storage facilities are finished using non-aggressive, non-dusting materials, and neutral, document-safe substances are used in fire extinguishing systems and means. It is forbidden to use fire, heating devices, placement of foreign objects in storage facilities.

I work as a personnel manager. Not so long ago, our organization set aside a room for an archive. Equipped it according to all standards accordingly. Next month, our manager intends to put the premises into operation. He entrusted me with the preparation, but I have no idea how to do it correctly. What is the procedure for commissioning a room intended for the archive?

The final decision on the suitability of a building (premises) for the archive of the organization is made taking into account the conclusions of the State Fire Supervision and the Sanitary and Epidemiological Station. Only after the appropriate examination, the archive is placed in the adapted buildings or premises of the organization.

Such an examination is required to determine the fire resistance of buildings or premises, the durability of the main structures, as well as the strength of interfloor ceilings, taking into account potential loads, the presence and condition of heating and ventilation systems. It is carried out by representatives of the organization itself (as a rule, employees of the archive), fire, security, construction, sanitary-epidemiological and other special services. Based on the results of the examination, an appropriate act is drawn up.

DOCUMENT STORAGE MODES

One of the most important tasks of the archive is to ensure the safety of documents. To this end, it is necessary to create optimal conditions their content. Documents must be stored in conditions that ensure their protection from damage, harmful effects environment and preventing their loss. Accordingly, certain light, temperature-humidity and sanitary-hygienic regimes must be observed in the archive.

Light mode

Archival documents on paper should be stored in the dark, so natural lighting in the archives is allowed provided that light diffusers, protective filters, curtains, blinds, and glass painting are used on the windows. To protect documents from light, they are placed in cabinets or on shelves in cardboard boxes, folders or other containers made from materials that are harmless to documents.

All types of work with archival documents should be carried out at limited or technologically necessary lighting levels. For artificial lighting, incandescent lamps are used in closed shades with a smooth surface. The use of fluorescent lamps is allowed.

Temperature and humidity conditions

The basic rules establish the parameters of the temperature and humidity conditions in the archive room.

Requirements for the temperature and humidity conditions for storing documents

Type of documentation	Temperature, °C	Relative humidity, %
paper documents	17-19	50-55
Black and white film materials	15	40-55
Color film materials	2-5	40-55
Documents on magnetic disks and disk drives	8-18	45-65
Documents on magnetic tapes	8-18	15-50
Documents on optical discs	10-23	20-50

To control the level of temperature and humidity, devices are installed in the storage (thermometers - to measure air temperature; psychrometers - to measure both air temperature and humidity; hygrometers - to measure air humidity). Control and measuring devices are installed in the main aisle of the storage, away from heating and ventilation systems. Instrument readings are recorded in log books: in air-conditioned rooms - once a week, in rooms with an unregulated regime - twice a week, in case of violation of the storage regime - daily.

Note!
If there are recommendations from manufacturers that establish special media storage modes, you should follow the manufacturer's recommendations.

Sharp fluctuations in temperature and humidity are unacceptable in the archive. With a prolonged increase in the relative humidity of the air up to 80-90%, it is necessary to take measures to normalize the conditions for storing documents (intense ventilation, dehumidification of storage facilities, elimination of the reasons for the increase in humidity).

Sanitary and hygienic regime

In order to avoid the appearance of mold, rodents, insects, dust in the archive, the premises of the archive must be kept clean. Free air circulation must be provided in the storage facility, excluding the formation of unventilated areas that are dangerous in sanitary and biological terms.

The archive needs:

at least once a year, carry out dust removal of boxes with documents, cabinets, racks and rooms;
at least once a month to carry out wet cleaning of the premises with the use of antiseptics.

It is recommended twice a year (at the beginning and at the end of the heating season) to inspect the premises of the storage and documents for the timely detection of insects and mold. If biological pests are detected, urgent measures are taken to disinfect and disinsection of documents and premises.

EQUIPMENT OF THE ARCHIVE STORAGE FACILITIES

Organizations use metal racks or metal cabinets to place documents in the archive.

Racks are installed perpendicular to walls with window openings, and in a room without windows - taking into account the characteristics of the room and equipment. It is impossible to place racks (cabinets) close to the outer walls of the building due to the possibility of freezing or close to heat sources due to the possibility of overheating.

The norms for arranging storage facilities are also established by the Basic Rules.

Norms for arranging storage facilities

Now our organization equips the archive. I was instructed to determine what area would be required for this. Tell me how to calculate the area for the archive?

There is a methodology developed by specialists for calculating the area for the placement of the archive. When determining the area, the following data are taken into account:

a rack 1 m long can accommodate 30 crown folders or 50 binder folders;
a typical archival rack with a height of 2 m 30 cm has 12 shelves.

Thus, one rack accommodates: maximum - 600 cases, minimum - 350-400 cases.

When calculating, you must also take into account: the distance between the racks is at least 0.8 m, the width of a standard rack is 65 cm, the length is a little more than 1 m, taking into account the thickness of the side racks.

How to place documents in the archive?

Note!
To calculate the area, it is necessary to know the number of files to be stored, as well as take into account how many files will be stored in at least the next three to five years

The order of arrangement of documents in the repository is determined by the plan (scheme) of their placement. To fix the location of documents in the archive, all archive rooms, as well as racks, cabinets, shelves are numbered from top to bottom, from left to right, clockwise from the front door. In addition, racks are compiled, and if documents of several funds are stored in the archive of the organization (for example, documents of the organization before its corporatization or documents of the parent organization and its branches are stored in the archive of the organization - in these cases, the archives of the organization before and after corporatization will be separate funds, so as well as the archive of the parent organization and the archives of branches), then also fund indexes, where the location of the documents is indicated.

Form of a card of a fund topographic index

Approximate form of a rack topographic index card

Note!
If the organization does not have a person responsible for storing documents, the head of the organization is responsible for their safety.

Rack topographic index cards are compiled for each rack and attached to its end side. Cards of a fund topographic index are compiled for each fund and placed in the file cabinet in the order of fund numbers.

Of course, the employees of the archive of a structural unit, for example, the personnel department, can remember the order in which the documents are placed, and without indexes (as a rule, in this case, the documents are placed by year from the earliest to the latest).

RESPONSIBILITY FOR VIOLATION OF THE RULES FOR THE STORAGE OF ARCHIVAL DOCUMENTS

Responsibility for violating the rules for storing archival documents of the organization has been established. It is assigned to the head of the archive of the organization or the employee responsible for maintaining the archive. In the absence of a person responsible for storing documents, the head of the organization will be responsible for their safety.

Many organizations face a lot of difficulties and mistakes when organizing a document archive. Therefore, we recommend that you familiarize yourself with the basics of archiving, which will help you avoid many mistakes and help you create the right archiving in your organization.

From this article you will learn:

how to organize the archive of the organization;
basic rules for archiving;
the most common mistakes in archiving.

Maintaining the archive of the organization

Often in official duties the secretary is charged with working with the archive of the organization. As a rule, the work of archiving is entrusted to a secretary in a small company, when hiring an archivist is not possible or involves high costs. In this case, the secretary needs to familiarize himself with the basics of archiving.

Local regulations governing the work of the archive of the organization are designed to ensure the solution of managerial tasks in matters of streamlining the organization's archival documents, as well as to organize their safety. Also, each organization should develop and approve its local acts, which will be aimed at regulating the work of the archive. Moreover, local acts should be developed regardless of the size of the organization and its archive, in otherwise even the smallest archive runs the risk of becoming a chaotic pile of papers.

The local acts of the organization should include such documents as:

instructions for office work;
regulation on the archive (regulation on the service of the preschool educational institution, if the organization has an appropriate unit), regulation on the archive service or regulations on working with archive documents;
job descriptions of an archive employee;
instruction on labor protection for the archivist (an employee who performs his duties);
an order on the composition of the expert commission, which will have to carry out an examination of the value of documents;
regulation on the expert commission;
regulations, instructions and other documents that regulate various activities related to the archive.

Initially, it is necessary to start developing instructions for office work. It is this document that regulates the rules for working with documents, including the rules for the current (operational) storage of documents, which establish the boundary between documents and archival documents.

Archiving Rules

The rules for maintaining an archive largely depend on its size. The archive can be either an independent unit within the organization, or it can be related to the document management service. So, when creating a full-fledged archive, one should be guided by the requirements for the room in which documents will be stored. If there is no possibility of creating a full-fledged archive or there is no need for it, then archival documents can be stored in special lockable cabinets or a safe, while access to them should be limited.

Also, the rules for maintaining an archive imply the creation of schedules for the main activities related to the archive. It is necessary to take care of developing a schedule for receiving documents from departments of the organization. Even with a minimum amount of documents, this measure will avoid many mistakes. You also need to draw up a schedule for the examination of the value of documents. This event will allow you to track and destroy documents with expired storage periods in a timely manner.

Archiving errors

The most common mistakes in archiving occur due to incorrect filing of files transferred to the archive. Therefore, the procedure for the transfer of cases and documents should be strictly regulated. We recommend that you carefully study the procedure for compiling and processing the nomenclature of cases in order to minimize possible errors.

Incorrect determination of the terms of storage of documents can also cause errors. To avoid accidental destruction of documents that have not yet expired, you can create a list of documents with their retention periods. Accordingly, it is recommended to store archival documents in accordance with their terms. It is unacceptable to store permanent documents with temporary storage papers, as this may cause accidental destruction of documents. And this, in turn, can cause many troubles with regulatory authorities.

It should be remembered that the archive must ensure the safety of documents for many years, or even decades. Therefore, close attention should be paid to the organization of storage, because this is the main task of the archive of the organization.

Documents are stored in the archives of organizations for certain deadlines, after which they must be transferred to state storage in state and municipal archives. federal law the deadlines for the storage of documents included in the established order in the Archival Fund of the Russian Federation are determined:

personnel documents, records notarial actions, household books and related to privatization housing stock documents - 75 years;
project documentation for capital construction - 20 years;
technological and design documentation - 20 years;
patents for inventions, utility models, industrial model- 20 years:
scientific documentation - 15 years;
film and photo documents - 5 years;
video and photo documents - 3 years.

In case of liquidation of the organization, documents of a permanent storage period and personnel are transferred to the state (municipal) archive. It's worth saying for non-governmental organizations, some of the documents of which are attributed to the composition of the Archival Fund of the Russian Federation, for such a transfer it is extremely important to conclude an agreement with the establishment of the system of the Federal Archival Service of Russia. If the organization has not timely concluded an agreement with the archive, then in this case the state (municipal) archive is obliged to accept for storage only documents on the personnel of the organization's employees. The place of storage of other documents will be determined by the chairman of the liquidation commission or the bankruptcy trustee.

Preparing documents for archiving

In each organization, a certain number of cases are formed during the year. Some of them must be archived after the established storage period. These are cases with executed documents of permanent "temporary (over 10 years) storage and personnel. Cases are handed over to the archive one year after they are completed in office work. The preparation of documents for transfer to the archive is carried out by employees of the service of the preschool educational institution and secretaries of structural divisions. Cases are archived after they are fully completed.

The filing of cases consists of the following operations:

checking the correctness of grouping documents into cases;
brochure (filing);
sheet numbering;
drawing up a certified inscription (certifying sheet);
drafting in necessary cases internal inventory of the case documents;
making clarifications to the details of the cover of the case (clarification of the name of the organization, registration index, deadlines of the case, title of the case);
compiling and filing a case report.

Cases of a temporary storage period (up to 10 years inclusive) are subject to partial registration, with ϶ᴛᴏm allowed:

do not organize the documents in the case;
do not number the sheets of the case;
do not draw up certification inscriptions;
do not stitch (do not stitch)

Checking the correctness of grouping documents into cases is carried out in order to once again check the ϲᴏᴏᴛʙᴇᴛϲᴛʙ documents in the case heading according to the nomenclature, the location of documents within the case according to certain principles: on the issues under consideration; chronologically; geographically; correspondents alphabetically, etc.

Figure No. 6.2. Certification sheet form

With full registration, it is extremely important to hem or bind the case. Previously, all metal objects are removed from the case: paper clips, pins, etc. Documents are removed from the binder. After latest document a sheet for the certification record is inserted into the case "at the beginning of the case, if necessary, a sheet or sheets for the internal inventory are inserted (if any, printed forms of the internal inventory) The file should not exceed 250 sheets. If during the year more documents were deposited in the case, then they should be divided into several volumes.

All documents are filed or bound in hard cover. Since documents of different formats are postponed in the file, they need to be filed for 4 punctures. This will ensure that all documents are securely fastened.

Figure No. 6.3. Form of internal inventory of case documents

For long shelf life cases, you can stitch through the case, including both the top and bottom of the cover. Cases of a permanent shelf life are filed, starting with the sheet following the cover. The upper part of the cover is not hemmed. A thin, up to 1 cm wide cardboard strip is superimposed on the first sheet, and a case is stitched through it. Since such a case is supposed to be stored forever, such a filing protects the threads from abrasion and gives a more aesthetic look to the case.

When filing, you need to make sure that the entire text of the documents can be read. Documents with a shelf life of less than 10 years may not be filed, but remain in the binder.

All sheets in cases of permanent and temporary storage are numbered to ensure the safety of documents and ease of use. The sheets are numbered with a black graphite pencil or a numbering machine in the upper right corner only on the front side of the sheet, without touching the text of the document. The use of ink and colored pencils is prohibited. A sheet larger than A4 is bound at one end, unfolded and numbered as one sheet. The sheet folded and hemmed in the middle is numbered as two sheets. Illustrated materials, photographs are numbered on the reverse side in the upper left corner. Envelopes with inscriptions or attachments hemmed into the case are numbered independently. Envelope attachments are numbered sequentially after the envelope. When creating several volumes of one case, each of them is numbered independently.

Figure No. 6.4. Cover form for cases of permanent and temporary (over 10 years) storage

The results of the numbering are recorded in a confidential entry on the last sheet of the file sewn especially for her. It indicates in numbers and in words the number of numbered sheets of documents and separately through the “+” sign the number of sheets of the internal inventory, lettered and missing numbers.

The certification note is signed by the person who made it, indicating the position, personal signature, names and dates of compilation. It is prohibited to make a certification on the cover of the case or on the reverse side of the last page.

The form of the certification sheet of the case is established by the Basic Rules for the Work of Archives of Organizations.

In the case when the file contains particularly valuable documents - in personal files, cases of awarding academic degrees and

The State Standard R 51141-98 provides for the following definition of an internal inventory: “Internal inventory of case documents is an accounting document containing a list of case documents indicating the serial numbers of documents, their indices, names, dates, sheet numbers” 1 .

The internal inventory is filed before the case documents and contains information about each of them. The final record of the internal inventory indicates the number of documents included in it and the number of sheets of the inventory itself.

Using automated systems registration of documents, an internal inventory can be created and printed automatically based on the information entered in the registration cards of documents placed in the case. After the documents are filed, numbered, a certification inscription and an internal inventory of the case documents are drawn up, additional design case covers.

The design of the cover of cases is carried out in the process of opening cases in office work and is carried out in ϲᴏᴏᴛʙᴇᴛϲᴛʙii with the requirements state standard GOST 17914-72. Covers of cases of long-term storage. Types, sizes, technical requirements". At the time of the opening of the case, according to the nomenclature of cases, a number of information had already been put on the cover:

name of the institution (organization) and its subordination;
name of the structural unit;
clerical index of the case;
case title;
case retention period.

When preparing a case for archiving, these details are specified and supplemented. For example, the cover says:

volume number, if the case has several volumes;
deadline dates of the case;
the number of sheets in the file;
fund numbers, inventories and cases according to the inventory.

The last props are affixed in the archive.

Figure No. 6.5. The form of the inventory of cases of permanent, temporary (over 10 years) storage

It is very important to follow certain requirements when designing the cover. So, the name of the organization is written in the nominative case. If the name has changed during the year, then both names are given on the cover, with the former name being taken in brackets, and the new one written under it.

The title of the case is transferred to the cover at the beginning of the year from the nomenclature of cases. But after analyzing the content of the documents, it may be necessary to make some clarifications to the title. If such a need arises, an addition should be made to the nomenclature of cases and the title and index in ϲᴏᴏᴛʙᴇᴛϲᴛʙii with this addition should be placed on the cover. First, the title should indicate the type of case (case, correspondence, documents, etc.) or the type of documents (minutes, orders, reports, acts) Then the author or correspondent (if ϶ᴛᴏ correspondence) is indicated, and then the question reflecting the content of the documents . It is possible to form documents of several authors or correspondents in one case, if they are related to one issue. The authenticity of documents is not indicated in the headings, but the availability of copies of documents is stipulated. On the cover of the case without fail the dates of the earliest and latest documents and the period of storage of the case are indicated. On paperwork permanent storage“keep permanently” is indicated, on others - a specific storage period in ϲᴏᴏᴛʙᴇᴛϲᴛʙii with a list.

When specifying the number of sheets, the sheets of the internal inventory and certification record are not taken into account.

An inventory is compiled for all cases of permanent and long-term storage. It is appropriate to note that the inventory is an archival reference book containing a systematic list of storage units, as well as designed to account for them and consolidate the systematization. It is appropriate to note that the inventory serves as the main accounting reference guide in business and archives. Inventories are compiled separately for permanent storage cases, temporary (over 10 years) storage cases, and personnel files. In some cases, depending on the specifics of the organization, inventories can be compiled for certain categories of cases (judicial and investigative cases, scientific reports on topics, etc.)

Cases are listed in order of importance. For example, the sequence may be as follows: the charter of the enterprise, protocols general meetings shareholders, minutes of meetings of the board of directors, orders of the director for core activities, annual plans, etc. It is appropriate to note that the inventories of cases are compiled in each structural unit by employees of the records management service.

Figure No. 6.6. Form of the annual section of this inventory of cases of permanent storage

The description consists of annual sections. Annual sections are drawn up in the prescribed form. Information on each case included in the inventory is called a descriptive article. It includes:

serial number of the case (volume) according to the inventory;
case index (volume);
title of the case (volume);
dates of the case (volume);
number of sheets in the file (volume);
storage period (for cases stored for more than 10 years);
note.

It is worth saying that each case in the inventory has an independent serial number.

If the case consists of several volumes, each volume has a ϲʙᴏ number. Arranges cases in the inventory in order archive of the organization. It is worth noting that he also assigns inventory numbers to the structural unit.

When transferring cases for several years to the archive, it is extremely important to systematize them. The usual order of systematization of affairs in the organization is chronological-structural. This means that, firstly, cases are systematized by year. Secondly, cases are systematized by the names of the structural units in which they are stored. All cases of permanent storage for a year are arranged in order of importance. Usually, ϶ᴛᴏ ϲᴏᴏᴛʙᴇᴛϲᴛʙ indicates the order in which the structural units and headings of cases are located in the nomenclature of cases.

Figure No. 6.7. Form of final record and certification signature

Based on all of the above, we come to the conclusion that we get a coherent list of all cases of one storage period for one year. It is worth saying that for the convenience of searching, the names of the structural unit can be indicated in the inventory before the first case of the operating structural unit.

In organizations where the number of cases generated per year is small, it is not advisable to draw up a new inventory every year. It is possible to prepare one inventory, including cases for several years.

Figure No. 6.8. The form of the annual section of this inventory of cases by personnel

Figure No. 6.9. Form of inventory of electronic documents of permanent storage period

In such organizations, an annual section of the inventory is compiled annually with a continuing numbering of cases. Note that each of the annual sections of the inventory begins with an indication of the ϲᴏᴏᴛʙᴇᴛϲᴛʙ of the current year, and then the cases are located in ϲᴏᴏᴛʙᴇᴛϲᴛʙii with the accepted structure.

It is worth saying that each inventory has a ϲʙᴏ number. Usually, the inventory for cases of permanent storage has 1, for cases with a shelf life of more than 10 years - N & 2, for cases of personnel - No. 3 with the addition of the letter index "l / s".

The description ends with a summary entry. It indicates in numbers and in words the number of cases included in the inventory, the first and last numbers of the case according to the inventory, the peculiarities of numbering (letter and missing numbers) are specified. The date of the inventory is affixed.

In addition to inventories on files of a permanent storage period, cases of a temporary (over 10 years) storage period personnel services organizations must annually draw up inventories of cases by personnel. Personnel documents are of particular social importance - they will be the basis for confirmation seniority position, duration of work in this organization and other facts labor relations. It is worth saying that in order to prevent the loss of these documents, most of the documents on the personnel of laid-off workers are archived and stored for 75 years.

In connection with the development of computer technology, an increase in the volume of documents on electronic media, organizations need to store audiovisual and electronic documentation. In the archive of the organization, depending on the composition and volume of the ED, inventories of electronic documents of a permanent storage period are compiled. Electronic Documents included in separate descriptions.

The number of copies of the inventory is determined by the period of storage of cases. It is appropriate to note that the inventory of permanent storage cases is compiled in four copies. It is important to note that one copy remains in the ϲᴏᴏᴛʙᴇᴛϲᴛʙstructural division, the second copy of the inventory is transferred to preschool service, the third archived organization. The fourth copy is sent to the ϲᴏᴏᴛʙᴇᴛϲᴛʙ the state or municipal archive

Organizations that do not submit documents to the state archives draw up an inventory of files for permanent storage, for files with a storage period of 10 years or more, and for personnel in triplicate.

Inventories are not compiled for cases of a temporary storage period, ”they are replaced by a nomenclature of cases, where a mark on the storage period is put in front of each heading.

During the period of preparation of cases by the structural unit for transfer to the archive of the organization, the archive employee preliminarily checks the correctness of their formation, execution and ϲᴏᴏᴛʙᴇᴛϲᴛʙ number of cases included in the inventory of cases (structural unit), the number of cases filed in ϲᴏᴏᴛʙᴇᴛϲᴛʙ and with the nomenclature of the organization’s files. All deficiencies identified during the audit in the formation and execution of cases, employees of the structural unit are required to eliminate. Upon detection of the absence of cases, a reference certificate is drawn up.

Each case is accepted by the person responsible for the archive of the organization, in the presence of an employee of the structural unit. When ϶ᴛᴏm, on both copies of the inventory of cases of the structural unit, against each case included in it, a note is made about the presence of the case. At the end of each copy of the inventory, the number of cases actually accepted into the archive, the numbers of missing cases, the date of acceptance and transfer of cases, as well as the signatures of the person responsible for the archive and the person who transferred the cases, are indicated in numbers and in words. When accepting especially valuable cases, the number of sheets in the cases is checked.

Cases linked in bundles are delivered to the archive of the organization by employees of structural divisions. Together with the cases, registration card indexes for documents are transferred to the archive. The name of each file cabinet is included in the inventory.