The storage conditions of contracts concluded by the enterprise are not regulated by industry standards and norms, so the question often arises of how to avoid their loss and organize the storage and accounting correctly. The most reasonable solution to this issue would be the issuance of a corporate act of a particular enterprise, which will stipulate the procedure for the preparation, conclusion and storage of these documents.
Instructions
Step 1
If your company works a lot with third-party organizations and the number of contracts concluded is significant, then it makes sense to entrust their storage to the office or office department. This is quite convenient, since it is in the office that all documents signed by the head and sent by contractors are registered. After the registration of the executed contract, the employees of the office must make the required number of copies and distribute them to the responsible executors, and keep the originals of the documents in a specially designated place.
Step 2
If your company is small and you do not have a clerical department, as well as there is no responsible clerk, then important but rarely used contracts, for example, for rent or purchase of real estate, it makes sense to keep in the legal department along with the constituent and legal documents of the company. The accounting department, which makes calculations on them, should provide copies of these contracts. In the same place, in the accounting department, store and contracts for the supply, services and performance of work as one of the types of primary accounting documentation, requiring control of settlements, payment terms or constant periodic payments (utility bills, communications).
Step 3
In any case, all contracts must have their own, internal registration, and each of them must be assigned a number by which it will be entered in the electronic contract register. This log can be done in Excel spreadsheets. In addition to the electronic journal, it is necessary to keep a paper-based register of the issuance of these agreements, which will reflect when and to whom of the responsible executors the original of the agreement was handed over. This journal must contain fields for the signature of the responsible executor, confirming the fact of receipt and delivery of the contract for safekeeping.
Step 4
Describe the procedure for working with contracts in the Regulations on the procedure for preparing, concluding and storing contracts and approve it by the head of the enterprise.
