Preparation and submission of cases to the archive is an integral part of the workflow. Their registration begins in the organization from the moment the documents are filed, and ends with transfer to the archive at the end of the calendar year or storage periods. In some cases, files are kept for longer than one year. These include, for example, documents related to personnel records.
Instructions
Step 1
So that the procedure for putting cases in the archive does not take much time, you should follow the rules for their registration during the current workflow. When transferring cases to the archive for permanent or temporary storage, you need to stitch documents, number sheets, draw up a final inscription, if provided for by working instructions, and also draw up an internal inventory.
Step 2
At the same time, the name of the organization or enterprise, the index in accordance with the nomenclature of cases, the date of opening and closing of the case, as well as the storage period are indicated on the title page of the case filed in the archive.
Step 3
Documents to be archived are filed in a separate hardcover folder. If a document is of particular value, it is usually not stitched, but put into a file or envelope and attached to the case. At the end of the stitched and numbered case, an attestation sheet is placed, and at the beginning - an internal inventory. In this case, the thickness of the case should not exceed 40 mm, and the number of sheets should not exceed 250.
Step 4
For cases that are stored in the archive permanently, as well as temporarily, but not less than 10 years, an inventory is drawn up for transferring cases to the archive. At the same time, a separate inventory is drawn up for documents that are related to personnel records. The names of cases are entered into it, each of which is assigned a serial number, and a nomenclature code is also indicated. Inventories are made in duplicate if the files remain in the archive of the organization. If the files are to be transferred to the state archives, there should be four copies.
Step 5
Cases that are subject to storage after their completion for less than 10 years can be archived at the discretion of the organization's management. The need to submit cases will depend on the workload of the archive, the frequency of access to old documents, etc.
