Archival storage of documents. Services of archival storage of documents Archival storage of documents and files in the organization

Cases of permanent and long-term storage, including documents on personnel, are transferred to the archive of the organization no later than three years after they are completed in office work.

In order to ensure the acquisition of the archive in the organization, archival inventories are compiled for all cases of permanent, temporary (over 10 years) storage and for personnel that have passed the examination of value. An archival inventory (hereinafter referred to as the inventory) is an archival directory containing a systematized list of storage units of the archival fund and designed to record them and disclose their content.

Descriptions are compiled separately:

for permanent storage cases;
cases of temporary (over 10 years) storage;
cases of personnel;
· Cases consisting of documents specific only to a given organization (judicial, investigative cases, scientific reports on topics, etc.).

A separate inventory is a list of cases with independent gross (ordinal) numbering.

In the organization, in each structural unit, inventories are compiled annually under the direct methodological guidance of the archive of the organization. According to these descriptions, documents are transferred to the archive. The inventories prepared by the structural divisions serve as the basis for the preparation of a summary inventory of the affairs of the organization, which is prepared by the archive and for which it submits the cases for permanent storage.

Inventories of cases of structural divisions are compiled in the prescribed form in triplicate and submitted to the archive of the organization a year after the completion of cases in office work. The form for the inventory of the affairs of structural divisions is given in Appendix 12 of the Basic Rules for the Operation of Archives of Organizations approved by the decision of the Collegium of the Federal Archives of February 06, 2002.

Descriptive case description article structural unit includes the following elements:

serial number of the case (volume, part) according to the inventory;
case index (volumes, parts);
title of the case (volume, part), fully corresponding to its title on the cover of the case;
Dates of the case (volumes, parts);
the number of sheets in the file (volume, parts);
The retention period of the case.

When compiling an inventory of the affairs of a structural unit, the following requirements are observed:

· headings of cases are entered into the inventory in accordance with the accepted systematization scheme based on the nomenclature of cases;
Each case is entered into the inventory under an independent serial number (if the case consists of several volumes or parts, then each volume or part is entered into the inventory under an independent number);
· the order of numbering of cases in the inventory - gross for several years;
The procedure for assigning numbers to inventories of structural divisions is established in agreement with the archive of the organization;
The columns of the inventory are filled in in strict accordance with the information that is placed on the cover of the case;
When cases with the same headings are entered into the inventory in a row, the title of the first case is written in full, and all other similar cases are indicated by the words "The Same", while other information about the cases is entered in the inventory in full (on each new sheet of the inventory, the title is reproduced in full);
· the column of the inventory "Notes" is used to mark the acceptance of cases, the peculiarities of their physical condition, the transfer of cases to other structural units with reference to the necessary act, the availability of copies, etc. At the end of the inventory, after the last descriptive article, a final entry is filled in, which indicates (in numbers and in words) the number of cases, the first and last numbers of cases according to the inventory of cases, and also specifies the features of the numbering of cases in the inventory (the presence of lettered and missing numbers).

The inventory of the affairs of the structural unit is signed by the compiler indicating his position and approved by the head of the structural unit. At the request of the organization's archive, a table of contents, a list of abbreviations, and indexes can be compiled for the inventory.

(Business name)

_____________________________________________________________

(name of the structural unit)

APPROVE

Name of the position of the head

structural unit

Full name

DESCRIPTION No. ____

This inventory includes ______ cases from No. _____ to No. _____, including: (in numbers and in words) letter numbers: ___________________

missed numbers: ____________________________

Job title

compiler of the inventory signature Transcription of the signature

Handed over _________ cases and ________ registration and control files to the documents.

Name of the employee's position

structural subdivision signature Signature transcript

Accepted _________ cases and _________ registration and control files for documents.

Job title of the employee

archive of the enterprisesignature Signature transcript

A sample inventory of cases of a structural unit for transfer to the archive

On the basis of the inventories of the affairs of the structural divisions, an annual section of the summary inventory of the affairs of the organization is compiled, the preparation of which is entrusted to the archive of the organization under the direct guidance of the relevant archival institution.

The transfer of cases to the archive of the organization is carried out according to the schedule drawn up by the archive of the organization, agreed with the heads of the structural units that transfer documents to the archive, and approved by the head of the organization.

During the preparation of cases by the structural unit for transfer to the archive of the organization, the archive employee first checks the correctness of their formation, execution and compliance of the number of cases included in the inventory of cases (structural subdivision) with the number of cases filed in accordance with the nomenclature of the organization's cases . All deficiencies identified during the audit in the formation and execution of files of the employees of the structural unit must be eliminated. Upon detection of the absence of cases, an appropriate certificate is drawn up.

Each case is accepted by the person responsible for the archive of the organization (special employee) in the presence of an employee of the structural unit. At the same time, 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 (archive employee) 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.

Archive is an organization or its structural subdivision that receives and stores documents in order to use retrospective information. The departmental archive is responsible for storing documents in a large organization, and the archive of a small and medium-sized business organization is maintained by the secretary or the office.

To systematize the documents placed in the archive, such a unit of their storage as a file is formed. Case - a document or set of documents related to one issue or area of activity and placed in a separate cover. Documents are formed into cases, according to the nomenclature of cases, a systematized list of the names of cases registered in the organization, indicating the periods of their storage.

When preparing documents for archival storage, two clerical operations are performed: the formation of a case and its execution. Formation of cases - assignment of documents to a specific case and their systematization. Registration of the case, determined by the established rules, preparation for the storage of documents.

Organization of archival storage documents and their effective use- one of the main tasks of the documentation support service. The structure of the archive of the organization is formed according to the nomenclature of cases. This is an independent document, the compilation of which is a complex and multi-stage work.

Case nomenclature reviewed annually prior to the business year. When compiling it, the structure of the previous nomenclature and plans for the functioning of the organization in the next year are taken into account. Each structural unit prepares its part, and then the individual pieces are centrally reduced to a common nomenclature. The draft nomenclature is subject to approval by the head of the organization.

During the clerical year, the documents, the operational work with which is completed, are filed into cases in accordance with the current nomenclature. In this case, the appearance of documents that were not provided for in its preparation is possible. If this happens, a case is opened with a new heading, which is noted in the nomenclature. It is also likely that not a single document will appear for the opening of a case with the title provided for the whole year. A corresponding note is made about each filed case in the nomenclature.

Archival storage of documents in the organization can be carried out in several stages. For a certain time they are stored in the archive of the structural unit, and then transferred to the archive of the organization. After that, part of the documents is subject to transfer to the state storage.

Russian office work has a long history, distinguished by national features. Documents live a long life - from registration to archival storage and destruction. The rules for working with them in a particular organization make up the office work system. It is a set of general principles and specific document processing technologies. Their formation is influenced by many factors. The most significant of them are the existing work traditions, both national and those that have arisen within a particular organization, as well as various regulatory and methodological documents of state bodies.

An organization, like a living organism, continuously interacts with the outside world and supports numerous internal processes: it concludes contracts with counterparties, accepts or sells goods and services, makes various payments, coordinates and approves local regulations.

Formed at the same time many documents, most of which sooner or later lose their current relevance and are sent to the archive. Each organization adheres to its own document management policy, however, following the general recommendations that are successfully applied in practice and supported by legal norms allows you to optimize archival business as much as possible and avoid possible problems in future.

The entire array of documentation accumulated by the organization in the course of its activities and subject to storage is divided into several categories:

founding documents- are the legal basis for the existence of the organization and determine its basic legal characteristics;
administrative documents- are imperative or informational in nature, usually drawn up on behalf of top management;
personnel documents- affect all possible relationships that may arise between the employee and the employer;
financial statements- includes primary documents reflecting the organization's purchase and sale of goods and services;
specialized documentation- internal regulations governing the main aspects of the organization's activities and ensuring the consistency of the work of its structural divisions.

In a broader sense, all documents that an organization has can be divided into two groups: Documentation that has been completed and papers still involved in any actual business process. One of the main tasks of the officer responsible for maintaining the archive is the competent distribution of the available documents in the relevant cases and their timely addition with newly drawn up documentation.

Preparing for transfer and storage requirements

To maximize the structuring of the documents at the disposal of a legal entity, a special consolidated nomenclature is used, which reflects the names of all cases with an indication of their storage periods. Documents in cases are usually grouped by type and distributed into separate folders.

Clause 3.4. of the Basic Rules for the work of the archives of organizations, approved in 2002 and having a recommendatory nature, the form of the nomenclature of cases is proposed in the form of a table that includes the following fields:

case index, which consists of the digital code of the structural unit and the serial number of the case;
case title, entered in the form of a brief and precise designation of the essence of the process related to it without the use of complex structures and introductory words;
field number of storage units reflects the number of volumes or parts in the file and is completed at the end of the year;
the last column contains notes concerning operations performed on cases - establishment, relocation, etc.

Cases organized in accordance with the consolidated nomenclature are archived for a period depending on the type of documentation that constitutes them. Thus, constituent documents are preserved throughout the entire period of existence of a legal entity, and in the event of its liquidation, they are subject to transfer to the state or municipal archive.

Part of the financial statements is also subject to indefinite storage, while for primary documentation the period is limited. 5 years. The longest archiving period is provided for personnel documents - for example, statements of the amount wages should be kept 75 years old, the same period is set for employment contracts and personal cards of employees.

Regulations and liability

At the federal level general principles archiving organizations are regulated by law No. 125-FZ of October 22, 2004, certain provisions of which are mandatory for all enterprises that have a constant document flow.

In addition to legal norms regarding the maintenance of archives, the law also provides for liability officials and organizations for violations committed in this area. In this case, the penalty does not exceed 500 rub, however, the complete or partial absence of mandatory documentation for storage can lead to a much more serious penalty - up to 300,000 rubles.

Separate provisions on the archiving of accounting documents are indicated in the order of the USSR Ministry of Finance, approved back in 1983 and still not lost relevance. An exhaustive list of documents drawn up throughout the existence of the organization, along with the terms of their storage, is presented in the Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558. The set of the Rules for the work of the archives of organizations already mentioned above contains a detailed list of recommendations relating to all aspects of such activities.

Access to documents and deadlines for their submission

Formed cases are usually transferred to the archive no later than 3 years from the date of completion of the business processes reflected in them. The procedure for storing and issuing documents is established in accordance with the approved internal regulations based on regulatory requirements and recommendations.

For internal use, the duration of work with archival documents is limited 30 days, but at the request of the responsible officer, subject to the safety of cases, the designated time can be extended for another month.

Step-by-step instructions for archiving and archiving

The procedure for processing and transferring cases for storage can be divided into several main steps:

It should be noted that documents with a retention period are usually subject to archiving. at least 10 years. The rest of the documentation can be stored directly in the departments and transferred for destruction as soon as the period prescribed by law expires.

Equipping the archives and examining the suitability of the premises

The procedure for arranging documentation storage places is described in detail in the Basic Rules. Main principle when equipping the archive within the organization - use of a separate building or premises for its needs.

At the same time, the operation of structures that are in an extremely dilapidated state, as well as damp and unheated, is not allowed. The restriction also applies to premises located in the same buildings with services. Catering and reserves food products, as well as those located near warehouses of flammable or aggressive substances.

The internal arrangement of the archive storage should be carried out in such a way as to ensure maximum safety of the documentation contained in it. For this, it is necessary to comply list of conditions:

the archive room must be protected from flooding, meet fire safety standards, have a productive ventilation system;
all electrical wiring and sockets should be insulated as much as possible;
the decoration of the room must be made with non-combustible and non-aggressive materials;
it is not allowed to lay water and sewer pipes through the storage facility.

The final decision on the suitability of the premises for the needs of the archive is made by a number of specialized services on the basis of an examination. This takes into account Fire safety premises, its sanitary condition, etc. Based on the results of each examination, a Act, reflecting the results of its implementation.

Features of the use of documents and organization of work

The basis for the work of the archive is the regulation or instruction approved by the management on maintaining the archive of the organization. On the basis of such a document, an employee is appointed who acts as an archivist and is responsible for the safety and completeness of the papers entrusted to him.

An archive in an organization can exist either as an independent structural unit or as part of an administrative service. Regardless of formal affiliation, the main purpose of its functioning is the formation, accounting and ensuring the integrity of the organization's archival data.

It is achieved through the systematic activity of the archivist in maintaining the nomenclature of cases, receiving correctly formatted volumes, systematizing them, etc. In addition, the duties of the archive staff include the timely and complete provision of the requested documents, as well as participation in the process of destruction of documents with an expired storage period.

Control procedure

In addition to internal regulations, the work of the archive is regulated by legislative acts, which, among other things, provide for measures to control archival office work in the organization.

So, according to law No. 125-FZ, control over compliance with the procedure for storing documents is carried out by special bodies at the federal level and the level of subjects of the Russian Federation. On practice given function usually carried out by the Tax Office and pension fund as the primary external users of the organization's documentation. The same law provides for liability up to criminal liability for violations of the legislation on archives.

An overview of the program for automating the office workflow in the organization is presented below.

Registration of electronic media

In the world of pervasive high technologies, the "classic" information carrier - paper and its derivatives - is slowly but surely giving way to electronic media. In this regard, the archive employee will sooner or later have a question: how to accept such documents for storage? The answer to it is simple: in the same form in which they were originally designed.

If, for example, invoices from a foreign supplier are received in the form of an electronic document certified by a digital signature, then they should be stored in the computer's memory - nothing needs to be printed and certified additionally. Such documentation is included in the nomenclature of cases on a general basis, taking into account the established storage period.

Archival office work in the organization - complex and multi-step process which requires careful planning and compliance with numerous requirements and recommendations from its participants. Nevertheless, a well-built document storage system not only testifies to the well-coordinated and productive work of departments, but also demonstrates the potential of the organization as an effective economic unit.

Detailed instructions for transferring documents to the archive are presented in the video.

storage of archival documents- Provision rational placement and security of documents. [GOST R 51141 98] Topics office work and archiving Generalizing terms ensuring the safety of documents ...

storage- 3.17 storage technological process, which consists in determining the reduced volume or mass of oil and oil products for subsequent accounting operations. Source …

storage of archival documents- 3.10 storage of archival documents: Ensuring the rational placement and preservation of documents (GOST R 51141). Source … Dictionary-reference book of terms of normative and technical documentation

STORAGE OF ARCHIVAL DOCUMENTS- according to GOST R 51141–98 “Office work and archiving. Terms and definitions”, – ensuring the rational placement and safety of documents… Office work and archiving in terms and definitions

GOST R 51141-98: Office work and archiving. Terms and Definitions- Terminology GOST R 51141 98: Office work and archiving. Terms and definitions original document: 21 document authors: Individual or entity, who created the document Term definitions from various documents: document author 77 archive ... ... Dictionary-reference book of terms of normative and technical documentation

109 departmental storage of archival documents: Storage of archival documents in departmental archives carried out by state and municipal organizations during the period established by regulatory documents Source: GOST R 51141 ... Dictionary-reference book of terms of normative and technical documentation

selective acceptance of documents for permanent storage- 97 selective acceptance of documents for permanent storage: Acceptance for permanent storage of certain types of documents of organizations or all valuable documents of a number of organizations from among homogeneous Source: GOST R 51141 98: Office work and archiving ... Dictionary-reference book of terms of normative and technical documentation

state storage of archival documents- 108 state storage of archival documents: Permanent storage of archival documents carried out by archives, manuscript departments of libraries and museums Source: GOST R 51141 98: Office work and archiving. Terms and Definitions… … Dictionary-reference book of terms of normative and technical documentation

depositary storage of documents- 110 depositary storage of documents: Storage in the archive, museum, library of archival documents of the Archival Fund Russian Federation on the terms determined by the agreement between the owner of the documents and the relevant archive, museum, library ... Dictionary-reference book of terms of normative and technical documentation

permanent storage of documents- 111 permanent storage of documents: Indefinite storage of documents in an archival institution, state museum, library Source: GOST R 51141 98: Office work and archiving. Terms and definitions original document ... Dictionary-reference book of terms of normative and technical documentation

departmental storage of archival documents- Storage of archival documents in departmental archives, carried out by state and municipal organizations during the period established by regulatory documents. [GOST R 51141 98] Topics office work and archiving ... ... Technical Translator's Handbook

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Federal Law No. 125-FZ of October 22, 2004 "On Archives in the Russian Federation" organizations are required to ensure the safety of archival documents, including documents on personnel, within the periods of their storage established federal laws, other regulatory legal acts of the Russian Federation, as well as the lists of documents provided for by Part 3 of Article 6 and Parts 1 and 1.1 of Article 23 of this Federal Law.

These lists of documents include:

1) lists of standard archival documents indicating the periods of their storage and instructions for the use of these lists, approved by the authorized federal body executive power in the field of archiving and office work (currently - Rosarkhiv, earlier - the Ministry of Culture of Russia):

- A list of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the terms of their storage, approved. By order of the Federal Archives of December 20, 2019 N 236 (until February 18, 2020 - the List approved by Order of the Ministry of Culture of Russia of August 25, 2010 N 558);

- A list of typical archival documents generated in the scientific, technical and production activities of organizations, indicating the periods of storage, approved. Order of the Ministry of Culture of Russia dated July 31, 2007 N 1182.

Also see the Instructions for the use of the List of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of their storage, approved. Order of the Federal Archive of December 20, 2019 N 237.

In addition, to determine the storage periods for management documents for the 80s - the first half of the 90s of the XX century, as well as specific (industry) documentation, the List of standard documents, approved. The Main Archive of the USSR 08/15/1988.

2) lists of documents approved by federal state authorities, other state bodies of the Russian Federation, formed in the course of their activities, as well as in the course of activities of organizations subordinate to them, indicating the periods of their storage. These lists of documents are approved in agreement with the Federal Archives;

3) a list of documents generated in the course of the activities of credit institutions, indicating the periods of their storage and instructions for its use, approved by the authorized federal executive body in the field of archiving and record keeping together with the Bank of Russia.

For joint-stock companies, the terms for storing their documents are determined by the Regulations on the procedure and terms for storing documents of joint-stock companies, approved. Decree of the Federal Commission for Securities of Russia dated 16.07.2003 N 03-33/ps.

IN background information the terms of storage of the most common documents of organizations, established by the List of typical managerial archival documents, approved. Order of the Federal Archives of December 20, 2019 N 236, as well as the storage periods for documents that are not included in the above lists and established by federal laws, other regulatory legal acts of the Russian Federation.