In any organizations, the documentation is stored for a specified time, after which it must be transferred to the municipal or state archive. The process of transferring official papers for storage has certain characteristics, which may vary in different parts of the country.
Paperwork is the area of work that is responsible for the process of documenting, as well as the execution of official papers.
Archival clerical work is a special activity of state structures, organizations and citizens in accounting, storage and use of archival papers.
Document types
Archival and paperwork includes many terms for designating papers of various kinds. Documents are:
- Fine (contain data in the form of a picture of any kind).
- Photo document (created using photography or iconography. Such a document usually contains pictures of various art objects).
- Graphic (they use lines, chiaroscuros and strokes).
- A phonographic document (a carrier with sound data that is installed by any sound recording system).
- Audiovisual (contain images and sounds).
- Film document (more often it is an audiovisual or pictorial document; the cinematography method is used to compile it).
- A written document (this is data that can be identified using any type of letter).
- Text (it contains any voice data using sound recording).
- Machine text (recording is involved in the development in one of the possible ways, due to which information is processed using an electronic computer).
- Belova (the final form of the document copied by hand or with the help of technical means without corrections and errors).
- Handwritten (signs in such a document are applied only by hand).
- Videogram (picture displaying information on the screen).
- Typewritten document: implies signs of the letter, applied using any technical means.
- Draft document - reflects the activities of the author with all the blots and corrections.
Standards
In accordance with Russian law, the procedure for transferring official papers to the archive is regulated by GOST R 7.0.8-2013. 12 months after the end of the paperwork, the documents are mandatory transferred to the archive in compliance with all rules and requirements. Preparation for the transfer can be done by the production staff themselves or by a third-party company.
GOST 2013 archival and paperwork contains definitions of the basic, most common terms that are used in this area. In the document you can see both the most general terms - a form or inventory, as well as highly specialized ones, for example, the bar for access restrictions.
In addition, GOST records management and archiving contains a definition (interpretation) of terms that relate to the field of organization of work with documents, documentation and other paperwork.
Preparation stages
Step-by-step preparation of materials for transfer to the archive:
- make sure that the paperwork meets all the requirements established by this archive;
- carry out booklet documentation;
- number all sheets;
- to develop a Case Certifier;
- specify cover details;
- develop an internal case file;
- create an inventory.
If the transfer of papers to be stored for less than 10 years is to be expected, then the absence of booklet, systematization, numbering, certification elements is permissible.Here, first of all, it is necessary to focus on the requirements of a particular archive, since the standards of different institutions may contain one or all of the above issues.
The Law on Archival Affairs and Record Keeping lists the main terms and their definitions in this area. Below we consider some of them.
Record Keeping and Archiving: Terms and Definitions
- Documentation - fixing information in any form, in accordance with the given rules.
- Unified Documentation System (DCL) - a system containing information that is necessary for management in a specific area of work.
- Documentation rules - a list of rules and regulations on the process of working with documents.
- The Unified Document Form (UFD) - a lot of details that are set in a specific order on various data carriers to solve any problems in the field of activity.
- Documentation system - a lot of papers that are uniform in type, type and purpose, as well as the requirements for their preparation.
- Name of the document - the specific name of the document in the letter.
- Organizational and administrative document - has the solution of various organizational and administrative tasks, issues of management, the regulation of the work of production departments, organizations, as well as state structures and authorities.
- Props - any of the required elements of the official document. Props most often consist of variable and constant parts.
- Form - a sample of paper. It denotes the scope of use, questions for construction and the main details.
- The form is a set of details that help to identify the author of an official document.
- The standardized report sheet is a list of approved UVDs.
- Registration - entering into a document all the necessary elements that are established by the requirements of office work.
- The service field of a uniform form - the UVD zone, is fixed in the technical components of storage and is used for applying specialized images.
These are the basic terms and definitions of the existing state standard for archiving and paperwork.
Types of details
Separately, it is worthwhile to dwell on the details that are used in the preparation of official documents:
- Signature - a written sign of an authorized person.
- Approval stamp - expresses a positive assessment of the organization or a person who is not the author of official papers.
- Date - indicates the day the paper was drawn up, as well as when it was accepted, agreed, or published.
- Limit stamp - a sign that indicates that information is available to a certain, limited number of people.
- Title - summarizes the essence of the document.
- The stamp of approval - speaks about the normativity and legality of the information contained in the document.
- Visa - expresses the consent or disagreement of the authorized person with the information referred to in the document.
- Text - data recorded by any type of letter or sound recording system. Includes the main part of the speech information of the document.
Instruction manual
Rules, lists, instructions for archival clerical work and other regulatory documents help to implement the basic law. There are basic requirements for the operation of archival structures that were created in 2002.
It is worth noting that such rules were not registered with the Ministry of Justice of the Russian Federation. In this regard, the "Basic rules of departmental archives" of 1986 are still valid.
The presence of these requirements in the field of paperwork and archiving is due to the need for consistency in the accounting, use, completion and storage of documents in archives, in the organization of all these processes. The main focus of the requirements is on nomenclature.
So, the algorithm of actions is as follows:
- organize an examination of the value of securities;
- prepare documents for sending to the archive;
- to form a business;
- draw up a procedure for the allocation of documents for destruction;
- send the case to the archive.
It is worth noting that these requirements do not apply to documentation, the work with which is not regulated by the law of the Russian Federation of July 21, 1993 “On State Secret”.
Organization
Archival storage of documents and paperwork help to clearly control the work with documents, while ensuring their safety and accessibility. There are certain types of documents that have a specific term and even a storage method.
When organizing archival clerical work, state departments and bodies without fail transfer official documents to the Archival Funds of the Russian Federation (AF RF). Commercial structures, in turn, have a wider choice of methods for storing documentation.
Each group of official papers has its own specific storage period, which is regulated in accordance with the regulatory framework of the Russian Federation. An inventory is also created in which the date of seizure of documents in the archive is noted with the expiration date of storage and a reference to the relevant provision of the law.
Requirements for the place of storage of documents
Inside the company, archival storage of documents is organized in specialized buildings or in separate, isolated rooms. At the same time, excessive heating and high humidity in the room are strictly prohibited. These are the most important criteria for storing archival documents. At the same time, different data carriers need their own mode. Namely:
- Papers: 18-20 ° С, air humidity - 52-57%.
- Films: black and white - 16 ° С, color - 3-6 ° С. Humidity is 41–44%.
- Magnetic tapes and disks: 16-19 ° С, air humidity - 52-64%.
It is impossible to arrange documents near warehouses with food and chemicals, as well as fast food places, canteens. In addition, there should be a separate room for receiving papers, in which the acclimatization of documentation will take place. Sometimes these rooms are used for short-term storage of various storage media.
The room should contain the necessary catalog shelves, racks and archive folders, special boxes. Especially necessary and economically valuable documents are placed in metal cabinets with safe locks. In addition to the basic requirements, there are other, no less important conditions:
- Security. Archival rooms must be resistant to fire, protected from flooding, there is an emergency exit. The distance of documents from the heat source (including windows) is at least 0.6 m. It is strictly forbidden to place paper close to them.
- Use of pipelines insulated with protective equipment only.
- Concealed sealed sockets and electrical wiring.
- Strict ban on the operation of all heating appliances. Also, food and other items not related to the storage of documentation are not allowed.
- In the presence of must be mobile or stationary racks of metal. Papers on them are best placed in boxes or bundles. At the same time, the distance in the main aisle will be at least 1.3 m, and between the racks - 0.7 m. The distance from the lower drawer - at least 0.1 m, and from the rack to the wall - no more than 0.5 m.
Also a mandatory storage requirement: the location of the cabinets is perpendicular to the walls, windows and batteries.
In the archival paper storage building, artificial and natural light are acceptable. At the same time, it is important to prevent direct sunlight from entering the documentation. If incandescent lamps are used, a protective cover must be installed on top of each. Fluorescent devices should be selected with a small UV spectrum.
Storage time
For archival storage of official papers, a specific method of systematization of documentation in production is used. It helps to comply with applicable laws and regulations. The purpose of this is to eliminate the loss of important information.
Upon the expiration of the established time for storing securities in the archive, the responsible person shall destroy official papers, and then create an act of liquidation.
In addition, there are documents with an unlimited period of storage time. A funding procedure is being carried out for them. This is a division of papers in archival clerical work for various funds and collections.
Regulations
Legislation in the field of archival clerical work contains many methodological recommendations and regulatory legal acts. This is a complex, but logically correct regulatory mechanism.
The main pillar in the regulation of relations is the law of October 22, 2004 No. 125-ФЗ “On Archival Affairs in the Russian Federation”. On its basis, laws were adopted at the level of constituent entities of the Russian Federation on the rules for working with documentation, lists of papers with storage periods. It also includes other regulatory documents on archival records management, agreed with archival units.
These laws and regulations help to implement legal regulation. Mandatory for any organizations and institutions of all forms of ownership.
GOST on archiving and paperwork applies to documentation of state, municipal and private ownership. He identified the main types of documentation that is transferred to state storage and is included in the Archival Fund of the Russian Federation. The inclusion of documents that are privately owned takes place in accordance with the law.
The time for the transfer of official papers to municipal and state archives is also strictly defined. This applies to municipal and state, as well as non-state enterprises that conclude an agreement on permanent storage.
State and municipal archives create lists of organizations and transfer them papers (picking lists) for storage and further transfer to the Archival Fund of the Russian Federation. The inclusion of non-state enterprises in such lists is at their request and in accordance with the existing agreement. In addition, the archive can maintain staffing lists for organizations with which collaboration is only planned.
What happens to archival documents when an organization shuts down?
Upon liquidation, reorganization or bankruptcy of an enterprise, all archival documentation shall be transferred to the successors who have the legal right to do so, to the founder, state or municipal archive.
Privatization of municipal or state organizations allows you to leave in their archive all the papers that were issued as a result of their activities (for example, orders on personnel).
Access Order and Restrictions
They are also regulated by law. Restrictions affect the turn of access to documentation containing state (or state-protected) secrets or information about personal or family secrets (in this case, the storage period will be 75 years from the time the document was compiled).
It should be noted that archives must give out legal papers (copies or certificates of archival documents) to legal entities and individuals free of charge within the time limits established for this by law. Such documents are required for social protection, pensions, benefits and compensation.
Archived documents seized as evidence (in accordance with the laws of the Russian Federation) must be returned.
Failure to comply with the rules, violation of the legislation of the Russian Federation on archival matters entails administrative, criminal and legal liability.