Archival office work of the organization: GOST, instruction, documents, rules. Methodical recommendations for archival record keeping

The rules of archival record keeping contain key requirements for working with securities and materials that are not involved in the company's current operations. They are formulated in accordance with the existing regulatory framework governing the processing, generalization and storage of information. Key concepts used in the framework of activities are established by GOST for archival record keeping. When they were compiled, modern achievements in the use of technical means and advanced information technologies were taken into account. We will now consider the basics of archival records management.

Sphere of distribution

Methodical recommendations for archival records management apply to public institutions. They are also mandatory for commercial enterprises that carry out certain types of work. In particular, the regulations are in force to ensure the description, accounting, preservation and use of documentation from the Archive Fund of the Russian Federation, referred to the state property.

Business units that work with film, background, video, photographic materials, cartographic, scientific and technical, telemetric information are guided by the established provisions for planning and reporting.

The duty and right to form archives in organizations for the temporary storage of AF RF documentation is provided for by the Fundamentals of the branch legislation (from 1993), by the Regulations (from 1994 and 1998). Regulatory acts are also formed by legal acts of regional significance. The considered rules do not apply to documents whose work is regulated by Federal Law No. 5485-1 and Presidential Decree No. 1203 of 30 November 1995

Picking

It represents a systematic replenishment of the document base of the company's divisions. Acquisition includes the definition of:

1. Sources.
2. Composition of materials to be received.

In the framework of this activity, direct transfer of documents to the archive is also carried out. The sources are:

1. Enterprise subdivisions.
2. Fizlitsa.
3. Subordinate structures.

Composition of materials

The Instruction on Archival Records Management establishes that the acquisition is carried out by cases of temporary (more than 10 years) and permanent storage. Information about the personnel is also generalized. Cases whose storage period is less than 10 years, as a rule, are not transferred to the archive. They are contained in the relevant departments of the enterprise. At the end of the storage period, such cases are subject to destruction. Information of an individual character is transmitted at the request of the owner. Subsequently, they are sent to the state archive for permanent maintenance. The transfer is also subject to the materials of predecessor enterprises and liquidated subordinate structures.

Archival office work and nomenclature

Authorized employees who work with the information materials of the enterprise make a systematic list of cases. It is called the nomenclature. When it is formed, the storage of materials is indicated. Instructions for archival records management require the authorized unit to monitor and assist the security service in the preparation of the nomenclature. The systematized list serves as a basis for the formation of inventories of information materials of permanent and temporary (up to 10 years) storage. The nomenclature is also the main accounting document. It is used to register cases of temporary storage, including those with a period of less than 10 years. The scheme of systematization established by the nomenclature can be applied at development of a card file to the executed certificates.

Classification

Archival records management is carried out in three types of nomenclatures:

1. Typical.
2. Approximate.
3. Individual (for a particular enterprise).

The first determines the composition of materials formed in the same type of institution. The standard nomenclature is considered a normative document. Exemplary systematization determines the approximate composition of information materials for enterprises, to which its operation extends, indicating indices. It has a recommendatory character. These types of systematization are used in the formation of an individual nomenclature and are transferred to it unchanged.

Features of preparation

Documents on the archival record keeping of the enterprise are systematized according to the established form in accordance with the nomenclatures of structural subdivisions. The latter should be agreed and signed by the leaders.

The nomenclature of the enterprise is drawn up on a common form. She is seen by the head of the archive or by the person in charge, signed by the head of the security service or his authorized employee. The nomenclature must be approved by an expert commission, and then approved by the director of the company. After carrying out these procedures, the heads of the company's structural divisions are provided with extracts of the relevant sections.

The nomenclature for the coming year is formed during the last quarter of the current period. The coordination is carried out not less often than 1 time in 5 years. When the structure and functions of the enterprise change, a new nomenclature is formed.

Procedure for drafting cases

Formation refers to the grouping of completed acts in accordance with the nomenclature. Archival records management of the organization includes the systematization of information materials in accordance with the name of the folders. The grouping of doublet and rough copies is not allowed. The exception is especially valuable carriers. It is forbidden to put the paper to be returned to the folders.

Archival records management is carried out with centralized work with materials by the information support service, and in case of decentralized work, both structural units and the above department. Grouping is carried out under the direct supervision of persons responsible for the preservation of data carriers. If necessary, employees of the state archive can be involved.

Key requirements

Archival records management is carried out in accordance with the requirements of normative acts. When creating folders with information carriers, it is necessary to comply with the following requirements:

1. Materials for temporary and permanent storage are grouped separately.
2. One copy of each paper is included in the folder.
3. The folder should contain materials for one calendar year. From this prescription, however, there are exceptions. They include:

• Personal affairs that are formed during the whole period of the relevant employee's work;
• Materials of elective structures and standing commissions under them, deputy groups systematized during the period of their convocation;
• The papers of educational institutions, designed and grouped throughout the school year;
• Theatrical materials characterizing the activities for the season;
• History of diseases and so on.

The folder should be no more than 250 pages with a thickness of not more than 4 cm.

Grouping of regulatory acts

Archival office work involves the systematization of different types of information carriers. They include, among other things, administrative acts. They are grouped according to the type and chronology with the applications:

1. Provisions, statutes, approved by regulatory acts, act as annexes to them. They are grouped together. If the regulations, instructions, statutes were approved as independent acts, they are systematized into separate cases.
2. Orders of higher structures and resolutions on their implementation are grouped according to the directions of the enterprise's work.
3. Orders relating to personnel are systematized according to the shelf life. With a large volume of information materials, it is advisable to group the acts relating to different aspects of the company's work separately.
4. Orders on the key line of activity are systematized separately from acts on personnel. For example, an order for archival records management is included in one folder, and by appointment of the head of the responsible unit - in another.
5. Approved limits, reports, estimates, title lists, plans and so on. Grouped separately from projects for them.
6. The location of documents in personal files is carried out in the order in which they are received.
7. Personal accounts of employees on wages are systematized in separate folders. They are arranged in alphabetical order.
8. Complaints, proposals, applications of citizens relating to the activities of the enterprise, documentation for their review and implementation are grouped separately from individual requests for personal matters.
9. The systematization of correspondence is usually carried out for a calendar period in chronological order. The answers are placed after the questions. In case of resumption of correspondence on a particular topic, started in the previous year, documents are included in the current period folder. This indicates the index of the case last year.

Registration of information carriers accepted for storage

Archival records management provides for a number of prescriptions for structural units working with paper acts. The design of carriers can be partial or complete. It depends on the shelf life. Full registration is carried out in respect of temporary documents (more than 10 years), permanent maintenance, as well as acts on personnel. It implies:

1. Binding / binder folder.
2. Sheet numbering.
3. Drafting the witness page.
4. Formation of an internal inventory if necessary.
5. Entering of details into the requisites of the title page. They can relate to the name of the company, the registration number of the folder, the last dates and so on.

Materials of temporary storage, including those with a period of less than 10 years, are partially executed. So, it is allowed not to organize the securities in the folder, do not number the sheets, do not make the verifying inscriptions.

Nuances

Archival office work is a kind of activity in which specialists provide not only the safety of information carriers, but also the opportunity to work with them when such necessity arises. For this purpose, the acts composing the folders are filed on four punctures in the cardboard cover. They are also allowed to be interwoven with the possibility of reading texts, resolutions, dates, visas in all papers.

When preparing for grouping, all metal fasteners are removed. Materials intended for permanent storage and consisting of particularly valuable or unofficial acts are contained in closed-type folders with three valves with straps or in special boxes.

In the case of unclaimed personal documents (labor books, certificates, military tickets, etc.) in the case, they are put in a separate envelope and filed in it to the rest of the materials. At the end of the folders there should be a clean witness sheet. At the beginning of the folder, a blank for the internal inventory is sewn. To ensure the safety and order of the paper, each sheet is numbered with Arabic numerals. This rule does not apply to the page-vestor and the form for inventory. The number is placed with a simple pencil in the right corner at the top.

Witness sheet

It is drawn up in accordance with the established procedure. It is indicated in words and numbers:

1. Number of sheets with numbering.
2. Number of pages in the internal inventory.

A numbering specification is also specified in the witness sheet. In particular, the availability of letter indices, skipped codes, page numbers with pasted photographic materials, large-format pages, etc., is determined. In addition, the sheet indicates the presence of typographical brochures in the folder, if they were not marked in the main numbering. The witness sheet is visited by the originator. Subsequent changes in the state and composition of the folder should be noted in it with reference to the relevant acts. It is not allowed to take a witness sheet on the cover page of the folder or the net turnover of the page of the last document in it.

Internal inventory

It is formed for the storage and accounting of information materials of temporary (more than 10 years) and permanent content. The internal inventory is also drawn up for cases created according to the types of documents whose headings do not disclose their contents. The form should contain data on ordinal numbers of acts in the folder, indexes, headings, dates and page numbers.

An enclosed record is attached to the internal inventory. It is indicated in figures and in words the number of documents included in it, as well as the number of sheets that form it. The originator is responsible for the internal inventory. If the folder is bound or bound without a blank, then the sheet is pasted to the inside of the front cover.

Changes in the composition of materials in the folder should be reflected in the "Notes" field. In particular, we mean the withdrawal, the replacement of papers with copies, the inclusion of additional documents in the folder. At the same time, links to relevant acts are attached. In case of need, a new generalizing entry to the internal inventory sheet may be formed, as well as a pledge inscription of the folder.