Requirements for archiving. Basic rules of the archives of organizations

The archive can exist as a separate structural subdivision of an organization or be an integral part of the office work. It depends on the volume of the existing workflow.

How to organize it

Creating an archive of any enterprise or organization requires the implementation of a set of specific activities:

1. It will be necessary to choose an appropriate storage room for documents and properly equip it.
2. Care should be taken to create such conditions that would correspond to normative ones.
3. It is necessary to equip it from a technical point of view - to purchase and install the necessary equipment for the archive.
4. The depository must organize a procedure for organizing the archiving of all necessary documents.
5. The regulatory framework of this unit should be developed and approved.

The implementation of these measures ensures the preservation of archival documents and their maintenance in the required state.

Who is an archivist?

And what are the requirements for those employees who will organize the archives and further storage of documents? Can the positions of their custodian and, for example, a clerk or clerk be combined?

Archivist is a specialist whose tasks are to organize archival activities. For the safety of the documents entrusted to him, he is fully responsible. His work is impossible without the passage of a certain instruction or even (if necessary) internships in the institution of the State Archives.

Its functions can be transferred to another employee, which is a part-time job. As a rule, the duties of the archivist are assigned to an individual employee in the event that the volume of documents deposited is sufficiently large. In large organizations, the staffing table provides for a separate post for this purpose. In the same case, an official instruction is usually drawn up indicating the types of work entrusted to the archivist, as well as his duties and rights.

The main thing is the order

Cases in the archives of the organization are transmitted according to a specially designed schedule. Its compilation should be coordinated with the heads of each of the structural units, which are to transfer documents, and approved by the archivist. Since working documents in the archive are not only stored, but also periodically used, it is necessary to determine the rules for their issuance (if necessary) according to the applications submitted by the employees of the organization, as well as third-party stakeholders.

The issuance of documents must be noted in certain books of registration. To process the process, there are requirements-orders, acts for the transfer of cases for the procedure of temporary use to outside organizations (among others, they may include the prosecutor's office and the court). Documents are issued for up to one month to their own employees and up to three months to representatives of outside structures.

Basic rules of the archives of organizations

The archive operates, as well as any structural subdivision, on the basis of a special Regulation approved by the management. His employees adhere to their own job descriptions in their work. The Regulations adopted at the enterprise establish the basic rules for the operation of archives of organizations (status, functionality, measure of rights and responsibilities, and the composition of the necessary documentation). Its main tasks include:

1. To complete the archive with documents whose composition is listed in a separate section of this Regulation.
2. Keep records of materials and ensure their safety.
3. Develop a scientific and reference apparatus to the available documents.
4. Allow to conduct the procedure for using the archive material.

If the organization has documents that can relate to the Archive Fund of the Russian Federation, then prepare and transfer them for permanent storage to the state repository is one of the external tasks of this structural unit.

Its functional

The functions of the archive follow systematically from the tasks assigned to it. The main ones are the following:

1. Maintain lists of sources of your own acquisition, that is, organizations or structural units.
2. Receive from them in an orderly form documents for storage.
3. Take into account the received materials and ensure their complete safety.
4. To create and maintain a help system related to archival documentation.
5. Maintain the information character of the management and all the structural units of its organization.
6. Organize the issuance and use of documentation in accordance with the requests of individuals and third parties, to take into account and analyze the process of this use.
7. Prepare statements and official responses to requests of citizens of a socio-legal nature.
8. Conduct activities to assess the value of a particular document, organize the procedure for transferring them for permanent storage to the municipal or state archive (in the event that this organization is among the sources of acquisition of the above archives).
9. To check the correctness of registration and the formation of archival cases in the sources of acquisition - both in its own structural units and in other organizations.
10. Organize work on the conduct of the business nomenclature of the enterprise.
11. To provide practical and methodical assistance in working with the documentation to each structural unit.
12. Participate in the process of developing archival business and document management support.
13. To take part in the activities carried out for the purpose of improving the skills of archival employees and employees in posts related to the documentation support of management.

Where to place it

Let's consider now, what are the requirements for the archive placement. The most important thing that needs to be taken into account is that it should not be placed in any structures that are dilapidated, buildings made of wood, buildings that may contain not only basic premises but also attics with cellars, as well as in buildings, Having stove heating.

If, on the whole, the structure is adapted to the storage of paper documents, an isolated room is necessarily reserved for the archive.

If your organization plans to create its own archive in the near future, below you can get acquainted with the list of requirements that must be taken into account in the preparation process. So, what are the basic requirements for archiving, whose task is to carefully and reliably store all the necessary documentation?

A list of what must be available

1. Archive.
2. The premise intended for reception of documents, their temporary storage, and also acclimatization.
3. The room in which the documents will be used.
4. Working room (or room) for employees.

When the place is not enough ...

In the event that the area of the archive does not allow the allocation of several rooms, a single space should be divided into zones separated by partitions. The main requirement, which must strictly adhere to in this case - isolated from each other places of storage of documents and work with them.

A separate building or a building constructed as a document store, used as an archive, must be removed from objects that are dangerous in terms of the possibility of a fire. Examples of these are parking lots, gas stations or garages. In the immediate vicinity of the building or the location of the archive, there should be no objects that serve as sources of air pollution.

Ideally, archives should always be located in a separate building, designed only for this building, built in compliance with all the necessary rules and regulations. But, unfortunately, reality dictates its conditions, and in most organizations, documents are stored in an already existing premises, converted and adapted for these purposes.

What the rules say

Let's get acquainted with the regulatory requirements for the buildings and premises of the archive. They are as follows:

1. The building, where it is supposed to have a future storage facility, must be treated as an administrative one. It is strictly forbidden to place the archive where catering services, food stores are located, substances from the category of fire-hazardous and aggressive are stored, and appropriate chemical technologies are used.
2. It is not possible to place it in an unheated room and where sanitary and hygienic requirements are not observed. The inadmissibility of the dilapidated archive building has already been mentioned above.
3. It is especially important to comply with fire requirements for the placement of the archive. Its safety for possible fires is one of the most basic conditions for reliable storage of documentation. In January 2009, the Ministry of Culture of Russia, by its Order No. 3, approved a number of regulatory requirements set out in the special Fire Safety Rules for state and municipal archives of the Russian Federation. When you store a document, this regulation must be strictly observed.
4. The construction of the building must ensure that it can not be flooded. The room must have a spare exit. In no case is it possible to pass through it a main pipeline (water-bearing or gas).

Is it possible to place the archive in the basement?

It is highly advisable not to place the archive storage in the basement room, the upper floors, or to re-equip the loft space as such.

In case of acute necessity, there may be exceptions to this rule. They are taken when the basement is dry and well heated, equipped with artificial ventilation, capable of providing two or three times air exchange within an hour. The archive on the upper floors or in the attic room is possible only if the appropriate temperature and humidity regime is ensured.

Very important are the requirements for placing the archive with respect to the wiring device. It must be closed type with hermetic plug sockets. Cords of portable electrical equipment are supplied with rubber insulation. You can not have a storehouse of general or floor switches in the premises.

Non-dusting and non-corrosive materials are chosen as building materials for finishing archival storage. The fire extinguishing system should be equipped with neutral means, safe for documents. It is not allowed to use fire in the storage, to turn on heating devices or place foreign objects.

Let's sum up the results

After bringing the selected area into compliance with all the above requirements for the archiving, a final decision is made as to whether it is suitable or unusable. It is possible to make such a decision after checking with the sanitary and epidemiological inspection and state fire supervision. The archive can be placed where it is intended, only after the procedure for passing a detailed examination.

Its purpose is to clarify the fire resistance of the room and determine the appropriate degree, to check the main structures for durability, to verify the strength of the floors between the floors in terms of the potential load (equipment for the archive and the weight of the stored documentation), check the availability and current condition of the ventilation and heating systems.

Representatives of the organization (usually employees of the future archive) and employees of all relevant services - construction, fire, security, etc., participate in the audit. The results of the examination are reflected in the final report.