Terms of storage of documents in the organization

During the time of its economic activity, the enterprise or the company acquires a whole archive of securities, important and not so. Such business documents as correspondence with partners or the coordination of insignificant questions about employees, companions, or congratulations on holidays are of special importance.

Those that relate to the calculation of wages, deductions to funds, federal or local, orders and orders concerning appointments and dismissals are among those that are required to have periods of storage of documents in the organization. These terms are determined by the law and internal orders of the Ministry of Finance of the Russian Federation. In this case, this is Order No. 105 of 29.07.1983.

How is the accounting of the receipt and storage of materials, their movement, the list of works on verification, inventory, reflection in the accounts, the time of storage of documents in the organization? All actions must have one basis: the order of the manager, which is based on legal document circulation.

It is difficult to invent something, and it is not necessary, because there is a law that must be implemented. The principle of responsibility is simple enough: who signed the order, he is responsible for its execution.

Storage, archiving and conditions

All accountable documentation must be filed in accordance with the terms of its creation. For a quarter or a year, depending on the number and volume. A small enterprise is able to sew several archives at once, while "thick" companies find it difficult to place documents for a quarter in a single cabinet.

The archive is created directly in the organization, and its creation, as well as the terms of storage of documents in the organization should be supported by the order of the head about the conditions and the order of its creation. This provision, developed by management, becomes the basis for maintaining the archive. The situation is coordinated with the rules of the Rosarkhiv's work and if it does not follow them on all points, it must correspond to their basic principled points.

The main parameters of maintenance, transfer, the operating procedure of the archive and other important conditions must be observed. The responsibility lies with the head. It is clear to everyone why it is necessary to observe the rules for storing documents and not to allow their loss or damage. In the case of inspections, disputes between the organization and tax and other authorities, if workers apply for a certificate of wages, it will be necessary to refer to the documents from the archive.

If not the organization itself, then the archive can issue such kind of documents and certificates to avoid unclear points. When the deadlines for keeping documents in the organization are met, then a person can calmly apply for a certificate when retiring.

Terms of storage of documents in the organization

There is the concept of strict reporting of workflow. These include mainly those documents that relate to the accounting statements and the formation of the tax base. These documents are required. The terms of storage of documents at the enterprise, as well as in the organization (company), are regulated identically.

The specific period of storage of a particular document is specified in the List of standard documents (management), where there are also certain periods for their storage. There are a number of other regulatory orders and acts reflecting the shelf life of business documents. It is not possible to specify a specific period of storage for each document within the framework of one article. But if necessary, you can open the List and take from there all the necessary information. We can only say that the minimum period of storage of documents is 5 years, and the maximum - 70.

Terms of storage of documents in the archive

When an organization, a company or an enterprise finishes its activity, and then terminates it, all document circulation is sorted. Unnecessary documents can have any fate, at the discretion of the management. Documents that have a shelf life of 5 to 70 years, should be sent to the archive (they are stored so much) or can be deposited with the assignee. The documents must be filed, numbered, disassembled into the department or structural unit, intertwined in accordance with the chronology. The title page should contain information with the inventory, and folders meet the basic requirements:

• Sheets in a folder of no more than 250 pieces.
• The thickness of the folder is not more than 40mm.
• The list of contained documents in the folder.

When sending documents to the archive, a transfer contract is drawn up, as well as an inventory of all received documents in duplicate, one of which remains in the organization (from the assignee) or from a person interested in its preservation. Both copies must contain information about the transfer of documents to the archive, have the signature of the responsible person who accepted the documents and the seal of the institution.