Law, Regulatory Compliance
Binding documents. How to properly sew documents?
Prior to working with documentation, the most thorough knowledge of the large number of necessary instructions pertaining to workflow and records management is required. These standards are quite complex and contain a large number of all kinds of small details and nuances. How to sew documents to the corner? What does the attached inventory contain? Is it possible to file accounting documents with a thermo-binding machine? The beginning clerk has something to break his head.
At first glance, the procedure for filing a case and putting it in the archive is quite simple, but practice shows the opposite. In case of violation of any of the rules of office work, this institution will refuse to accept the document being handed over, and you will have to start all the work again. If such situations have already occurred in your life, read our article - we will try to understand this issue.
Why do they file documents? Are there any standards that govern this procedure? Yes, and there are many of them. This is primarily about methodological recommendations for records management, which were approved in December 2009 by order of Rosarkhiv. In the second place - on GOST R 51141, devoted to archival business and records management and containing all the necessary definitions and terms. In addition, there are other legal norms, according to which the documentation is stitched.
Let's start with the cover
If the theater starts with a hanger, then our procedure - not otherwise than with the cover. And the choice of cardboard "crust" - one of the first tasks in the process of "packaging" the document. At first glance, you will not find the difference between the numerous existing their varieties. But, having looked narrowly, you will understand that covers are standard, non-standard, and also used for long-term storage.
Most often you can find a standard cover format 229h324 mm. It is used in all cases when sheets of standard size are sewn. If, for certain reasons, the document has a rather specific appearance and parameters, a non-standard version of the cover is required. The last type refers to the one in which documents will be stored for 25 years or more.
According to the legislation, such covers are made only of solid cardboard due to a significant working period. It is necessary to take measures to preserve the proper type of document and its suitability for use after a serious time interval. The documents intended for delivery to the state archive are stored in covers made of such material as acid-free cardboard.
Let's talk about sheet numbering
Before correctly filing documents with threads, they must all be folded in the right sequence. After that, the numbering procedure is carried out using a simple simple pencil. The main rule here is to number the sheets, not the pages of the document. An Arabic number is placed on each sheet in its upper right corner. At the same time, our marks should not "crawl" on the text. The general numbering of sheets does not include the inventory of documents.
What subtleties are there in the numbering process? If the number of documents to be attached includes a letter or several of them, first, the envelope is numbered, then alternately - each of the sheets enclosed in it. If the number of incoming units is more than 250, it is customary to split it into several volumes. Each of them has its own numbering.
Inside the archive file there may be documents that have their own separate numbering of pages, for example, the publication of periodicals. But, filing the case in the archive, they are numbered among others without disrupting the general order.
If the attached sheet has a large format, it is customary to expand it and put the number on the right in the upper corner. It should be possible to freely access the text. If on any of the sheets separate fragments are stuck with the impossibility of their disconnection, the entire given bundle is numbered as one. It is always necessary to make an inventory of each of the glued pieces, which is done on the back or on the free space. An indication of a pasted document must be present in the inscription or in the notes to the general inventory with the name indicated. Most often such non-staff attachments are checks, extracts or photographs.
Correction of errors and inventory of documents
In the case when some minor error is admitted in the course of work (for example, a pair of sheets is missing), instead of renumbering the entire array, you can again use the letter designation. However, the numbers on the other sheets do not change. Elimination of such errors is possible only in consultation with the staff of the archive. If gross errors are found, the document should be numbered anew. Old figures in this case cross out as carefully as possible and make new ones. At the same time, the updated numbering is again confirmed by a verbatim inscription.
Without inventory, you will not receive any archival business. The information contained therein refers to the title of the document, the date of compilation, the annotation and the table itself, indicating the sequence numbers of the sheets, their number and notes (if necessary). It ends with information on the number of documents in the form of a figure duplicated in words, then everything is sealed with the signature of the clerk with the decipherment of the name.
How to properly sew documents with threads
When starting the sewing procedure, you should make sure that all the necessary materials and tools are at your fingertips. In addition to the actual business, you will need an awl, a needle, a cardboard for filing documents and special threads. As the latter are stocked with a bank twine, stern or pierced threads L-210. The latter variety is used for the needs of office work more often.
At the beginning of the job, any staples and other metal objects are removed from the document, then the sheets of the file are folded in an even, neat foot. On the left side in the field space, three holes are made with a needle or an awl. To place them is best in the middle of the free space intended to the left for indent, that is, at a distance of about one and a half centimeters. This remark is important, because otherwise it will be difficult to read them after filing documents.
Tips for convenience
If the smooth edges of the holes are of fundamental importance to you, take a punch. But remember that too many sheets of it are too tough for him. Make sure that all three holes are evenly spaced and spaced about 3 cm apart from each other. The middle one should fall on the middle of the page.
To prevent damage to the title page and the collapse of the business, it is often recommended to place the front and back seats in front of the back and reinforce with cardboard strips. A thread will be passed through it. Its usual size is 70 cm. But in each specific case it depends on the thickness of the stack.
How to stitch 3 holes
Here is the content of the algorithm for such a filing of documents. First, the needle is passed through the middle of the holes, with the end of the thread remaining on the underside. Then you should put it in the upper of the holes. As a result, both ends of it are put on the turn of a stack of pierced sheets. The needle is pulled through the bottom of the holes and threaded to the front side. Then again lower the needle into the middle hole. Thus, our thread was found through all the necessary holes, after which both its ends are fastened on the back of the document by a strong knot. The tips are about 5 cm long.
Directly on the knot a piece of paper is glued with a verbal inscription. Below we will consider the technology of its manufacturing.
The document can be stitched with 4 holes. How to do it? The procedure is not at all complicated. Four holes break vertically symmetrically with the arrangement on a single axis. Leaving the tail of the thread from the back side of the first hole, we stitch the stitches, then tie the knot in the same way as described above. The firmware must be duplicated twice to ensure strength and reliability.
Letter of assurance
The next step after numbering and firmware is supplying our case with a verbal inscription. What it is? This is a sticker measuring 4x6 cm with the text "Stitched and numbered ... sheets" (the number of them is indicated both in figure and in words). Next, the post of the employee who filed the document with the date and personal signature is indicated. If approval is required by a seal, this should also be noted. The inscription is pasted over the knot we have knitted, the ends of which must remain free. The signature is put at the end of the whole procedure, when the glue is already dry. This is done to prevent its smearing. Printing (if available) is placed on the sheet, partly on the inscription itself.
And only after the case is stitched, numbered, sealed with a signature and stamp, it can be sent to the archive.
Attitude to the verbatim inscription must be serious and attentive. It is she who is the documentary evidence of the inviolability of the case. In case of violation of its integrity or bias, the document may not be accepted by the control bodies, or it may be challenged in court.
What and why we are stitching
All documents that are subject to surrender to the archive or to any of the inspection bodies, including the tax inspection, the pension fund and many others, are sewed together without fail. You can not put documents glued together or stapled with a stapler. As already noted, if there is a discrepancy in the norms of record keeping, you simply will not receive it.
Such procedure is mainly subject to documents of staffing and accounting. Those of them, paperwork for which completed, a year later to be deposited in the archives of the organization or enterprise. In special archival institutions, cases with past legal retention periods are transferred. It is determined by law, depending on the type of document. For example, at least 75 years are required to store notarial records, books of economic accounting and documents with information on personnel.
The shelf life of the design drawings is much less - just 20 years. Photodocumentation is taken for 5 years. Archival institutions are subject to the surrender of businesses, both public and private enterprises. At the same time, the task of any non-state structure is to conclude a contract with the Federal Archival Service about this.
It should be remembered that only those who have this duty in the job description have the right to insert documents. In case of poor connection of documents, certain sanctions are waiting for you, especially if there are changes or shortages of certain important sheets.
Let's return to the binder technologies
The methods of stitching described above are suitable both for the archive and for the tax inspection. But the filing of accounting documents, stored for a long time (more than 10 years), should be particularly strong - more often on 5 holes. The verification inscription is made on a special tissue paper, in order to clearly see the node under the label and there was no doubt about the integrity of the document.
If in an office environment, holes are pierced by conventional office punchers, then if necessary, large volumes of paper documents (for example, in printing houses) are used to use professional equipment in the form of paper drills or binding machines. Such mechanisms have a serious capacity and can be either manual or electrically powered.
At the heart of these systems or machines is the classical method using springs. Such a binding machine is equipped with a perforating device. Another mechanism is to place the document on a spring made of plastic, after which cardboard or plastic covers are added from below and on top of the unit.
The advantage of the binding machine is the possibility of fastening very voluminous documents. The thickness of the block can reach up to 500 pages. And also - the possibility of deleting or adding pages and sheets to an already interlaced document. The drawbacks are quite serious laboriousness and not too high strength.
If the document binding machine is equipped with metal springs, for which a certain step is set and holes are punched, the paper blocks are put on a flexible spring made of steel, which is then compressed and closed. Advantages of the device with metal springs - in a more presentable final form and increased reliability in comparison with the binding of springs made of plastic. But you can not insert or remove sheets without damage.
In addition to springs, there are devices acting on the principle of binding to a plastic comb whose teeth are curled. There is also a binding on the spiral, which we know from the calendar calendars, notebooks and diaries. After perforating the holes in them, a spiral winds (3-4 turns manually, the rest automatically).
Progress does not stand still
What is thermal binding? This is a modern document binding machine, in which a fast and one-piece connection is possible. With the help of thermo-binding machines it is possible to complete a large number of materials, as well as make out individual copies. This option is especially suitable for mailing reports, contracts and promotional materials.
A machine works for this kind of binding by using thermal cracks and thermal sheets having different colors and sizes. Depending on the number of sheets of the case, a thermal cover of a certain thickness is selected, then everything is put together in the apparatus. The inside of the end of the cover is smeared with a layer of polymer glue. The machine is equipped with a heating element, due to which this polymer is melted, and all the sheets are soldered into the hot layer.