Who is responsible for the safety of documentation, including accounting? By law, liability for the safety of all documentation is borne by the head. But in reality, all responsibility falls on the employee, especially if the desired document has been lost somewhere.
Everyone knows that usually the documents are in disorder, go from the folders for a short while, as they are urgently needed, and remain on the tables, who have buried in the papers of workers under a bunch of the same urgent and abandoned reports, accounts. And on the table of the chief accountant there are such mountains of papers that sometimes he can’t see him because of them, and everything is important, all urgent, for signature. The following question involuntarily arises, how can everything be kept under control in such a chaos?
As a result, it often happens that a really important document is lost, and an unnecessary piece of paper is carefully shifted from the rack to the rack, occupying such a necessary place. Therefore, it is important to regular inventory and sending documents to the archive, that is, archiving.
Archivaling is a number of measures taken for processing documents and preparing them for long -term storage in a special storage. At the same time, all documents are checked for the statute of limitations. Those documents, the deadlines for the preservation of which are over, are sent to destroy papers. Documents in accounting should be stored for two years, after which they are subject to submission to the archive. But before delivery, they need to be correctly issued.
How is it done:
1. Documents are processed. That is, all documents undergo sorting to remove all unnecessary, black options and that which has no value.
2. You need to systematize documents. All documents are laid out according to the dates: earlier are the earlier, down – later.
3. All the document is stitched. All documentation is stacked in packs. Each pack of prepared papers is stitched, numbered. Each pack should be sealing the organization. Before the firmware, you need to remove all the paper clips and staples.
4. The inventory of documents for disposal and storage is compiled, that is, for each folder, a title sheet with the following data is prepared:
– Name of the organization
– Subdivision
– Date and shelf life
– Number of sheets and cipher.
5. A confidence inscription is drawn up, which indicates the number of sheets, folder number, date and signature of the person who compiled the inscription. In addition, you need to indicate the features of the documents placed in the folder. These can be glued images, drawing, missed number, etc. D. On physical changes or damage (replacement of documents, damage them, mold, etc.) also need to be indicated in the inscription.
6. Drawing up a catalog. After passing cases, a catalog is created to the archive to facilitate the search for the necessary documents. All documents are placed according to the type: invoices in one place, acts-in another, etc. D. This work is carried out responsible for work with the archive. If there are no one, then you can attract archival services. In addition, you can contact private companies that specialize in providing services for archiving documents, waste disposal and other types of preparation of documents for storage and liquidation.
