Formation of files in the organization and their current storage

Why store

All organizations operating in the Russian Federation are required to preserve papers for a certain time after they are no longer in direct use. This applies to all enterprise documentation, including:

• personnel, which includes personnel orders, issued work books and employment contracts;
• economic - agreements, contracts, etc.;
• accounting

For the purpose of preserving papers, companies create special divisions or hire third-party organizations that provide archival storage services for documents on their territory.

It is necessary to store papers that are no longer used in order to:

• present them at the request of regulatory authorities, such as tax authorities, and avoid sanctions for their absence and failure to submit them;
• provide information from them, in particular information about the work activities of a former employee - this is often requested by him or authorized government agencies many years after his dismissal;
• avoid imposition of sanctions for incorrect storage of documents in the archive or their absence; such sanctions are provided for in Art. 13.20 Code of Administrative Offenses of the Russian Federation.

Requirements for organizing archival storage of documents

Archival storage of documents implies a certain option for systematizing papers in an enterprise, which allows you to adhere to all current rules and legislation to prevent the loss of important data.

The archive is located in a special building or in an isolated room. Its organization in rooms with high humidity and increased heating is unacceptable. Also, he cannot be near catering services, chemical and food warehouses.

An enterprise that deals with archival placement must have a storage facility for client documents and a room for conducting research work. Also, the structure should include a room where papers are received, their acclimatization is carried out, and temporary storage of storage media is possible here.

How to organize storage

In order to ensure long-term preservation, it is important to properly organize the storage of documents in the archive, which includes a number of measures aimed at creating favorable conditions.

Organizing an archive begins with the correct selection of the location of a specialized division of the company and ends with regular hygienic procedures necessary to maintain the proper microclimate in this room. The rules for storing documents are described in detail in the order of the Federal Archive No. 24 of 03/02/2020.

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The procedure for transferring documents to the archive

Determining where documents are stored

This stage involves choosing a storage location for documents. There are several options for storing them:

• storing documents in the office;
• delivery of documentation for off-site storage;
• creation of an electronic archive.

Each of these storage options has its own advantages and disadvantages that an organization should consider when making its choice.

Office document storage

To organize archival storage of files in the office, it is necessary to prepare the archival space and ensure optimal temperature and humidity for long-term storage of documentation. At this stage, it is worth purchasing shelves for the archive, special boxes and folders in which the documents will be located.

Delivery of documents for storage outside the office

Storing documents offsite involves archiving them by a third party. The advantage of this storage method is minimal preparation of documents, because all the work is performed by the archival company. To do this, you need to: conclude an agreement with the company, draw up an inventory of documents transferred for storage, indicating the headings and deadlines of the case, mark the cases with a bar code, etc.

Creation of an electronic archive

The use of an electronic archive as a storage place for organizational documents is becoming very popular today. The costs that a company will face when choosing this archiving method are payment for the document scanning service. Based on the already scanned images, a searchable database is formed.

Place

Where the organization of archival storage of files and documents begins is the choice of premises to house a special division of the company.

In accordance with the rules, the allocated room contains:

• archival storage;
• a room in which new items are received, processed and temporarily placed until they are transferred to the archives;
• a room for the use of papers, such as a reading room;
• employee offices, separate from the archives.

It is not allowed to place a specialized unit in attics and basements. If possible, the archive is located on the north side of the building.

The archive is located at a distance from laboratory, production, and household premises. The unit is separated from adjacent premises by fireproof walls. It is not allowed to lay sewerage or water supply in the premises; there must be access to an elevator or stairs from it.

The room itself is equipped with:

• ventilation capable of providing stable temperature, humidity and air recirculation;
• fire protection system;
• bars on the windows if the room is located on the ground floor.

Materials used in the construction and decoration of the archive room should not emit aggressive chemicals or serve as a source of dust.

Organization of current storage

The organization’s documents, upon completion of work with them, are subject to ongoing (operational, temporary) storage.

Depending on the volume of correspondence, documents or a certain part of them can be stored directly in the manager’s office in cabinets (safes) intended for this purpose.

Transferring documents to storage mode means that, on the one hand, work with them was carried out in full accordance with the resolutions of the manager and the requirements of governing documents. And on the other hand, the organization’s need for these documents temporarily remains, and in certain circumstances they can be re-submitted for study, clarification or re-examination.

The best option for current document storage is the following.

Documents are placed in specially equipped rooms where the required temperature and humidity conditions are constantly maintained and there is a sufficient number of storage spaces (cabinets, safes, racks, etc.).

Only officials responsible for storage, as well as their immediate superiors and employees of the document security unit (information security service) have access to these premises.

The premises must provide normal working conditions for personnel. Access to document storage areas should not be obstructed by furniture, equipment, etc.

Cabinets and safes must have information on the doors about the person responsible for storing documents, as well as locks and sealing devices.

The keys to the cabinets must be kept by the responsible person, and at the end of working hours they must be handed over to the security officer on duty against signature.

Inside the cabinets there should be regularly updated inventories of stored files.

Rules for the preparation of documents when placing them in current storage:

1. Only fully executed (processed) documents are filed. It is prohibited to file multiple copies of one document, as well as its draft versions.

2. Only original documents are filed (for outgoing documents - their second copies, certified under the signature of an authorized person). Documents that are subject to return are not filed in the file (in this case, as an exception, only a certified copy of the document is placed in the file).

3. Placement of documents in files is carried out in strict accordance with the approved nomenclature of the enterprise’s files. Attachments to documents are placed in files along with the documents themselves.

4. Documents placed in files must have registration numbers, internal page numbering, information about the performers, and their signatures.

5. As a rule, documents executed during the same year are filed in the same volume of the case (with the exception of transferable cases, for example, personal files of employees of the organization). It is advisable to file documents with different shelf life in different files (in different volumes of the same file).

6. The arrangement of documents in the file is carried out in direct chronological order, and those with strict serial numbering (for example, orders) - in ascending numbering.

To file cases, binders (file folders) are used, which are covers made of hard material (with polyethylene inserts for documents).

The dimensions of one side of the cover should be 0.3-0.5 cm larger than the dimensions of an A4 sheet in order to protect the bound documents from mechanical damage (usually 215 X 300 mm). As a rule, more than 250 sheets cannot be filed in one binder (volume), and the thickness of the volume should not exceed 4 cm.

Conducting business involves, in addition to regular filing of documents, also drawing up (filling out) an inventory of them. Such an inventory is kept in each volume of each case.

A record of a document newly filed in the file is made after its pages are numbered in accordance with the internal serial numbering of the volume.

As a rule, company documents are kept in current storage for two years.

For documents for which the specified period has expired, a specially authorized expert commission of the organization makes a decision on the procedure for their subsequent storage for a period of up to 10 years or sending (if the need for their current storage has ceased) to an institution of the Federal Archive or for destruction (in accordance with requirements of governing documents in this regard).

The maximum storage period for documents is 75 years.

Conditions

To ensure long-term preservation, it is important to comply with the conditions for storing documents in the archive; they are set out in the rules.

Papers are stored in closed boxes placed on shelves. The following requirements apply to the arrangement of shelving:

• the distance between rows is at least 120 cm;
• the passage between the racks is at least 75 cm;
• between the outer wall of the building and the racks parallel to the wall - at least 75 cm;
• between the wall and the end of the rack - at least 45 cm;
• between the floor and the bottom shelf - at least 15 cm, on the ground floors - at least 30 cm.

In addition, it is important to comply with sanitary and hygienic standards:

Shelf life

In addition to the fact that organizations are forced to comply with the requirements for storing documents in the archive, it is important for them to remember the deadlines provided for different types of documentation.

The term varies for different types of securities and ranges from five years to unlimited. All deadlines are listed in the order of the Federal Archive No. 236 dated December 20, 2019, for example:

General principles for organizing archival business in Russia and storage periods for documents

Work with archival documents is regulated by Federal Law No. 125 dated 10/22/04. According to it, archives are created by:

• government agencies, local governments;
• companies.

The Federal Law obliges them to ensure the safety of documentation, incl. regarding the payroll, throughout the entire storage period (Article 17-1 of Federal Law No. 125). Storage periods are also established by Federal Law No. 125 and a number of its articles. The lists mentioned in the text of the Federal Law indicating the storage periods for documentation are published by the Federal Archive, government agencies, and the Bank of the Russian Federation. Example: order of the Ministry of Culture of the Russian Federation No. 558 dated 08/25/10, containing summary information on shelf life. Regarding JSC, there is a “Regulation”, which specifically regulates the procedure and duration of storage of the Company’s documents. This regulatory act was approved by Resolution No. 03-33/ps. FCSM of the Russian Federation dated 16-07-03

What are the advantages of storing electronic documents in specialized electronic archive software for an organization ?

The storage periods for BU documentation are subject to Federal Law No. 402 dated 06-12-11, NU - Tax Code of the Russian Federation.

When determining the retention period for an organization’s documents, several key points are taken into account:

1. Documents relating to the payroll (done before 2003) are retained for a minimum of 75 years.
2. Documents relating to the payroll (issued after 2003) are retained for a minimum of 50 years.
3. Personnel documentation, namely time sheets, travel certificates, lists of employees, etc. – 5 years.
4. Documents on health and safety, i.e. statements of issuance of personal protective equipment, instruction logs, documented industrial accidents, lists of workers in hazardous production conditions - from 12 months. up to 75 years old.
5. Annual accounting and similar reporting to the Social Insurance Fund - constantly. Quarterly reporting to the Social Insurance Fund – 6 years.
6. Reporting to the Pension Fund - from 6 years to 75 years according to the Persian language. accounting
7. Primary documentation on accounting, accounting policies, reporting and registers of NU, information on income of individuals. persons – 5 years.
8. Invoices are valid for 4 years.

What documents and for what period are stored in the archives of the Federal Property Management Agency ?

Archival storage of electronic documents

Electronic documents are stored:

1. On two physical media - the main one, which is located in a specialized unit, and the working one. Condition requirements depend on the type of media selected and are specified by its manufacturer.
2. In the department's information system on its equipment.

The following requirements apply to storage on physical media:

• the selected type of media ensures long-term preservation - from 10 years;
• the organization has technical and software tools that ensure reproduction of information from the media;
• responsible employees regularly update the type of media to a more modern one by converting information;
• Archive staff monitor the safety of the physical media.