How to draw up a sheet of evidence for a personal file

The modern world is very dynamic, with large flows of information circulating in it. A specialist in a particular industry must have a large amount of additional knowledge and skills that are not directly related to his immediate responsibilities, but that help in his current work.

There is a document that is not drawn up at every enterprise and not all accountants have an idea of ​​how and why to fill it out. We are talking about a sheet - a witness of the case. Let's take a closer look at this document.

Leaf - witness: what is it and what is it “eaten with”

In the course of their activities, every accountant is faced with the fact that at the end of a certain period of time, the entire volume of documents existing in the enterprise must be sorted and filed. This is where elements of office work appear in the work of a specialist. All documents for a particular accounting area are stitched into a file. This allows you to maintain order in documents and monitor their safety in the enterprise.

The certification sheet is drawn up and filled out on the basis of the Archival Rules adopted in 2015 (Appendix No. 8).

The witness sheet allows you to take into account all the features when drawing up the case. With its help, all non-standard moments are fixed when numbering sheets in the case, the nuances of compiling the case itself are indicated .

The certifier sheet must be present in file files for documents whose storage period is more than 10 years.

Rules for filling out the case certification sheet

And according to personnel, after the end of the calendar year in which they were created, they must be prepared for transfer to the archive. Pre-archival preparation of files includes two procedures: registration and description.

Registration is carried out by the person responsible for working with documents. The registration includes drawing up a certification sheet.

The certification sheet is drawn up in the case on a separate sheet (A4, A5 format) on the reverse side of the last blank sheet.

It is prohibited to place the certification sheet on the cover of the case or the blank back of the last document. If the case is stitched or bound without a form of the certification sheet, it is pasted behind the top of the sheet on the inside cover of the case.

The certification sheet indicates in numbers and in words the number of numbered sheets and separately, through the “+” sign, the number of sheets of the internal inventory (if any).

The certification sheet notes the features of the numbering of sheets, the physical condition of documents and the execution of the case:

• presence of lettered sheet numbers;
• presence of missing sheets;
• numbers of sheets with pasted photographs;
• numbers of large format sheets;
• numbers of envelopes with attachments and the number of sheets inserted in them;
• numbers of damaged sheets:
• the presence in the file of printed copies of brochures with the number of sheets in them, if they were not noted in the general gross numbering in the file.

The number of lettered, missing sheets should be taken into account in the final data on the number of numbered sheets. For example, the last sheet of the case is numbered 252, but the case contains sheets with numbers 5a and 30a and a missing number 17. In this case, the total number of sheets will be 252+2-1=253.

The certifying sheet is signed by its compiler, his position, the transcript of the signature, and the date of compilation are indicated.

All subsequent changes in the composition of the case (damage, replacement of original documents) are noted in the certification sheet with reference to the corresponding act.

Where sheets are usually used - certifiers

In the course of an organization’s activities, a huge number of different documents are created. Some of them are not stored for long and have no particular value, while some are very important and should remain at the disposal of the organization for a long time.

Based on this, it is customary to distinguish 2 types of all documents of the organization:

1. Documents that must be kept by the organization for more than 10 years or forever
2. Documents that are stored for less than 10 years, that is, temporarily

Expert opinion

Situations often arise when, when transferring cases, it turns out that documents are simply piled up, lying in boxes and no one has sorted them. In such a situation, you need to adhere to the following algorithm:

• We put numbers on the boxes
• We write down the names of documents in boxes
• It is necessary to indicate in what year a particular document was created
• Determining the number of copies of documents
• Next, you need to determine which documents are stored for how long
• Documents for long-term storage are put in order and filed
• We destroy documents whose storage period has expired and draw up an act contained in Appendix 21 to the Archive Rules

This order allows you to quickly and painlessly sort all the documents and put them in order.

Archival specialist

E. Kozhanova

Drawing up a document certifying the case

The certification sheet is a mandatory element of registration of each permanent file and personal file.

The document certifying the case is drawn up on a separate sheet and placed at the end of the case. When submitting books (magazines) to the archive, the certification inscription is drawn up on the reverse side of a blank sheet, in card files - on a separate blank sheet of card format.

The sheet indicates in numbers and in words the number of numbered sheets of the case and separately, through the “+” (plus) sign, the number of sheets of the internal inventory (if any).

The certification sheet specifies the following features of the numbering of case documents:

presence of letter numbers of the case sheet;

presence of missing case sheet numbers;

availability of sheet numbers with pasted photographs, documents, newspaper clippings;

numbers of large format sheets;

numbers of envelopes with attachments and the number of sheets inserted in them.

The certifying sheet is signed by its compiler, indicating the position, the transcript of the signature and the date of compilation.

It is prohibited to place a certification inscription on the cover of the case or the blank back of the last document. If the case is filed or bound without a form of the certification sheet, it is pasted on the top of the inside cover of the case. The certification sheet is drawn up in the form established by the Basic Rules for the Operation of Archives of Organizations (Appendix 1).

Varieties of sheet forms - witness

Almost any organization has documents that require the preparation of such sheets. A sheet is drawn up for documents with a shelf life of more than 10 years or those that must be stored permanently.

In total, there are 2 forms according to which this document can be drawn up:

In what place of the case should you attach the sheet - recorder?

As a general rule, the witness sheet must be filed with the case file and be its last sheet. So the finished case should look like this:

• Top cover
• Internal inventory
• Case documents
• List – witness
• Bottom cover

If suddenly for some reason the sheet is not supported, it is placed on the top cover, on the inside.

It is also worth noting that if the witness sheet is missing from an already filed case, then it is drawn up anew, the current date of compilation is indicated and it is attached to the first cover on the inside.

Form of certification sheet

In order to speed up the process of forming cases and unify existing accounting documentation, for documents such as an inventory and a document certifying the case, their own special forms are developed and approved at the legislative level.

According to the Rules of Archival Affairs, approved by the Ministry of Culture (Order No. 526 of January 31, 2015), filling out the certification sheet is included in the procedure for filing files on paper, along with filing documentation, its numbering, drawing up an internal inventory and designing the cover. Its form is determined by the regulatory requirements for organizing the storage of archival documents. A sample form for a case certification sheet is contained in Appendix No. 8 to the Archival Rules.

Standard form details include:

1. Name of the document type;
2. Job title of the compiler;
3. Signature;
4. Transcript;
5. Date of preparation;

The following information is entered into the form:

The total number of sheets of the case (indicate in words and numbers);

Letter numbers;

Missing numbers;

Features of the physical condition and formation of the case;

The recommended paper size for the form is A4. This should be a separate page that is filed last. In a situation where the case was initially drawn up and bound without a certification sheet, there is no need to unstitch the volume in order to file the form in it. Just fill it out and stick it on the top to the inside of the cover. As a result, the completed case will look like this:

Are changes (corrections) made to the record sheet?

Various situations arise during the storage of documents or during the life of the company.

For example, you needed some document from a filed file. In this case, you can take the original from the file, but leave a copy there.

Or, God forbid, there is a fire or flood in the place where the documents are stored and they will be irretrievably damaged.

And the most obvious example would be this. The work record book of the resigned employee lay in the organization for a long time, then it was sent to the archives. And, suddenly, unexpectedly, they come for work. You have to take it out of the envelope in the case and give it back.

To record all these changes, an act of fact of change is drawn up, corrections and notes are made on the record sheet.

It also happens that in a budgetary institution, during an inspection by a higher authority, it becomes necessary to add a sheet to the filed file. In this case, you need to assign a letter number to the new sheet, expand the file and add a sheet to it. Accordingly, corrections are made to the witness sheet and the internal inventory is changed.

Filling out the certification sheet

When filling out the case certification sheet, you should adhere to the following algorithm:

Indicate the case number assigned in accordance with the nomenclature of cases;

Indicate in numbers and in words the total number of numbered pages filed in the volume (note that the internal inventory is not taken into account);

Indicate the numbers of the outer sheets, for example: “From No. 1 to No. 308”;

List letter numbers.

A letter number means a number with a letter, for example: 11a, 24b. Such numbers appear in a situation where one or more pages were accidentally skipped during numbering. In order not to redo the numbering, the missing sheets are assigned the previous number with a letter, for example: 33, 34, 34a, 34b, 35.

List missing numbers;

If there are no missing or lettered sheets in the file, it is necessary to put dashes in the corresponding lines of the certifying sheet form.

Note that the number of missing and lettered sheets must be taken into account when calculating the total number of numbered sheets. So, for example, if the last sheet of a volume is numbered 264, but the file contains letter sheets 34a and 34b, and sheet number 647 is missing, the total number of sheets will be calculated as follows: 264+2-1=265.

Indicate the number of sheets of internal inventory;

Fill in the columns of the table about the characteristics of the physical condition and the formation of the case. In this case, it is necessary to classify the feature in the left column, and in the right column, indicate the numbers of the sheets on which it occurs.

Such features include:

• Pasted photographs;
• Non-standard (large) format;
• Availability of envelopes with attachments (the table indicates not only the presence of the envelope, but also the number of sheets enclosed in it);
• Physical damage (for example, torn or waterlogged pages, hard-to-read photocopies);
• Availability of printed copies of brochures (if the number of pages is not indicated in the general numbering, it must be given in the table);

If the case documents do not have such features, the table must be crossed out with the letter Z.

Indicate the name of the position of the person who compiled the certification sheet, sign and decipher it.

Enter the date of registration;

In some cases, after registration of the case, changes may be made to its composition and status. For example, some documents may be damaged during storage. Or there will be a need to replace the original of one or another official paper

. As an additional example, we can cite work books, which are not filed in the file, but placed in an envelope. After some time, the former employee or his relatives may request a work book from the archive, which will lead to a change in the composition of the case. In this case, all changes made must be recorded in the appropriate act and a note must be made on the document’s certification sheet with reference to this act.

The entry in this case will look like this:

A work book was issued (sheet 58), and the corresponding entry No. 118 was made in the Book of Records of Movement of Work Books.

Head of the archive department Vasilieva P.K.

PC. Vasilyeva

25.04.2017

Please note that correct registration of cases (including filling out the certification sheet) contributes to the safety of documents and significantly speeds up their search for further use. In addition, the correct grouping of documentation and its systematization makes it possible to facilitate such processes as conducting an examination of value and preparing documents for transfer to archival storage.

Attached documents:

The volume of the case ends with the completion of the certification sheet. Where to get its form and how to fill out the case certification sheet, what are the letter numbers and what features of the state of the case should be reflected in it, as well as a sample of the case certification sheet in the article. You can also download the form here.

Internal inventory of case documents

Such an inventory is a kind of content of the case. It indicates the number, date, numbers of sheets of documents .

To properly file a case, you first need to create an internal inventory of documents. This is a tedious and tedious task. Often, organizations do not fill out such a document.

However, for documents that are stored for 10 years or permanently and for some documents (for example, court documents), the preparation of such an inventory is mandatory. If, for example, personnel documents are filed, then drawing up an inventory is advisable. Indeed, in case of trouble, the inventory can confirm or deny the presence of a particular document.

The inventory form is fixed and unified.

When compiling the inventory, we pay attention to filling out the required fields of the form and to the signature of the employee who filled it out.

If you suddenly forgot to file the inventory, you can attach it to the inside of the top cover of the bound file.

Regulatory regulation of document preparation

Frequently encountered errors and questions on the topic

Mistake #1.

When compiling cases, there can be many nuances in the numbering of sheets, so if the case has many difficulties in compiling, then it is best to first “sketch out” a draft, and then draw up a sheet - the witness in its final form.

Mistake #2.

It is necessary to file documents in the case. Among the documents that do not raise doubts regarding the assignment of sheet numbers, there are brochures with the last blank sheet. There are also sheets of non-standard format, but only partially filled. Since the cover cannot be torn off from the brochure, and the sheets may not be filled over the entire area, each sheet is numbered in order, without gaps.

How to make a correction to the sheet if an unclaimed work book was issued?

Sometimes it happens that a person quits his job, but does not pick up his work book for some reason. Then the book lies at the enterprise and waits in the wings. When filing documents in the archive, such work books are placed in envelopes and filed.

It happens that such unclaimed books are still taken away, and then corrections have to be made to the witness sheet. In this case, a handwritten inscription is made on the sheet, for example:

“The work book was issued (sheet 24), entry No. 205 was made in the work book movement book.

Archive specialist Sakharova Sakharova L.M.

07/15/2006"

How to make corrections if more than 5 errors were made when numbering the sheets of the case?

Sometimes, for some reason, errors “pop up” when numbering sheets in a filed file. In this case, 2 situations are possible:

– if there are less than 5 errors in the numbering, then the number of such sheets is indicated using letters

– if there are more than 5 errors in the numbering of sheets, then you will have to re-enter the serial numbers of the sheets, and cross out the old incorrect number with one line. At the same time, a new sheet is drawn up - a witness. The old sheet must remain filed in the file.

How to draw up a sheet of evidence for a personal file

Documents filed in the case with their own numbering of sheets (including printed publications) can be numbered in the general order or retain their own numbering if it corresponds to the order of the sheets in the case. 3.6.15. If a large number of errors are detected in the numbering of the case sheets, they are renumbered.

When renumbering sheets, the old numbers are crossed out and the new sheet number is placed next to it; at the end of the case, a new certification sheet is drawn up, while the old certification sheet is crossed out, but remains in the file.

If there are individual errors in the numbering of sheets in files when preparing them by the organization’s archive for transfer to state storage, it is allowed, in agreement with the state archive, to use lettered sheet numbers. 3.6.16.

In cases where the case consists of several volumes (parts), the general title of the case and the title of each volume (part) are placed on the cover of each volume (part). The headings of cases containing copies of documents indicate their copy number.

The authenticity of the case documents is not stated in the title. On the cover of the case, the extreme dates of the case are indicated in Arabic numerals - the year(s) of establishment and completion of the case. If the case includes documents (applications, etc.

), the dates of which go beyond the last dates of the case, then under the dates of the case a new line is made about this: “the case contains documents for ... year(s).”

Case dates may not appear on the cover of files containing annual plans and reports, as they are reflected in the case titles.

Attention

Labor Code of the Russian Federation, an employment contract with an employee may be terminated due to the disclosure of a secret protected by law that has become known to him in connection with the performance of labor duties, including due to the disclosure of personal data of another employee. Since such dismissal refers to dismissals for violation of labor discipline, such an employee must be dismissed in compliance with the procedure provided for in Art. 193

Labor Code of the Russian Federation. In this case, material damage means compensation by the employer for moral damage to the employee, and the employee compensates for direct actual damage caused to the employer, as well as to third parties (Article 238 of the Labor Code of the Russian Federation).

If harm to an employee was caused by the fault of a person who was responsible for non-disclosure of personal data, the employer may hold this person financially liable for the damage caused to the employee by such actions.

Certification sheet for the case

If the case is filed or bound without a form of the certification sheet, it is pasted behind the top of the sheet on the inside cover of the case. 3.6.17.

An internal inventory of case documents is compiled to record documents of permanent and temporary (over 10 years) storage, the recording of which is caused by the specifics of this documentation (especially valuable, personal, judicial, investigative files, etc.

), as well as for recording cases of permanent and temporary (over 10 years) storage, formed according to types of documents, the headings of which do not reveal the specific content of the document.

Blanker.ru

Labor Code of the Russian Federation and other federal laws on the protection of personal data. According to Art. 85 of the Labor Code of the Russian Federation, personal data means information necessary for the employer in connection with labor relations and relating to a specific employee.

As a rule, personal files are opened for: - employees from among the management of the organization (manager, his deputies (assistants), heads of structural divisions, etc.

); - for employees for whom financial liability may be established in accordance with the law (chief accountant (accountant), as well as deputy chief accountant, etc.). However, in many organizations, personal files are kept for all employees, regardless of rank, status and work performed.

This is primarily due to the fact that thanks to the information contained in one folder, you can quickly obtain objective information about the employee.

Important

The deadlines for cases containing organizational, administrative, creative and other documentation (protocols, transcripts, letters, reports, etc.

), for which precise dating is important, as well as cases consisting of several volumes (parts), the latest dates of the case documents are indicated, i.e. dates of registration (drafting) of the earliest and latest documents included in the case.

If the case is a journal of registration of orders, instructions, etc., then the date of the case will be the exact calendar dates of the first and last entries in the journal.

The deadlines for a case containing minutes of meetings are the dates of approval (for documents that are approved) or the drawing up of the first and last minutes constituting the case.

Help The entry in this case will look like this: A work book has been issued (sheet 58), and the corresponding entry No. 118 has been made in the Book of Accounting for the Movement of Work Books.

Head of the archive department Vasilieva P.K. PC. Vasilyeva 25.04.

2021 Please note that correct registration of cases (including filling out the certification sheet) contributes to the safety of documents and significantly speeds up their search for further use.

In addition, the correct grouping of documentation and its systematization makes it possible to facilitate such processes as conducting an examination of value and preparing documents for transfer to archival storage.

We register cases for permanent storage

In this case, you don’t need to redo anything, but simply take the previous number and put it on an unnumbered sheet, but with a letter. It will turn out, for example, 54, 55, 55a, 56, 57.....

The same goes for the missing ones: you accidentally missed the sheet about numbering - no big deal, just don’t forget to reflect this on the certification sheet. If there are no letters or missing sheets, put dashes in these fields.

Then we separately indicate the number of sheets of the internal inventory.

The following is a table about the features of the physical state of the case. In the left column we write what the feature is, in the right - on which sheets.

The features may be different: the sheet may be torn, filled with water or something else, the copy may be very pale or, conversely, dark to the point of being readable. Let's record this.

Employee's personal file

The document certifying the case is drawn up to record the number of sheets in the case according to the established form, which is given in Appendix 9 of the Basic Rules for the Operation of Archives of Organizations, approved by the decision of the Board of Rosarkhiv dated February 6, 2002. Cases of permanent and temporary (over 10 years) storage period and personal after the end of the calendar year in which they were created, they must be prepared for transfer to the archive.

Pre-archival preparation of files includes two procedures: registration and description. Registration is carried out by the person responsible for working with documents.

The registration includes drawing up a certification sheet. The certification sheet is drawn up in the case on a separate sheet (A4, A5 format) on the reverse side of the last blank sheet. It is prohibited to place the certification sheet on the cover of the case or the blank back of the last document.

3.6. requirements for registration of cases accepted into the archive

Posted in the topic: Archival file The document certifying the file must be drawn up on a separate sheet in the form established by regulatory requirements, which records:

• number of case sheets,
• letter numbers or, on the contrary, omitted in case of numbering errors, so as not to redo it, for sheets with numbers 1, 2, 2a, 3, 5 ... - 2a will be lettered (initially they forgot to number, when they noticed, they made an additional number with the letter “a” ), 4 is missing here (due to inattention, they first missed it, when they found it, they made a mark),

The specifics of the state and formation of the case are often left unfilled.

This should be a separate page that is filed last. In a situation where the case was initially drawn up and bound without a certification sheet, there is no need to unstitch the volume in order to file the form in it.

Just fill it out and stick it on the top to the inside of the cover.

As a result, the completed case will look like this: Cover; Title page; Internal inventory; Official papers filed in the case; Certification sheet; Cover; Read on the topic in the electronic journal Certification sheet for a personal file: sample design The currently valid Rules for organizing the storage of archival documents (Appendix No. 8) offer the following sample format for a certification sheet: This sample is valid for all permanent and temporary cases (more than 10 years) shelf life.

Personnel matters are no exception to this rule.

Source: https://tk-advokat.ru/2021/04/21/kak-oformit-list-zaveritel-lichnogo-dela/

Certification sheet for the case: content and design

The certification sheet is then pasted behind the top of the sheet on the inside cover of the case. Is it possible to make changes to the certification sheet? The 2015 Rules require that all changes in the physical condition or composition of the case be recorded on the certification sheet.

The physical condition does not raise any questions, but can the composition of the stitched case really change? Yes maybe. A striking example is the unclaimed work books, which we talked about a week ago. Since they can come for them at any time, books about the firmware of the volume are not punctured.

The envelopes in which they are enclosed are pierced, with 1 envelope corresponding to one sheet of the case. If after a few years a person or his relatives request this book, then we issue it in accordance with the general procedure.

After this, do not forget to make the appropriate entry in the document certification sheet, otherwise it will turn out that we lost the book directly from the file.

The specificity of compiling an internal inventory of documents in a personal file is that it is included in the file immediately upon its establishment and is filled out as it is maintained.

That is why the internal inventory provides for the inclusion of new documents in the personal file, as well as the removal of documents from the personal file, and the replacement of originals with copies (recorded in the “Note” column).

If the case is already bound and filed, the internal inventory of documents certified by the compiler is glued with the top edge to the inside of the front cover.

Please note that when preparing a case for submission to the archive, the sheets of the internal inventory are numbered separately from the sheets of the personal file. After an employee is dismissed, his personal file is closed, that is, removed from the folder and stitched. At the same time, it is important not to forget to draw up a certification sheet.