Gather the necessary documents of the same category, that is, documents belonging to the same species (confirming the costs of production, receiving/distribution, etc.). Separately collect regulatory documents: orders, decrees, ordinances. Sort them according to authorship (the orders of the head of the organization, orders of the heads of Department, etc.).
Create a folder to store the already parsed documents and hem all in chronological order. Make an inventory of each folder. Give them an inventory number.
Create on the basis of the documents table with the relevant fields, dividing the sheet into columns and rows. Sign columns in accordance with the purpose of the document and its functionality. Note, however, that the register shall contain comprehensive information about the documents, so you don't have for one reason or another, again and again to open the document and study it. So, for example, the register of documentsconfirming the expenses must contain the following columns: document number, name, document content, amount and mark on the return document.
In turn, the registry of documents of shareholders of OJSC, CJSC, etc. should include the necessary data to identify all registered in the registrye persons, fixing their rights for shares, income stock registered in the registryof entities e, the collection of data about all owners of the shares, as well as information on obtaining various meeting notices and other events.
You should know that in the preparation of the registerand documents for your convenience and speed of search in the subsequent, you need to keep all records in chronological order.
Only if the registry documents will be drawn up correctly, you do not need to spend extra time looking, you can quickly and easily find the necessary paper to send your query or notification and qualitatively carry out their work.
Advice 2 : How to make an inventory in the individual case
A personal matter is a whole volume of documents on the employee, which contain the required personal information about the employee and data on its seniority. Personal business is conducted individually for each employee in a separate folder. For personal business employee has allowed a convenient way to organize employee information, there are Oprahdelena , the rules of its formation.
Remember that a personal thing mandatory is only for employees of public service departments, and all other employers take the decision on conducting or not conducting personal Affairs on your own. However, if the decision on maintenance of personal files of employees was made to execute the documentation should be in accordance with the rules of record keeping.
Part of the personal file of the employee includes a large amount of documentation including employee profile, his background, recommendations and specifications, documents on the obtained education, etc. One of the essential attributes of the personal file of the employee is an internal inventory of documents of the case.
Make an internal inventory of the documents is the first document attached to case. As a personal matter is formed in chronological order, in a similar way is prepared and the inventory. Thus, initially, the inventory entered, the entire list of documents issued and received from the employee when applying for a job. In the future, with new documents, documents hemming in and make an inventory in chronological order.
In the conduct of personal Affairs officer each filed document assign a sequence number. Separate numbering tag of the page. In addition, depending on the category of the document, it assigns a special index.
When entering data into the internal inventory of documents from the personal file, specify information about the index number and the index of each document, complete the document name and the number of sheets in a case that the document takes. The leaves, which conducted the inventory, number separately from the General array case. Internal inventory by verifying its own signature and its transcript indicating the position. Correct filling of the internal inventory that allows you to organize personnel files and to make access to the employee information in a convenient and expeditious.
Advice 3 : How to make an inventory of the documents
The inventory document is a reference guide which reveals the structure and content of documents, sistematizirovat and consider them within the entire set of documents. Compilation of inventories is an important step in the processing and streamlining of documents, whose goal is not only preservation of documents, but their clear design.
Making the inventory of the documents follow on organization's letterhead (if available). It is not mandatory but desirable requirement for such documents. In any case, the organization name must be specified.
Specify the header that should contain identifying information about the identity documentsthat are inventoried. For example, "the inventory of the documentsthat are in the criminal case,""an Inventory of documentsavailable in certification", "Inventory documents for a visa to Denmark," etc. If the compilation of inventories is regularly, list the serial number of the inventory.
Create a table consisting of the following sections: "№ p/p", "document Name", "Number of sheets in the document." Fill in all the fields listed. If necessary, add lookup columns to a table. For example, "Pages from _ _ to ___", "pages", "Value", "note", etc.
Under the table write down how many total sheets of documents or copies you include in the inventory. Write in figures and in words: three (3), 25 (twenty five).
Complete inventory list signed by the leaders of the organization, is somehow responsible for making this list (the inspector of the personnel Department, production Manager, etc.). Write the full name of the position of the head and a transcript of his surname, name and patronymic. If you want to include the document name and signature of the person who passed and accepted the documents.
Please also provide the date of the document. It can be located both at the end and the beginning of the inventory, both the left and right of the document. The seal of the organization in the inventory is not put.
The inventory of the documents compiled in two copies: one remains in the organization, the other is filed at the place required.
If necessary, you can always use the sample records that are available online in large quantity, and diversity.