Advice 1: How to make the case when submission to the archive

In accordance with article 17 of the Federal law 125-F3, the case of dismissed employees to be transferred to the archive. Before the surrender documents must be filed, numbered, to produce inventory and make the cover. It must be done by an authorized employee of the personnel Department.
How to make the case when submission to the archive
You will need
  • folder;
  • - all documents;
  • pencil;
  • - inventory;
  • the acceptance inventory.
To refer the case to resigned employee in the archives put the documents in reverse chronological order. This means that employment you were a private matter, the first sheet of which was the statement of work. The submission of the case to the archive the first sheet is a statement about the dismissal.
Hemming a private matter of the employee, at the same time make an inventory of filed documents. In a personal matter for transfer to the archive file all the documents: resume, copies of education certificates, copies of orders on hiring, dismissal and other orders that were published in the working process of the employee. It can be orders to increase or decrease of the salary, on transfer, on the execution of additional duties etc. and attach all certificates which have ever presented to the employee in your organization, a copy of the labour contract, additional agreements, regulations relating to the work of the employee.
Hem the thing in a folder folder, number all the leaves in the upper right corner. This should be done in pencil. Top hem the inventory, sign the folder, put the code letter in the initial letter of the surname of the employee, as well as on the cover of the folder in large figures the year of dismissal from your company.
The accounting year of layoffs you can be one employee or several, resigned in one year. If you need accounting for several employees, you put all your personal Affairs in the same shared folder and sign the year of the dismissal on the cover. In the same folder can store up to 250 sheets. Every complex case match not only for the year of dismissal, but in alphabetical order of surnames.
When transferring all files to an archive, make a routine inventory. In the first column indicate the ordinal numbers of the cases, the second indexes of all cases by item. The third column is filled according to the name of headers, a fourth date, the fifth – the number of sheets, the sixth – in terms of storage, the seventh Earl you can fill out, if you have notes or additions.
Employee records stored in the archives for 75 years from the date of receipt. If necessary, they are issued certificates for registration of the pension confirmation of seniority or other information, but only personally retired employee or by court order.

Advice 2: How to draw up documents for delivery to the archive

The paperwork for delivery to the archive is carried out after the end of the year. Therefore, prepare documents for storage in connection with the established rules. Depending on the storage time, as well as the value of the documents of the case issued in full or in a simplified system.
clearance of documents
Make a range of cases for documents temporary storage (up to 10 years). Check the correctness of the case (if there are any documents with a permanent retention period). Business leave on the folders, they need to be systematized nomenclature of Affairs and to number them is not required. In the files of the case shall be at the range of.
For cases of long-term storage (over 10 years)is:
1. Back cover case ( solid filed in a folder or cover of durable thread four puncture or can be twisted).
2. Numbering of pages (black lead pencil in the upper right corner, not touching the text of the document).
3. Compilation of page of labels (indicate how many sheets hemmed, if there's any damage, sign and put date).
4. Drafting internal documents inventory (for businesses with highly valuable documents, personal, forensic and investigative Affairs, etc.). At the end of the inventory, indicate the number of documents in the case and the number of sheets of inventory.
5. The execution of all details of the cover of the case (name of institution, structural subdivisions, office index of deeds, the title of the case, the retention period of the case.
For documents of permanent or long term storage, make an inventory. It should include individual case number, as well as reveal the title of the case, its content and composition. The inventory also must specify the retention period of the case. Specify the number of cases and the number of the first and last things and sign and date. For business personnel, a separate inventory.
Hand the prepared case to the archive. Worker of archive in your presence check of the item or inventory number of cases, will make the inscription page, write down the number of missing cases put a date of acceptance-transfer of Affairs. The inventory shall be endorsed by signatures of the persons who carried out the handover of cases.
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