Features of the physical condition and formation of the case example. Great secretary

Are you preparing documents for transfer to the archive? Don't forget to draw up a document certifying the case. Fill in the appropriate form with information about the number of sheets and their physical condition. Explain the features of numbering.

From the article you will learn:

Certification sheet in the accounting document system

Modern office work is a separate area of activity devoted to documentation issues, as well as the organization of work with documentation. One of the most important areas clerical activities formation of cases is considered. The term “case” refers to documents combined into a set based on the principle of belonging to one area of work. A case brings together documentation related to the same issue. For example, these could be personnel, reporting or financial documents.

The safety of the most important official papers, as well as the speed of their retrieval during subsequent work, depends on the correct distribution of documentation into files. Of great importance when creating cases is the systematization and arrangement of documents within the case, i.e. the principle of its formation.

The inventory belongs to the category of accounting documents and is, in fact, a kind of table of contents, a list. The inventory indicates their serial numbers, identification indexes, names, dates of registration, page numbers. The need and rules for compiling inventories are determined by internal regulations: Instructions for office work, as well as special provisions and instructions.

The document certifying the case can also be considered an accounting document. It contains information about the peculiarities of the content of the case in the archive of the institution and the specifics of its formation. It is used to keep track of the total number of case sheets. In addition, it records the peculiarities of their numbering.

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 shape is defined regulatory requirements to organizing storage archival documents. A sample form for a case certification sheet is contained in Appendix No. 8 to the Archival Rules.

Standard form details include:

Name of the document type;
Job title of the compiler;
Signature;
Transcript;
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 top part To inside covers. As a result, the completed case will look like this:

Certification sheet for a personal file: sample design

Operating on this moment The 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 cases of permanent and temporary (more than 10 years) storage period. Personnel matters are no exception to this rule. All cases that are being prepared for transfer to the institution’s archives after completion calendar year, must be described and executed in the manner prescribed by the Rules. According to this regulatory document, at the end of each case on paper based a certification sheet must be filed. In general, it is in A4 format; in card files it corresponds to the card format. The sheet must not be placed on the cover of the case or the back of the last page.

Attached documents:

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 also missing, total number 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 with a copy of one or another official paper. An additional example is work books, which are not filed in the file, but placed in an envelope. After some time 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 relevant 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 Archive Department Vasilyeva P.K. PC. Vasilyeva

25.04.2017

Note that correct design files (including filling out a 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:

why is a certification sheet needed and is it obligatory;
how a personal file certification sheet is drawn up;
personal file certification sheet: sample design;
what information is indicated when filling out the certification sheet;

Certification sheet in the accounting document system Modern office work is a separate area of activity devoted to documentation issues, as well as the organization of work with documentation.

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.

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

Certification sheet for the case

The certification sheet is drawn up in the case on a separate sheet, in books - on the reverse side of the latter clean slate, in card files - on a separate blank sheet of card format. The case certification sheet is drawn up in the prescribed form (Appendix 9), which indicates in numbers and in words the number of numbered sheets of the case, the number of sheets of the internal inventory, specifies the specifics of the numbering of case numbers (presence of lettered case numbers, missing numbers, numbers of sheets with pasted photographs, numbers large-format sheets, envelopes with attachments and the number of sheets enclosed in them), and also indicates 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 document certifying the case is signed by its compiler.

Blanker.ru

Ministry of Culture (Order No. 526 dated January 31, 2015), filling out the certification sheet is included in the procedure for registering cases 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.

Help The standard details of the form include:

Name of the document type;
Job title of the compiler;
Signature;
Transcript;
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.

Attention

On the cover of permanent storage files there is a place for the name state archive, into which the organization’s affairs will be accepted, designations of state archive and organization codes. When the name of an organization (structural unit) changes during the period covered by the case documents, or when the case is transferred to another organization (to another structural unit), the new name of this organization or the legal successor organization is indicated on the cover of the case, and the previous name of the organization (structural unit) is enclosed in parentheses. The title of the case on the cover of the case is transferred from the nomenclature of the organization’s cases, agreed upon with the expert review commission of the relevant archival institution.

If necessary, clarifications are included in the title (numbers of orders, protocols, etc.).

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 certifying sheet specifies the following features of the numbering of case documents: the 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.

We register cases for permanent storage

Not superfluous personal Since for budgetary organizations the procedure for maintaining personal files is not regulated, we recommend that the employer adopt a local regulatory act that will regulate the issues of maintaining, registering and storing personal files. For your information. A case is a document or a set of documents related to one issue or area of activity, placed in a separate cover. Cases are considered initiated from the moment the first executed document is included in them.

When managing employees' personal files, strict rules must be followed, even if this is not a mandatory requirement for the employer. It is important to remember that regardless of what the created folders are called (“personal data”, “dossier” or something else), they contain the employee’s personal data, therefore it is necessary to comply with all the requirements stipulated by Chapter.

Employee's personal file

The case is considered opened after inclusion in the storage folder of the first executed document. At the same time, the cover of the opened case is drawn up. The cover of the case is drawn up in the prescribed form (Appendix 3). The following information is included on the cover of the opened case: name of the organization; the name of the structural unit of the organization in which it was formed; case index according to the nomenclature of cases; case title; the shelf life of the file or the inscription “Keep permanently” (transferred from the list of files).
On the cover of permanent storage files, space is provided for the name of the state archive into which the organization’s files will be accepted, designation of the codes of the state archive and organization.

3.6. requirements for registration of cases accepted into the archive

The extreme dates of 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), are marked with the extreme dates dates of case documents, 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.
The deadlines for a personal file are the dates of signing the order for the hiring and dismissal of the person for whom the file was opened.
We are talking, for example, about the presence in the file of documents with illegible text, glued sheets (if there are large diagrams, etc.), torn sheets, pasted photographs, if there are envelopes in the file with attachments in them, etc. The certifying sheet of the case must be signed by its compiler, in this case a transcript of the position and signature is made, and the date is affixed. In the process of using archival documents, if necessary, the necessary notes are subsequently made on the certification sheet.
If the case is filed without a certification sheet, then it should be pasted at the top on the inside cover of the case. But usually it is placed after the last document and in this form the case is stitched. At the beginning of the article there is an example of filling out a certification sheet. You can also download a sample document document in doc format. To complete the case, you may also need a sample internal inventory of the case documents.

Drawing up a document certifying the case

The document certifying the case is drawn up in order to record the number of sheets in the case according to the established form (Appendix 1). In the certification letter of the case sheet, the number of numbered sheets of the case, the number of sheets of the internal inventory are indicated in numbers and in words, the features of the numbering of the sheets of the case and the physical state of the case documents are specified, the presence of letter numbers of the case sheets, missing numbers, numbers of sheets with pasted photographs (with the exception of personal cases), numbers of large-format sheets, envelopes with attachments and the number of sheets inserted in them, and also indicates the presence in the case of printed copies of brochures with the number of sheets in them, if they were not noted in the general gross numbering in the case. The number of sheets of the internal inventory, which is numbered separately and placed at the beginning of the case, is indicated in the case certification sheet after the total number of sheets of the case through the + (plus) sign. For example, “the file has 100 (one hundred) sheets filed and numbered + 5 sheets of internal inventory.”

Subsequent changes in the composition and state of the case (damage, shortage of documents, replacement of originals with copies, etc.) are noted in the certification sheet of the case with reference to the relevant act. The marks are certified by the clerical or archival service of the organization indicating the date.

The document certifying the case is placed at the end of the case and is drawn up on a form or blank sheet of A4 paper. For personnel files that do not have envelopes with attachments, it is allowed to draw up a certification sheet on a sheet of A5 paper. In books, the certification inscription is indicated on the reverse side of the last blank sheet, in card files - on a separate blank sheet of card format. The document certifying the case is signed by the compiler. The certification inscription in the document certifying the case must be written legibly, indicating the position, transcript of the signature, personal signature and date of preparation.

It is prohibited to place the document certifying the case on the cover of the case or the blank back of the last document. In cases where the case has already been filed or bound without a blank sheet of certification or a blank A4 sheet, it is pasted behind the top of the sheet on the inside cover of the case or can be filed at the end of this case.