Submission of documents to the archive is one of the key stages of office work. This is the internal archive of the organization. The most difficult issues are the time period and rules for storing archival documents, since the requirements and regulations are scattered across various legal acts. In any organization there is documentation (management, personnel, accounting), which is annually filed into a single file and is subject to storage.

A complete methodological list of standard management documentation and the retention periods for each of these file folders are given in (as amended on February 16, 2016). They say how long personnel records should be kept (everything related to the investigation of an industrial accident - 45 years) and (in terms of personnel, any case created before 2003 should be kept for 75 years, any later case - 50 years). The procedure for working with accounting and tax documents determines, and a number of by-laws.

Organizations constantly have expert commissions whose activities are the assessment and examination of the production documentation of the enterprise in the process of office work and transfer to the archive, as well as the establishment of storage periods. Every year, this service decides which documents are to be kept and which can be destroyed.

Preparing cases for archiving

A certain preparation of files for transfer to archival storage is required, which consists in combining disparate documents into a single file. The volume of the folder containing the archival file should not exceed 250 pages. When designing one folder, the case must be:

• stitch (for 4 punctures) or bind all pages;
• number the pages in the upper right corner;
• draw up an internal inventory of documents - a table of contents;
• prepare a certification sheet (mark the number of pages, match the numbering, etc.; certified by the compiler's signature);

Sample filling and form of certification sheet

• issue a hardboard cover for each case (with the name of the organization, title, latest dates, registration number of the “Case” folder);

Case cover template

Preparing documents for archiving

After the separate folders "Case" are collected, you need to draw up a general inventory on them.

In this way, inventories of the folders "Case" for permanent and temporary storage and "Case" for a personal fund are compiled.

Inventory folders "Case", in turn, are subject to separate accounting. They must be included in archival storage also according to a separate inventory.

You can download samples of forms of inventories of archival cases by the link

Rules for storing archival documents

Archives for storing folders "Delo" are located in separate rooms, which guarantee the safety of the stored documentation. The premises must be dry, heated, well ventilated, comply with fire safety and sanitary standards. Thus, the archive service guarantees the protection of the stored folders "Case" from damage.

In addition, the archive must be securely guarded (using metal bars on the windows, burglar alarms, etc.), and then the File folders will not be damaged or stolen by strangers.

All Delo folders are placed on special numbered racks, long-term storage - in boxes or cases, less valuable (up to 10 years) can be placed in bundles. It is forbidden to put separate folders "Case" on the floor or window sills.

If the volume of the “Case” folders is very large, the archive staff can draw up so-called topographic maps that will help you navigate among the shelves and racks

Special opinion

Organizational documents are a valuable resource of information. To prevent it from being used against you, you should adhere to the rules for storing documentation, which are prescribed by law. But the legislative system determines the procedure for creating an archive. And what method of storing documents to choose and how to arrange documents in the archive, each company decides on its own.

There are two main approaches to storing documents: the formation of an archive at the enterprise on its own and the transfer of documents for storage to archival companies.

To organize your archive yourself, you will need:

1. Competent personnel with the knowledge and experience to carry out archival processing of documentation and transfer of files to the archive (drawing up inventories, drawing up acts on the allocation of documents for destruction, etc.).
2. A specialized room for long-term storage of paper media, where the requirements for humidity, temperature and amount of light are met.

When the company's document flow is small, all documents can be stored in the same room where the workflow takes place. If there is a lot of documentation, it is necessary to allocate a separate room for the archive.

To make it easy to find any document in the archive organized by you, start a nomenclature of cases - a classifier of documents with an indication of their storage periods.

To simplify the search for the necessary documents, you can use the tips:

• allocate a place for each structural unit for documentation, taking into account annual replenishment;
• allocate cases with a permanent shelf life and a temporary one (more than 10 years) to different shelves.

Separately keep files on personnel and documentation of liquidated companies (if any).

Outsourced storage of documents has certain advantages over self-organization of storage and is suitable for those who plan to:

1. Save money by reducing the cost of renting and maintaining office space occupied by storage.
2. To increase the efficiency of employees and reduce the non-core workload, which often falls on the shoulders of employees of the accounting and personnel department.
3. Ensure continuity of processes in document management.
4. Create an electronic archive that allows you to get online access to the documentation database at any time and optimize the time to search for it.

Choose your storage partner carefully.

On September 21, the Rules for organizing the storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state authorities, local governments and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526; hereinafter - the new Rules) began to operate.

What guided you before the release of the new Rules?

Prior to the approval of the new Rules, the archives of state authorities, local governments, organizations (hereinafter referred to as the archives of organizations) were guided in their work by the Basic rules for the work of archives of organizations, and some archives of organizations used a very old document - Basic rules for the work of departmental archives. Both documents were not normative documents, but determined their status as a normative and methodological document. At the same time, the Basic Rules of 1985 really had the status of a regulatory document, since they were approved by the order of the Main Archives, and the Basic Rules of 2002 were not approved by the Federal Archives, therefore they did not have the status of a regulatory document.

For what reason, in the presence of the Basic Rules of 2002, did it become necessary to develop a new, moreover, normative, document on organizing the storage of documents in the archives of organizations?

The fact is that in 2004, the Federal Law of October 22, 2004 No. 125-FZ “On Archiving in the Russian Federation” (hereinafter - Federal Law No. 125-FZ) was adopted, which introduced many innovations in the organization of archiving in the country :

extraction

from Federal Law No. 125-FZ

Article 13. Creation of archives

1. State bodies, local self-government bodies of the municipal district and urban district required to create archives for storage, acquisition, accounting and use of archival documents formed in the course of their activities.

2. Organizations and citizens the right to create archives for the purpose of storing archival documents formed in the course of their activities, including for the purpose of storing and using archival documents that are not state or municipal property.

Article 17

1. State bodies, local self-government bodies, organizations and citizens engaged in entrepreneurial activities without forming a legal entity are obliged to ensure the safety of archival documents, including documents on personnel, during the periods of their storage established by federal laws, other regulatory legal acts of the Russian Federation Federation, as well as lists of documents […]

Also, this Federal Law introduced the concept of ownership of archival documents (documents may be in state (federal, property of the constituent entities of the Russian Federation), municipal, private property (non-governmental organizations and individuals)).

In addition, the Order of the Ministry of Culture of Russia No. 19 dated January 18, 2007 approved the Rules for organizing the storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences (hereinafter referred to as the Rules 2007).

These two circumstances, as well as the fact that the Basic Rules did not have the status of a normative document, forced us to turn to the development of a normative document that determines the procedure for storing documents in the archives of organizations.

"What will be the comments?"

During the development of the draft new Rules, the document was twice widely discussed among archivists:

• the first time - by employees of archival management bodies in the constituent entities of the Russian Federation, state and municipal archives;
• the second time - by employees of federal executive bodies.

More than 400 remarks came from state and municipal archives alone. All the comments received were carefully considered, and at the final stage - by a temporary working group, which included specialists from the Federal Archives and VNIIDAD. It should be noted that many comments were caused by the desire of archivists to describe in as much detail as possible the individual processes of archival technologies used to ensure the safety, accounting, compilation and use of documents in the archives of organizations, which, in principle, was impossible to do, given the status of the new Rules as a normative document.

At the same time, some remarks were of a fundamental nature, for example, the remark that in the “Assembly” section of the draft new Rules, the question of the examination of the value of documents was not consistently stated, in particular, due to the fact that provisions related to the nomenclature of cases were excluded. Considering that at present the form of the nomenclature of the organization’s affairs and the procedure for its development are set out only in a methodological document - Methodological recommendations for the development of instructions for office work in federal executive bodies, when finalizing the draft of the new Rules, it was decided to include in the “Packing” section the main provisions on the nomenclature of cases, including the form of the nomenclature of cases (summary and structural subdivisions).

Appointment of new Rules

The new Rules are intended for public authorities, local governments, organizations that create archives for the storage, acquisition, accounting and use of archival documents formed in the course of their activities.

They do not apply to the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents containing information constituting a state secret.

The new Rules are a normative document. Their regulatory status determines more stringent requirements for their content. Previously issued rules (see above) included not only norms (rules, requirements), but also recommendations, methods on how these norms should be applied. All provisions of a recommendatory, methodological and descriptive nature are excluded from the new Rules. It was in this part that the draft of these Rules during the discussion was criticized by archivists, who constantly said that the Rules should be detailed and contain not only the rules themselves, but also the mechanism for their implementation.

Structure and content of the new Rules

The new Rules consist of seven sections:

1. General provisions.
2. Organization of storage of documents of the Archival Fund of the Russian Federation and other archival documents in the organization.
3. Accounting for documents of the Archival Fund of the Russian Federation and other archival documents in the organization.
4. Completing the archive with documents from the Archival Fund of the Russian Federation and other archival documents.
5. Organization of the use of documents of the Archival Fund of the Russian Federation and other archival documents of the organization.
6. Transfer of documents of the organization for storage in the state (municipal) archive.
7. Transfer of documents during the reorganization or liquidation of the organization, change of the head of the archive of the organization.

The annexes to the new Rules provide accounting and other forms of documents used in the archives of organizations.

The sequence of the main sections of these Rules corresponds to Federal Law No. 125-FZ and the Rules of 2007, although, as many experts noted at the discussion stage, it would be more logical to start with acquisition and end with use.

The sections of the new Rules reflect the main functions of the archive of the organization:

• organization of storage of documents of the Archival Fund of the Russian Federation and other archival documents;
• accounting of documents;
• completing the archive of the organization with documents;
• organization of the use of archival documents;
• transfer of documents for storage to the state (municipal) archive.

In addition, the new Rules include the section "Transfer of documents in the event of reorganization or liquidation of an organization, change of the head of the archive of an organization."

note

Unlike the Basic Rules of 2002, Rules No. 526 do not contain provisions relating to the organizational aspects of the activities of the archive itself (the goals and objectives of the archive, its functions, rights, etc. are not defined). Their main purpose is to establish requirements for organizing the processes of archival storage of documents from the acquisition of an organization's archive with documents to the organization of the use of documents.

Let's look at the sections in more detail.

Section I. General Provisions

Defines the legal basis for the development and scope of the document, and also contains provisions that define some of the organizational bases for the organization's archive.

The new Rules apply to public authorities, local governments and organizations - sources of acquisition of state and municipal archives, in the course of which documents of the Archival Fund of the Russian Federation are formed (hereinafter - organizations). The provisions of these Rules can also be used by other state and non-state organizations, in whose activities documents of the Archival Fund of the Russian Federation are not formed.

Based on the provisions of Federal Law No. 125-FZ, the new Rules state that state bodies, local self-government bodies of a municipal district, city district and intracity district are obliged to create archives for the storage, acquisition, accounting and use of archival documents formed in the course of their activities. The tasks and functions of the archive (central archive) of the state body, local government body, organization - the source of acquisition of the state, municipal archive are determined by the regulation approved by the head of the organization.

note

The new Rules do not apply to the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents containing information constituting a state secret.

Section II. Organization of storage of documents of the Archival Fund of the Russian Federation and other archival documents in the organization

Defines the concept of the archival fund of the organization and the types of archival funds of the organization.

The archival fund of the organization is part of the documentary fund, including documents of the Archival Fund of the Russian Federation, documents on personnel and documents of temporary (over 10 years) storage periods included in the records of the archive. The archival fund is subject to storage in the archive of the organization.

Types of archival funds of the organization:

• the archival fund of the organization, consisting of documents from the Archival Fund of the Russian Federation and other archival documents;
• a joint archival fund, consisting of documents of the Archival Fund of the Russian Federation formed in the course of the activities of two or more organizations and other archival documents that have historically and / or logically conditioned connections with each other;
• an archival collection consisting of individual archival documents of various origins, united according to one or more characteristics (thematic, author's, specific, object, etc.).

Storage of paper documents. Clause 2.9 of the new Rules emphasizes: archival documents are stored in a systematic manner within the archival fund. The unit of systematization of documents of the archival fund in the archive of the organization is the unit of storage. The rules also define the signs of systematization of storage units of the archival fund:

• structural (belonging of storage units to structural divisions of the organization);
• chronological (by periods or dates to which storage units belong);
• functional, sectoral, thematic, subject-question (taking into account the functions of the organization, topics or issues related to the content of storage units);
• nominal (according to the clerical form - types and varieties of documents);
• correspondent (for organizations, as a result of correspondence with which units of storage were formed);
• geographical (in accordance with certain territories, settlements and other geographical objects with which the content of documents is associated, their authors, correspondents);
• author's (by the names of organizations or the names of citizens who are the authors of documents).

Requirements are established for ensuring the safety of documents (normative (optimal) conditions for storing documents; rational placement of documents in the archive; checking the availability and condition of documents, the procedure for searching for documents), including features of storing electronic documents

Storage of electronic documents. The rules define the mandatory conditions for the storage of such documents:

• the presence in the archive of the organization of at least two copies of each storage unit of electronic documents (the main and working copies must be on different physical devices);
• availability of technical and software tools designed to reproduce, copy, convert and migrate electronic documents, control their physical and technical condition;
• ensuring the mode of storage of electronic documents, excluding the loss, unauthorized distribution, destruction or distortion of information.

The format of text electronic documents transferred for storage to the archive of the organization - the source of acquisition of the state and municipal archives - PDF / A.

The rules provide that in the event of a change in the software and hardware environment and the obsolescence of computer formats, damage to the media, the archive of the organization carries out work on converting electronic documents into new formats and / or onto new media.

In addition to the provisions considered, this section establishes the procedure for checking the availability and condition of archival documents (clause 2.39-2.43), organizing the search for undetected documents (clause 2.44), the procedure for issuing documents from the archives (clause 2.45-2.48), as well as the procedure ensuring the safety of archival documents in emergency situations (clause 2.49).

Checking the availability and status of paper documents. Conducted in the archive of the organization by a commission or at least two employees at least once every 10 years, electronic documents - at least once every 5 years.

According to clause 2.11.5 of the Order of 2007, extraordinary one-time checks of the availability and condition of all documents of the organization's archive or their individual parts (groups) are carried out:

• in case of natural disasters, mass displacements and other circumstances, as a result of which archival documents may be lost or damaged,
• when changing the heads of archives.

Based on the results of the audit, the following acts are drawn up:

• checking the availability and condition of archival documents (Appendix No. 3);
• on technical errors in accounting documents (if any) (Appendix No. 4);
• about the discovery of documents (not related to this fund, unaccounted for) (Appendix No. 5).

The procedure for issuing documents from the archives. Documents are issued on the basis of the written permission of the head of the archive of the organization or his deputy (if the archive is an institution), the head of the structural unit of the organization (if the archive is a structural unit):

• employees of structural divisions of the organization;
• judicial, law enforcement and other authorized bodies in the prescribed manner;
• other users upon written request.

The term for issuing documents from the archive should not exceed:

• one month - for use by employees of the organization and other users;
• six months - to judicial, law enforcement and other authorized bodies.

It is possible to extend the period for issuing documents - with the permission of the head of the organization on the basis of a written confirmation of the user on the preservation / preservation of documents.

Electronic documents are issued from the archive in the form of electronic copies or copies on paper.

Documents from the archives are not issued:

1. if there is a use fund;
2. in poor physical condition.

Section III. Accounting for documents of the Archival Fund of the Russian Federation and other archival documents in the organization

Dedicated to questions a couple of documents of the Archival Fund of the Russian Federation and other archival documents in organizations.

As established in clause 3.1 of the new Rules, all documents stored in the archive of the organization, including documents on personnel, copies of documents from the fund for use (if any) and inventories of cases and documents are subject to accounting.

The main accounting units of archival documents are:

Each storage unit is assigned an account number, which is part of the archive cipher.

Our dictionary

Archival cipher- a designation applied in the lower left corner to each storage unit in order to ensure accounting and identification - consists of: the number of the archive fund; numbers of the inventory of cases, documents; storage unit number.

The archival cipher of electronic documents stored on separate electronic media is indicated on the insert enclosed in the media case. The archival cipher of electronic documents stored in the archive information system is part of the meta description (mandatory description element) of the electronic document container.

Information about the accounting units of the archive is reflected in the accounting documents. A new provision of the Rules in the organization of document accounting is the provision on the allocation of two groups of accounting documents in the organization's archive: main (mandatory) and auxiliary.

The composition of the main (mandatory) accounting documents of the archive of the organization includes:

• book of accounting for the receipt and disposal of cases, documents (Appendix No. 11);
• list of funds (Appendix No. 12);
• fund sheet (Appendix No. 13);
• inventory of cases, documents (appendices No. 14-16);
• register of inventories (Appendix No. 19).

Forms of inventories of electronic cases are given in appendices No. 17, 18 of the new Rules.

The composition of auxiliary accounting documents is not regulated, each archive has the right to use as auxiliary those accounting forms that it needs due to the specifics of the documents in storage, or for other reasons.

The rules also establish that the organization's archive can keep records in an automated mode using accounting databases (DB) (see clause 3.13). Accounting databases of the archive of the organization - the source of acquisition of the state (municipal) archive must be compatible with the corresponding accounting databases of state (municipal) archives and archival management bodies.

Section IV. Completing the archive with documents from the Archival Fund of the Russian Federation and other archival documents

dedicated issues of completing the archive of the organization with documents from the Archival Fund of the Russian Federation and other archival documents. Acquisition of the archive of the organization is a systematic replenishment of the archive with documents of the structural divisions of the organization.

It has been established that the documents of the Archival Fund of the Russian Federation and documents of temporary (over 10 years) periods of storage, incl. documents on personnel are transferred to the archive of the organization no earlier than one year and no later than three years after the completion of cases in office work. The exception is documents on the personnel of state civil and municipal employees dismissed from service - they are transferred to the archive of the organization after 10 years from the date of dismissal of employees.

note

Cases of temporary storage periods (up to 10 years inclusive), as it has long been established in the practice of the archives of organizations, are not transferred to the archive, they are stored in the structural divisions of the organization and after the expiration of the storage periods are subject to destruction in the prescribed manner.

The new Rules state that cases are transferred to the archive of the organization after an examination of their value. For this reason, this section establishes the procedure for conducting an examination of the value of documents, preparing cases for transfer to the archive of the organization, compiling inventories of the cases of structural units, on the basis of which cases are transferred to the archive of the organization, and also emphasizes that prior to the examination of the value of documents in the prescribed manner, destruction documents are prohibited.

In the provisions of the section, attention is drawn to the fact that inventories for permanent storage cases and for personnel, acts for the destruction of documents are considered at a meeting of the expert commission (EC) of the organization, as a rule, simultaneously. Based on the results of consideration, the EC coordinates the inventories of cases, documents of permanent storage and personnel, and acts on the allocation of documents for destruction.

Organizations - sources of acquisition of the state (municipal) archive submit inventories of files of documents of a permanent storage period and personnel (annual sections), agreed by the organization's EC, for consideration by the expert verification commission (EPC) of the archival institution:

• permanent storage period - for approval;
• on personnel - for agreement.

After the inventories of cases, documents are approved and agreed upon by the EPC, these inventories and the act on the allocation for destruction of documents that are not subject to storage are approved by the head of the organization. Further, the cases allocated under the act for destruction can be destroyed.

Organizations whose activities do not create documents of the Archival Fund of the Russian Federation should not coordinate the inventories of cases by personnel with the EPC of the archival institution.

note

Clause 4.13 of the new Rules establishes that electronic files with expired storage periods are subject to allocation for destruction on a general basis, after which they are physically destroyed or destroyed by software and hardware with a corresponding note in the act.

Particular attention in this section of the Rules is given to the nomenclature of the affairs of the organization. According to its main principles:

• fixes the classification (grouping) of executed documents into files (electronic files) and is the main accounting document reflecting the composition and organization of the documentary fund of the organization;
• is the basis for compiling inventories of cases, documents of permanent and temporary (over 10 years) storage periods, as well as for recording cases of temporary (up to 10 years inclusive) storage periods;
• is developed on the basis of standard, departmental and other lists of documents indicating the periods of storage, other regulatory legal acts, as well as standard and exemplary nomenclatures of cases;
• is drawn up in the prescribed form (Appendix No. 25) on the basis of the nomenclatures of cases of structural divisions (Appendix No. 26).

Organizations - sources of acquisition of state (municipal) archives once every five years coordinate the nomenclature of cases with the CEC (EC) of the organization and submit it for approval by the relevant EPC or the state (municipal) archive, in accordance with the powers granted to it. Organizations whose activities do not create documents of the Archival Fund of the Russian Federation approve the nomenclature of cases on their own.

The rules set the order training for transfer to the archive of the organization of electronic documents. In particular, it is provided that separate inventories are compiled for storage units of electronic documents of permanent storage, temporary (over 10 years) storage periods, incl. by personnel. Forms of inventories of electronic cases, as we have already said, are given in appendices No. 17, 18 to the new Rules.

Section V. Organization of the use of documents of the Archival Fund of the Russian Federation and other archival documents of the organization

This section establishes the rules regarding the organization of the use of documents of the Archival Fund of the Russian Federation and other archival documents of the organization. The main provisions of the Rules in this part are as follows:

Note

The new Rules determine the forms of use of archive documents. The main ones are:

information support of employees of the organization;

execution of user requests, incl. inquiries of citizens of a social and legal nature;

issuance of documents and cases for temporary use, provision of copies of archival documents at the request of users, incl. in the form of electronic documents.

Particular attention in the new Rules is paid to the organization of work with user requests. Defined:

• types of requests (thematic and socio-legal nature);
• requirements for a written request (its form, the composition of the information that must be contained in the request);
• the procedure for working with requests (deadlines for registration, consideration, redirection of non-core requests, preparation of responses to user requests in the form of an archival reference, an archival extract and an archival copy);
• features of the organization of work with requests received via the Internet.

The new Rules define the cases in which the archive may refuse to issue archival documents:

• availability of a fund of use;
• poor physical condition of documents;
• documents have not passed the scientific description and technical design (until the completion of these works);
• restrictions on use established by the legislation of the Russian Federation or the fund originator.

R section IV. Transfer of documents of the organization for storage to the state (municipal) archive

Determines the procedure for transferring documents of the organization for storage to the state (municipal) archive. This section establishes that:

• organizations - sources of acquisition of state (municipal) archives after the expiration of the temporary storage of documents of the Archival Fund of the Russian Federation in the archive, organizations transfer them for permanent storage to the appropriate state (municipal) archive in accordance with Rules No. 19;
• state and non-state organizations that are not sources of acquisition of state (municipal) archives may transfer the documents of the Archival Fund of the Russian Federation, formed in their activities, to state (municipal) archives on the basis of agreements.

The new Rules establish the procedure for the transfer of documents. They emphasize that documents are transferred for permanent storage in an orderly manner with the appropriate scientific reference apparatus, and the transfer of documents to the state (municipal) archive is formalized by an act of acceptance and transfer of documents for storage (Appendix No. 30).

Section VII. Transfer of documents during the reorganization or liquidation of the organization, change of the head of the archive of the organization

Specifies the order transfer of documents during the reorganization or liquidation of the organization, change of the head of the archive of the organization. This section establishes that the transfer of documents of the liquidated organization is the responsibility of the commission formed for the transfer of affairs and property.

In case of liquidation of organizations - sources of acquisition of state (municipal) archives, a representative of the state (municipal) archive is included in the liquidation commission.

When changing the head of the archive of the organization (the person responsible for the archive of the organization), the acceptance and transfer of documents from the archive, accounting and scientific reference apparatus to them is carried out according to the act.

Summary

1. The new Rules are a set of regulations covering all the main processes performed by the organization's archive:

• organization of document storage,
• archiving documents,
• archiving documents
• use of archival documents.

2. Since these Rules are a normative document, it is possible that in the process of applying it in practice, there may be a need for a methodological supplement to the document (development of recommendations, methodological recommendations on the Rules as a whole or individual sections of the Rules).

3. The main fundamental difference between the new Rules and other documents is that these Rules are a normative document. The Basic Rules of 2002 are advisory in nature, the Basic Rules of 1985 were a regulatory and methodological document. For this reason, the new Rules are much smaller in scope: they contain only those provisions (rules, requirements) that must be applied without fail. Everything else - that is, how to do it - is at the mercy of the archivists.

4. We can say that the requirements have become less. The number of forms of documents that are mandatory has been reduced. Previously, there were more than 40 of them: in the Basic Rules No. 263 - 44 forms, in the Basic Rules - 48, now, in the new Rules - 30. This means that the archives can use their own forms if necessary. In practice, it was.

5. The new Rules are focused primarily on organizations that are sources of acquisition of state and municipal archives, but this is not directly spelled out in the document, so it is more correct to say that the rules are addressed to organizations that have their own archive.

Approved by order of the Main Archive of the USSR dated September 5, 1985 No. 263 (hereinafter - the Basic Rules of 1985). In fact, they lost their force with the publication of the order of the Ministry of Culture of Russia dated March 31, 2015 No. 526, which approved the new Rules that we consider in the article.

The events of the economic life of the organization are drawn up and taken into account in the primary, accumulative documents, are reflected in the reporting - tax, statistical, departmental. As the number of paper documents and reporting accumulates, the question of their storage arises. How to store documents in the archive of the organization? What are the retention periods for documents? How to conclude an agreement with a third-party archive and take into account archival expenses in the accounting system? Is this service always free? This will be discussed in this article.

General principles for organizing archiving in Russia and the terms for storing documents

Work with archival documents is regulated by Federal Law No. 125 dated October 22, 2004. According to it, archives are created:

• state bodies, local governments;
• companies.

The Federal Law obliges them to ensure the safety of documentation, incl. concerning the payroll, throughout the entire period of storage (Article 17-1 of the Federal Law No. 125). Storage periods are also established by Federal Law No. 125, a number of its articles. The lists mentioned in the text of the Federal Law, indicating the periods of storage of documents, are published by the Federal Archives, 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 storage periods. JSCs are subject to the "Regulations", which specifically regulate the procedure and duration of storage of the Company's documents. This normative act was approved by Decree No. 03-33 / ps. Federal Commission for Securities of the Russian Federation dated 16-07-03

The terms of storage of 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 (issued before 2003) are kept for at least 75 years.
2. Documents relating to the payroll (issued after 2003) are kept for at least 50 years.
3. Personnel documentation, namely timesheets, travel certificates, lists of employees, etc. - 5 years.
4. Documents on health and safety, i.e. PPE issuance sheets, briefing 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 FSS - constantly. Quarterly reporting to the FSS - 6 years.
6. Reporting to the Pension Fund - from 6 years to 75 years per pers. accounting.
7. Primary accounting documentation, accounting policy, reporting and registers of NU, information on income of individuals. persons - 5 years.
8. Invoices - 4 years.

Company archive and third party archive

Documents that have a permanent storage period and temporary, but more than 10 years old, are transferred to the company's archive. Completed cases are transferred according to their description. When sending cases to a third-party archive (most often this is a state or municipal institution), they are accompanied by:

• letter of relationship with a request addressed to its head, which indicates the number of cases and their latest dates;
• descriptions in 3 copies;
• historical reference of the company (only at the first contact);
• certificate, fixing the incomplete safety of cases or individual documents in them, if necessary.

Cases are handed over according to the act according to the descriptions. After passing the examination, the cases are accepted by the archive for storage.

Agreement with the archive

A third-party archive, as well as an organization, are legal entities. Their relationship is formalized by a contract (agreement). Documents of social, historical significance, handed over “on the side”, are stored at the expense of state funds, and documents of the company that it does not want or is not able to store on its territory are for a fee.

• how the nomenclature of transferred cases is formed and how it is coordinated;
• who ensures the selection, preparation and transfer of cases, who brings them to an orderly state (usually this is the responsibility of the company);
• who makes the examination of the documentation (usually this is the responsibility of the archive);
• what is the composition of the commission that controls the transfer of cases;
• in what form cases are transferred (using containers, in bundles), etc.

State, municipal archival institutions indicate in the contract that the documents are of public or historical value. The wording may be as follows: "This agreement governs the relations of the parties in the process of transferring documents resulting from the activities of the "Organization" to the "Archive", as well as their subsequent use for scientific, practical and other purposes." On the basis of the above paragraph, the contract records the entry “free storage” or similar in meaning. Thus, the participants in the relationship in the field of archiving comply with the requirements of Federal Law No. 125, Art. 17-1.

If the company is not liquidated, not closed, but it is not possible to store documents on its territory, they are handed over "to the side" on a paid basis. In order to reduce costs in the contract with the archive, it is advisable not to specify a specific period for the storage of files. The wording could be: “Documents are archived on demand by the organization. After the expiration of the period (years), the documents are destroyed.

Accounting for the cost of storing documents and registers

The costs of storing documents in the company's own archive are usually collected on account 26 "General business expenses (OHP)". Such costs may include:

• payment for utilities;
• renovation of the premises;
• lease payments if the building is rented by the organization;
• wages with deductions for employees, etc.

Wiring:

• Dt 26 Kt 60, 76– utility bills, rent payments;
• Dt 26 Kt 23, 10, 70, etc. expense accounts (or 60, 76)- depending on whether the repair is carried out on its own or by a third-party organization;
• Dt 26 K 70, 69, 68- salary with deductions, if a separate employee is registered in the archive;
• Dt 19 Kt 60, 76- recorded for services of third parties;
• Dt 68 Ct 19– VAT deductible for services provided by third parties;
• Dt 60 Kt 51, 50– payment for services of third parties.

Note that the organization can also carry out repairs on its own at the expense of the created repair fund. Then the lines will be like this:

• Dt 26 Kt 96- monthly contributions to the fund;
• Dt 96 Kt 23, 10, 70, etc.- the actual cost of repairing the archive.

To account for the services of a third-party archive, account 97 “Deferred expenses” is used:

• Dt 97 Kt 60, 76- the cost of archive services is recorded in the accounting;
• Dt 60, 76 Kt 51– paid the cost of archive services;
• Dt 26 Kt 97- part of the storage costs is included in the costs.

The part of the expenses included in the costs on a monthly basis is calculated based on the order of the head, indicating the period for writing off the costs of archive services (for example, 12 months).

In tax accounting, “archived” costs are classified as directly related to the production and sale of products, as management costs (Article 264-1 of the Tax Code of the Russian Federation, paragraph 18). The amounts are included in calculations for NU purposes.

It should be borne in mind that according to Art. 149-2 of the Tax Code of the Russian Federation, paras. 6, archive services are not subject to VAT, therefore, it is not necessary to exclude the amount of tax from the costs.

The main thing

1. The obligation to store documents in compliance with the deadlines is assigned to the archival service of the company and to the state (municipal) archive.
2. If a company can no longer comply with the requirements of the Federal Law, for example, due to liquidation, documents of social and historical significance are transferred to the state archive.
3. You can also use a third-party institution if it is not possible to store files on the territory of the existing organization.

Storing documents in the OSG Archive is accompanied by the control of the movement of each information carrier at each step. Thanks to this, we quickly find documents at your request, deliver the original to your office or a scanned copy through the electronic archive. You do not need to pay for the working time of employees spent searching for documents.

Storage of documents in the OSG Archive limits access to data of all unauthorized persons. The OSG Archives are equipped according to international and GOST standards, which allows for long-term storage of documents. Storing documents in OSG is a sure way to keep documents for decades.

Why do you need archival storage of documents?

Storage of documents in the Archive - the ability to free up space for what is important for business, while saving you money.

Savings on renting premises

Storage of documents in the office, according to statistics, takes up to 20% of office space. By moving documents to the OSG archive for storage, you free up up to 20% of the rented space, and you can refuse it, reducing rental costs, or use this space to good use, equipping a pleasant client area or workplaces for your new employees.

Savings on searching for documents

Storage of documents in the OSG Archive is carried out with control over the movement of documents at all stages. By registering each movement of documents, we always know where the document you need right now is located, and upon request we deliver the original document to your office or a scanned copy via the e-Archive. You do not need to spend time searching for documents, and pay for the working time of employees spent searching for the right document.

Secure document storage and data protection

Archives of OSG documents are equipped in accordance with GOST and international requirements for the organization of Archives. Access to each Archive and box accounting system is strictly limited. This ensures a high level of document security and data confidentiality. Storing documents in a professional OSG Archive helps you meet information security requirements.

Compliance

To the conditions for storing documents, the period of storage of documents, the acquisition of archival documents, etc. requirements are made in accordance with the legislation of the Russian Federation. Highly qualified OSG archivists will help you properly and economically organize the storage of documents in the archive, observing the current regulatory framework of the Russian Federation.

How to properly organize the storage of documents in the Archive?

For quick and accurate work with documents, we organize all stages of document processing: from packaging in archival boxes to transferring documents to the state archive.

Video about storing documents in OSG

OSG Records Management is the largest archive company in Russia and CIS countries. We have equipped 50 Archives for you, see how we store your documents in the video.

The rules of archival office work contain key requirements for working with papers and materials that are not involved in the current activities of the company. They are formulated in accordance with the existing regulation of the scope of processing, summarizing and storing information. The key concepts used within the framework of the activity are established by GOST on archival office work. When compiling them, modern achievements in the use of technical means and advanced information technologies were taken into account. Let us consider further the basics of archival office work.

Scope of distribution

For archival office work, they act in relation to state institutions. They are also mandatory for commercial enterprises carrying out certain types of work. In particular, the regulations are in effect in terms of ensuring the description, accounting, preservation and use of documentation from the Archival Fund of the Russian Federation, classified as state property.

Subdivisions of enterprises working with film, phono, video, photographic materials, cartographic, scientific, technical, telemetric information are guided by the established provisions in terms of planning and reporting.

The obligation and right to form archives in organizations for the temporary storage of documentation of the RF AF is provided for by the Fundamentals of Industry Legislation (dated 1993), Regulations (dated 1994 and 1998). The regulatory framework is also formed by legal acts of regional significance. The rules in question do not apply to documents that are regulated by Federal Law No. 5485-1 and Presidential Decree No. 1203 of November 30, 1995.

Acquisition

It is a systematic replenishment of the documentary base of the enterprise divisions. Picking includes the definition of:

1. Sources.
2. The composition of materials to be accepted.

As part of this activity, the direct transfer of documents to the archive is also carried out. The sources are:

1. Enterprise divisions.
2. Individuals.
3. subordinate structures.

Composition of materials

The instruction on archival office work establishes that acquisition is carried out with cases of temporary (more than 10 years) and permanent storage. Information on personnel is also summarized. Cases with a shelf life of less than 10 years, as a rule, are not transferred to the archive. They are located in the respective departments of the enterprise. At the end of the storage period, such cases are subject to destruction. Information of an individual nature is transferred at the request of the owner. Subsequently, they are sent to the state archive for permanent maintenance. Materials of predecessor enterprises and liquidated subordinate structures are also subject to transfer.

Archival records management and nomenclature

Authorized employees who work with information materials of the enterprise compile a systematic list of cases. It is called nomenclature. When it is formed, materials are indicated. The instruction on archival office work instructs the authorized unit to monitor and assist the support service in compiling the nomenclature. The systematized list acts as a basis for the formation of inventories of information materials for permanent and temporary (up to 10 years) storage. The nomenclature is also the main accounting document. It is used to register cases of temporary storage, including those with a period of less than 10 years. The systematization scheme established by the nomenclature can be used when developing a file cabinet for executed acts.

Classification

Archival records management is carried out according to three types of nomenclature:

1. Typical.
2. Approximate.
3. Individual (for a specific enterprise).

The first determines the composition of materials formed in the same type of institutions. The standard nomenclature is considered a normative document. An approximate systematization determines the approximate composition of information materials for enterprises to which it applies, indicating indexes. It has a recommendatory character. These types of systematization are used in the formation of an individual nomenclature and are transferred to it without changes.

Features of preparation

Documents on archival office work of the enterprise are systematized in the established form in accordance with the nomenclatures of structural divisions. The latter must be agreed and signed by the leaders.

The nomenclature of the enterprise is drawn up on a common form. It is endorsed by the head of the archive or a responsible person, signed by the head of the support service or an employee authorized by him. The nomenclature must be approved by the expert commission, after which it is approved by the director of the company. After carrying out these procedures, the heads of the structural divisions of the enterprise are provided with extracts from the relevant sections.

The nomenclature for the coming year is formed during the last quarter of the current period. Reconciliation is carried out at least once every 5 years. When the structure and functions of the enterprise change, a new nomenclature is formed.

Procedure for compiling cases

Formation is the grouping of completed acts in accordance with the nomenclature. Archival office work of the organization includes the systematization of information materials in accordance with the name of the folders. Grouping of doublet and draft instances is not allowed. The exceptions are especially valuable carriers. It is forbidden to place papers to be returned in folders.

Archival records management is carried out with centralized work with materials by the information support service, and with decentralized work, both by structural divisions and by the department indicated above. Grouping is carried out under the direct supervision of persons responsible for the safety of data carriers. If necessary, employees of the State Archives may be involved.

Key Requirements

Archival records management is carried out in accordance with the requirements of regulatory enactments. When creating folders with, the following requirements must be observed:

1. Materials for temporary and permanent storage are grouped separately.
2. The folder includes one copy of each paper.
3. The folder must contain materials for one calendar year. There are exceptions to this rule, however. These include:

• personal files that are formed throughout the entire time of work of the relevant employee;
• materials of elective structures and permanent commissions attached to them, deputy groups, systematized during the period of their convocation;
• papers of educational institutions, drawn up and grouped during the academic year;
• theatrical materials characterizing the activities for the season;
• medical history, etc.

The folder should contain no more than 250 pages with a thickness of no more than 4 cm.

Grouping of administrative acts

Archival office work involves the systematization of different types of information media. They also include regulations. They are grouped according to type and chronology with applications:

1. Regulations, charters, approved by administrative acts, act as annexes to them. They group together. If the provisions, instructions, charters were approved as independent acts, they are systematized into separate cases.
2. Orders of higher structures and resolutions on their implementation are grouped according to the areas of work of the enterprise.
3. Orders related to personnel are systematized according to the storage periods. With a large amount of information materials, it is advisable to group acts relating to different aspects of the company's work separately.
4. Orders in a key area of ​​activity are systematized separately from acts on personnel. For example, an order for archival office work is included in one folder, and by appointment of the head of the responsible department - in another.
5. Approved limits, reports, estimates, title lists, plans, etc. grouped separately from projects by them.
6. The arrangement of documents in personal files is carried out in the order of their receipt.
7. Personal accounts of employees by salary are systematized in separate folders. They are arranged in alphabetical order.
8. Complaints, proposals, statements of citizens regarding the activities of the enterprise, documentation for their consideration and implementation are grouped separately from the appeals of individuals on personal issues.
9. Correspondence is usually systematized for a calendar period in chronological order. The answers are placed after the questions. In case of resumption of correspondence on a separate topic, started in the previous year, the documents are included in the folder of the current period. In this case, the index of the case of the previous year is indicated.

Registration of information carriers accepted for storage

Archival office work provides a number of instructions for the structural divisions working with paper acts. Registration of carriers can be partial or complete. It depends on the storage period. Full registration is carried out in relation to documents of temporary (more than 10 years), permanent content, as well as acts on personnel. It implies:

1. Binding / binder folder.
2. Sheet numbering.
3. Creation of a verification page.
4. Formation of an internal inventory, if necessary.
5. Making clarifications to the details They may relate to the name of the enterprise, the registration number of the folder, deadlines, and so on.

Temporary storage materials, including those with a period of less than 10 years, are processed partially. So, it is allowed not to organize the papers in the folder, not to number the sheets, not to draw up certification inscriptions.

Nuances

Archival office work is a type of activity in which specialists ensure not only the safety of information media, but also the ability to work with them if necessary. For this, the acts that make up the folders are hemmed with four punctures into a cardboard cover. They are also allowed to be bound, taking into account the possibility of reading texts, resolutions, dates, visas in all papers.

In preparation for grouping, all metal fasteners are removed. Materials intended for permanent storage and consisting of especially valuable or unformatted acts are contained in closed folders with three flaps with ties or in special boxes.

If there are unclaimed documents of a personal nature in the case (work books, certificates, military cards, etc.), they are put into a separate envelope and filed in it with the rest of the materials. At the end of the folders there should be a blank witness sheet. At the beginning of the folder, a form for the internal inventory is filed. To ensure the safety and order of the papers, each sheet is numbered with Arabic numerals. This rule does not apply to the certification page and the inventory form. The number is put in pencil in the upper right corner.

Verification sheet

It is compiled in the prescribed manner. It is indicated in words and numbers:

1. The number of sheets with numbering.
2. The number of pages of the internal inventory.

The certification sheet also specifies the specifics of the numbering. In particular, the presence of letter indexes, missing codes, page numbers with pasted photographic materials, large-format pages, etc. is determined. In addition, the sheet indicates the presence of printed brochures in the folder, if they were not marked in the main numbering. The certification sheet is endorsed by the compiler. Subsequent changes in the state and composition of the folder should be noted in it with reference to the relevant acts. It is not allowed to take out the certification sheet on the title page of the folder or on the blank page of the last document in it.

Internal inventory

It is formed to store and record information materials of temporary (more than 10 years) and permanent content. An internal inventory is also compiled for cases created on the basis of types of documents, in the headings of which their content is not disclosed. The form must contain data on the serial numbers of acts in the folder, indexes, headings, dates and page numbers.

A final entry is attached to the internal inventory. It indicates in numbers and in words the number of documents included in it, as well as the number of sheets that form it. The compiler endorses the internal inventory. If the folder is bound or bound without a form, then the compiled sheet is glued to the inside of the front cover.

Changes in the composition of materials in the folder should be reflected in the "Notes" field. In particular, this refers to the withdrawal, replacement of papers with copies, the inclusion of additional documents in a folder. At the same time, links to the relevant acts are affixed. If necessary, a new generalizing entry can be formed for the internal inventory sheet, as well as the certification inscription of the folder.