How to properly stitch and number documents in office work: methods, GOST rules. How to properly flash, lace and number a document for a tax, archive, journal, account book, contract, folder with documents: sample

How to hem documents correctly and with what threads.

Thanks to the correct firmware, documents are easier to organize. Many documents are transferred to the archive. It is more convenient to store stitched multi-sheet documents and provide documents to inspection bodies. Papers remain in full safety, the possibility of substitution, forgery or loss is excluded.

The issue of the correct firmware of documents worries not only employees of state institutions, but also representatives of small businesses.
If the firmware is executed with violations, then the registration process may be delayed indefinitely. Proper firmware is a guarantee of maximum documentation protection.

How to perform firmware according to existing requirements? How to do everything the first time, if there is no clear set of rules for flashing office papers? The material of this article is devoted to various ways of flashing documentation.

If you need to fasten paperwork on several sheets, then first of all you need to familiarize yourself with the standards. Of course, the first thing that comes to mind is glue or a stapler. Multi-page documents cannot be pasted. But how do you stitch them together? After all, incorrect firmware can result, at a minimum, in a refusal to register a body requiring a package of documents.
What to do if there is no set of rules and samples, and it is impossible to stitch papers as it turns out, and not as it should be. Despite the fact that there are no clear instructions regarding the binding of documentation, it is necessary to focus on the specific requirements of the authority that requests information in the form of a stitched package of documents.
It will also be useful to familiarize yourself with the general recommendations for flashing documents that consist of more than one sheet. They are collected in the 2009 brochure or guidelines. There is also a brochure for 2004. It is more suitable for registering LLC documentation.

Rules for stapling GOST documents

The methods of stapling sheets described in the brochures refer to documentation that must be kept for more than 10 years.
The firmware of multi-page documents is performed using a regular needle and a dense thread. But how to learn how to properly flash enterprise documentation? After all, this ability will come in handy more than once throughout the entire bureaucratic or entrepreneurial activity.

What documents are being stitched?

Personnel documentation for the current year
Accounting documentation
Incoming and outgoing documentation of the clerk
Documents for tax
documents for reporting to the FIU
documents to various departments of the bank
tender documents
copies of statutory documents
documents at the conclusion of especially important agreements
profit books
notarized copies and translations
when preparing documentation for archiving

It is customary to stitch a package of documents with a needle and thread. This allows you to maintain their integrity: in this type of paper it will be difficult to replace, which is very important today.
Sometimes it is allowed to use a stapler for flashing documents. The ideal option is to use special equipment.
Accountants of many organizations are moving to work with accounting programs. They do not need to be duplicated on paper. That's what online bookkeeping is for. Documents in electronic form signed with a digital signature have the same legal value as paper documents (for example, invoices).
But, despite the simplicity of working with documentation in digital format, we will have to deal with the usual paper documentation for a long time, moreover, the preparation of some documents is required now.

Record keeping has different meanings. Documents differ in the thickness of the case, the shape of the sheets. That is why there are several ways to flash documentation.

What can be the external differences between the objects of stitching:

a document that consists of 2 or more A4 sheets
accounting documentation, including cash documents, consisting of a different number of documents, are stored in cardboard boxes

What kind of thread to sew documents?

If you take the filing of documentation lightly, then the papers prepared for delivery can simply be returned to you with the requirement to completely redo the firmware. Therefore, it is advisable to familiarize yourself with the rules for stapling and the basic requirements before gross errors are made in the firmware of documents.
Another solution to the problem is to contact professionals. If there is no time to study the issue of firmware documentation, then you can entrust this to the specialists of a printing company. It will take 10-30 minutes to stitch documents with a plastic or metal spring with a cover.
But there is a certain risk in entrusting your documents to a third-party organization: the papers may contain trade secrets.
Therefore, it is worth once carefully reading the instructions on how to flash documentation of various formats using ordinary threads or a stapler.

Documentation is sewn together with bank twine, thin lavsan ribbon or sewing threads. But if there are no such threads, then ordinary harsh threads will do.
2-3 sheets are sewn together with a regular thread. It must be folded in half for strength. The firmware process begins with the fact that holes are made in the sheets. The firmware is produced from the back side of the sheets assembled together.
The needle is inserted first into the middle hole. It is better to use dual firmware. When the stapling is completed, the needle and thread are inserted into the center hole and brought out to the back side of the documents gathered together. The remaining end of the thread must be tied with a knot.

Documentation is sewn together with bank twine, thin lavsan ribbon or sewing threads

How to flash documentation with a thread

Preparing accessories:

needles with thread of suitable thickness
documents to be flashed
an awl or other tool for making holes in paper
seal of the organization
stationery glue

We flash the document in 3 stages:

Preparing paper for firmware. To do this, you need to arrange them in groups.
Check if numbering is correct
We sew
We make out an accompanying inscription.
We are preparing an internal inventory.
We certify the finished case

For a stitched package of documents, the following is allowed:

skip the stage of organizing documents
distribute documents without numbering
it is possible to submit documents without certification

Stage 1:

We lay out the papers as they should be located in the document. We number each page with numbers in the upper right corner. We use a simple pencil for this.
We make holes. If we have a document made up of several sheets, then it is easy to make a puncture with a needle and thread. We pierce a multi-page document with an awl or use a sharp nail. To facilitate the process of piercing the paper, we take a hammer.
How many holes to make? It depends on the requirements of the organization that requests the documents. Punctures should be evenly spaced along the left margin. Holes are made in the middle of the sheet, the distance between them is 3 cm.

A sheet of paper is glued to the stitched documents. It is stamped, signed and dated.

Five holes are made for especially important documents. This is the most reliable way to protect papers from substitution.
We certify the document: we prepare a piece of paper measuring 4 by 5-6 cm. We indicate on it the number of stitched sheets in numbers and in words. We add here the position, surname, name and patronymic of the person who certifies the documents.

Properly stapled document: back side

We apply glue and put this sheet on the place where the knot is located and the threads converge. We bring the short ends of the threads behind the leaf so that they hang freely. The certifier signs the documents. If there is a seal or it is necessary on the document, then we put a seal. Here you should not just sign or stamp, but do it in such a way that part of the signature and seal go beyond the border of the pasted sheet.

Using an awl, make three holes. There should be a distance of 3-5 cm between them.
We start the needle through the middle puncture on the reverse side of the sheets assembled together, leaving a thread segment of more than 7 cm.
We bring the needle to the front side through the hole located at the top. We stretch the needle and thread through the lower hole on the back side.
We pass the needle through the front side into the middle puncture. Now the thread can be cut, leaving a length of at least 7 cm.
We have formed two remnants of the thread: in the upper hole and in the middle. We connect them together.
We prepare a rectangular leaf and glue it on the resulting knot.

Stitching documents into 3 holes manually: scheme

Video: How to sew a diploma with three holes?

A more reliable way to flash documents is in four punctures. We make 4 holes. Sew from the hole second from the top. We put the needle into the upper puncture, return to the second hole in the upper part, and then to the third. Through the fourth puncture, we send the needle to the back of the document.
It remains to insert the needle into the third hole on the front side. The picture below will tell you how to stitch documents in four punctures.

How to flash a folder with 4 holes: diagram

What you should pay attention to:

we produce firmware strictly vertically and observing symmetry
holes in documents should be along the left margin
the border from the edge of the sheet is 1.5-2 cm
the first time the needle is inserted from the back of the document

We lead the thread into the extreme puncture from the back

Video: How to flash documents?

How to sew documents on the corner: diagram

Sometimes you need to stitch a document around the corner. How to do it right, watch the video.

Video: How to sew documents?

Staple documents with a stapler

How to stitch documents with a stapler paper clip - watch the video.

Video: How to flash documents correctly?

How to correctly number the pages of a document when filing?

We put down Arabic numerals on the sheets
We use a simple pencil for this.
Put numbers in ascending order
We number sheets, not pages (documents may have their own numbering)
We put the page number in the upper right corner, without touching the text of the document.
Applications are numbered in general order
We number the letters as follows: we put the number on the envelope, and only after that we number the sheets contained in the letter
Several volumes of documents are numbered separately
Applications allocated to a separate volume are also numbered separately.
If the documents are drawn up on a large format sheet, then put down the numbering in the upper right corner, bend and hem under one edge
For the individual fragments indicated in the document (for example, checks), we draw up an inventory, and this document is numbered in the general order.

How to staple documents for tax: rules, sample

number of sheets in one firmware - no more than 150
documents are stitched in such a way that dates, visas remain readable
the tax inspector may need a copy of the document, therefore it is necessary to staple the papers in such a way that there is no need to break the firmware for scanning or other copying
all sheets in the document are numbered (numbering starts from one: 1, 2, 3)
Documents are stitched together in 2-4 punctures. The thread is brought to the back and tied.
A piece of paper (its size is 3x5 cm) with a confirmation inscription and a seal is glued to the knot.

How to staple documents for tax

The accounting journal is stitched using a hard cover. This is necessary to preserve the proper appearance of the document for a long period of storage.
Documents are numbered.
The logbook is stitched with an ordinary coarse thread without complying with any regulatory requirements.

For firmware, you can use the following materials:

bank twine
ordinary thread No. 10 (sewn with a large number of stitches)
thin long cord
harsh or stitching thread
the stitched document is sealed to protect records from tampering

The process of flashing the accounting log:

we prepare three holes with a hole punch or an awl (we make holes on the left in the margins of the magazine)
insert the thread from the back of the magazine cover into the extreme hole
bring the thread to the front side and pull the edges, aligning them
we insert the ends of the threads (the segment should be 6-8 cm) into the hole that is in the center and pull it to the back side
when using a thread that is not strong enough, repeat the procedure
we tie the ends of the threads with a knot on the back side, grabbing the central thread that passes through the extreme holes
glue the ends of the threads to the magazine, and on top we glue a small square leaf, on which the responsible person signs and signs
specify the firmware date