How to flash documents

If an organization works with a huge number of documents, and their safety is of great importance, then for simple storage, you need to somehow organize the documents. In this case, firmware documentation will be useful. After stapling the papers, you can be sure that no document will be lost. Consider what documents are filed and why this happens.

Why sew documents with threads

Stitching documents is required by law, and this is not the only reason why documents should be laced. Government Decree No. 439 includes guidance on how to staple documents according to GOST standards.

In addition, the binding of documentation is required for its correct transfer to any institution, so that in the future there will be no questions about the lack of any sheets. Also, for all institutions, there is a single rule that when transferring more than one sheet, documentation will have to be filed. Sometimes it is necessary to stitch documents in the bank to employees of the relevant departments and write the department number on them, and the documentation is also stitched in court and inserted into a file.

Now the question is how to do it right. Some employees start to panic and think that the firmware has very strict rules, that the staple sheet must be signed in block letters, the thread must be nylon only, etc.

However, there are no clear guidelines on how the documentation should be filed. The main thing that must be observed is not to lose the necessary papers for the firmware, because their safety is the main task of fastening the documentation. And sometimes it happens that third parties for the purpose of fraud or hiding information can replace the sheets in the folder, or even lay them out.

To check that there are no missing papers, all stitched sheets must be numbered. On the reverse side of the bound documentation, a small sheet of paper is glued, where the seal of the organization is affixed. For security purposes, there is a requirement that the stamp extends beyond the bound paper.

An appropriate entry is made on glued paper: stitched, numbered (however, the number of pages is written in words and numbers), laced, sealed. The head or employee who prepared the documents for binding certifies the documentation.

Sample of registration of the stitched documentation

Adjustment of the firmware of documents in office work

According to the requirements of the Ministry of Justice of Russia, the systematization of documentation is necessary so that the entire package of papers is in order, archived according to the standards, etc. At the moment, almost every company has a large number of papers. For proper preservation of documents, they are transferred to the archive, from where, upon application, you can get archived sheets, the papers used in the work remain in the public domain for employees.

Important! It is necessary to know what documents are stapled, and on the basis of what legal acts this process takes place.

Documents to be flashed

Each company employee who deals with a large amount of documentation must understand that not all of it is subject to stitching. The document must be bound if it consists of at least two sheets.

Employees of the personnel department flash the following originals:

approved states;
composition of personal and general orders.

Accountants must stitch:

assignment reports;
invoices;
invoices;
technical passports;
income books;
statement of turnover and account balances;
acts of work;
if the salary is in cash at the cash desk of the enterprise - statements for salary.

Note! Employees who deal with legal entities should know how to flash documents, however, in this case, the documents are copies, so a seal is not necessarily put. Generally speaking, almost all companies deal with document firmware, the difference is only in the process of doing the work.

Acts regulating the stitching of documents

At the legislative level, the standards for flashing documentation by each structure of the company are not defined, but there are general rules for stitching sheets. The order of the Rosarkhiv "Office work and archival business" No. 76, the order of the Ministry of Culture No. 536 have recommendations on how documents are bound, standard instructions for office work.

Decree of the Government of the Russian Federation No. 439 has a general theory of why this is necessary and how this happens, however, the law of the Russian Federation “On Archiving” describes only the obligation of all organizations to preserve documentation, but the law does not indicate how this should be done. Order No. 02 - 213 "On clerical work in the Central Bank" also describes the standards for storing documents in an archive in all banks. How to flash a charter for a tax , dictated by the tax inspectorate. The tax service also controls the safety of documents for individuals engaged in entrepreneurial activities.

Option for fastening documents according to GOST

Methodology for preparing confidential documents for firmware

Before stitching the documents, they need to be passed through some preparatory steps for the firmware. The correct firmware process is regulated by Order No. 76 from the Federal Archives. First, the sheets must be numbered, this will prevent the sheet from being lost or information hidden. Sheets are numbered all, except for the page of the inventory. If there is an envelope with the firmware, then the envelope is numbered first, and after the documents enclosed in it.

Blank sheets are not embedded in the firmware - they are destroyed. If any pictures, diagrams, etc. are attached, then the number is placed on the reverse side at the top left. If a large format sheet is attached, then the number of the sheet in turn is placed on the right side in the upper corner. The responsible employee certifies the inscription, indicates his position, signature, date of formation, number of sheets.

The stitched documentation must have an inventory that does not contain a serial number. The description should include the following information:

document name, date;
list of all filed documents, their number, signature of the head.

After passing the first stage, you can proceed to the main stage of the firmware.

Step-by-step instructions for flashing documents

Let's figure out how to properly flash documents with threads step by step instructions. Initially, you need to understand that the firmware of documents provides for firmware in two, three holes, and even four and five. Let's get acquainted with each option in more detail.

in two holes

Documents that are not of great importance are stapled with one of the simplest options - two holes. But even with such a simple method, many employees are wondering how to flash documents correctly. In order not to confuse, you can follow the following rules:

before punching the sheets, they need to be leveled. To make two holes, you can use a hole punch or a regular needle;
then you need to thread (preferably use a strong one) through two holes so that its ends meet on the back side;
threads need to be tied. Strong paper is glued onto the knot, often in the form of a triangle. The printed paper is printed on.

This is one of the easiest ways to flash documentation. Other options are more common, but more difficult to implement.

Note! Glue the knot so that there is no loss of sheets. The number of sheets is also prescribed, the data of the specialist who carried out the procedure. For those documents that have a statute of limitations of more than 10 years, it is recommended to use tissue paper to glue the knot.

in three holes

The firmware technique used is the same as with two holes, however, the puncture is made into three holes. The distance between the holes should not be more than 3 cm:

on the other hand, it is necessary to draw a thread, but through the middle hole. That is, the end should be from the initial sheet, about 7 cm should be left in stock;
then you should stick the thread and needle from the face, pointing it into the lower hole on the other side of the document;
after that, the thread should again be drawn through the middle hole, thus forming two stitched knots;
now you need to cut the thread and save 7 cm, as with the first turn of the thread. The ends should be tied together.

For the safety of documents, the responsible employee glues a rectangular sheet, on it it is necessary to write the name of the employee, signature, as well as the number of stitched sheets.

in four holes

It is necessary to make four holes, the distance between which should be 1.5 cm. Next, you need to insert the thread into the second hole from the back, pull it through the first hole, then pass it through the second, third and fourth holes.

Sample firmware in 4 holes

in five holes

Often, five-hole stitching is used in accounting reports, because a set of such documentation reaches a much greater thickness compared to the rest. Between the five holes, the distance should be up to 5 cm. In this scheme, you can also use a document stapler or a press with drills. So that in this case the sheets are not damaged, cardboard should be used as covers.

How to flash a document in 5 holes step by step:

thread should be inserted into the middle hole, leaving 10 cm. Then the thread passes through the second hole from above;
from the back, the thread goes into the first hole, and then enters again into the second hole. Having done this, one edge is ready;
from the back, a thread is inserted into the middle hole again and output through the fourth;
now again the thread must be inserted into the lowest hole and directed from the front side into the fourth hole;
thus, on the back side, two pieces of thread are obtained, which must be connected to each other.

How to flash an envelope with secret documents

Confidential documentation must be kept in opaque bags during transmission. The secret package states that it must be handed over personally, or it is indicated that this is classified information.

Such documents are stapled crosswise.

How to certify stitched documents

The responsible employee is obliged to certify the documentation; without this, it will not be possible to submit the documentation for verification or send it for storage. At the same time, mistakes should not be made, because many problems can appear during verification. Therefore, it is better not to miss the moment.

Important! The employee who signs the documentation takes full responsibility for its submission and content. Responsibility can be shifted to another employee, but only if there is a separate order.

Certification of documents

In general, the firmware of the documentation is a good protection for securities and confirms that all the documents that are filed are genuine. Having figured out how to correctly number documents when filing and how this process takes place, you can not worry about returning documents and the need to re-systematize them.