For many entrepreneurs, secretaries and accountants, especially beginners, the question arises: “How to sew the papers?” It would seem that in this complex? However, it is not so simple. Documents provided to regulatory authorities or shelved, and, therefore, must be prepared in compliance with all rules and regulations. Let's analyze in detail the nuances of this topic.
Methodical recommendations of office work
Records management is a complex process in terms of documentation. This applies to firmware official papers. You can't just fold a stack of sheets and sew. Very often, the documents are returned because of the fact that the filing of incorrect.
To understand how to properly stitch documents in paperwork, you should familiarize yourself with the Methodological Recommendations. They are approved by Rosarchiv (12/23/09).
What stapling papers?
Before you understand how to stitch the documents, let's discuss why this is necessary. Not everyone knows why this is done. But there are plenty of organizations where documents are accepted only in the correct, properly designed. For example, when submission to the archive, to participate in tenders, while submitting papers to the tax, etc.
I want to note that there are no simple instructions for this reason. However, there are regulations governing documentation. It is believed that it is absolutely necessary to flash all the papers, if their volumes are more than one sheet. This also applies to copies, for example of the Charter documents of legal entities (copies do not put the seal of the enterprise). In addition, the stitched sheets are numbered with Arabic numerals. They are placed in the upper right corner. For firmware documents, you will need special thread-twine, awl, needle. On the back side of the last sheet is glued to the page be sure to note that contains information about the number of pages. She is a signature and be sure to print of the enterprise.
The cover design
Making documents properly, you should care about the cover. Most often, it's cardboard. In addition, it can be intended for long term use, to be standard (A4) and custom.
Cardboard covers made in cases, when initially assumes long-term storage of paperwork (more than twenty-five years). And for submission to the state archive of the suitable and easier option.
The list of documents
Before you make the documents, all you need to issue correct inside the case so that no further had to embroider. It is because it may contain more than one package, but several. In this case, each set must be sewn separately and contain clear information about the name of folder, date of the inventory, the list of all sheets, name of the responsible person. The inventory itself is not numbered.
How numbered sheets
In order to number the sheets correctly, you should know some rules:
- Numbers are assigned to sheets, but not to pages. Remember this.
- The inventory is not numbered.
- If among the papers there are letters, envelopes are numbered first, and then each sheet.
- Sheet numbers are placed in the corner at the top (upper right corner) in pencil. Use Arabic numerals.
- If the case contains more than one volume, each of them is numbered separately.
- If inside there are documents with their own numbering, they still need to complete the General numbering.
- Large format sheets (A2, A3) are unfolded, and a serial number is put in the upper corner. They are only hemmed in one edge.
- If the worksheet contains fully taped fragments, it only has one room, and at the bottom you should hand write the whole list pasted receipts, Bank statements.
- If the photo, checks are attached to the sheet with only one side, then in this case, each of them will have its own number.
- Charts, drawings and photos, too, are numbered.
- Glued several sheets of charts and maps have one number, but the total inventory indicated how many leaves they are made up.
Are numbering errors allowed?
Before you stitch the documents thread, it is better to ensure whether all are correctly decorated. Especially check if all pages contain valid numbers. For small errors (e.g., missing leaves) allowed alphabetic numbering, but only with the consent of the employees of the archive. This means that all the leaves remain unaltered, and missed put the figure (previous page) and a letter.
If made gross errors, you'll have to redo the job completely. For this and need a pencil that you can erase incorrect information. But even if you used a pen, not a problem. Carefully crossed out the old numbers, and next fit a new one. In this case, changing page note. It is, of course, is not withdrawn from the case. Just invested a new.
How to sew documents correctly?
If you have prepared all the documents and are confident of the correctness of all investments, you can move on to the next stage. Stitch the leaves with a special thread (also called Bank twine), and a needle. And how to stitch the documents in the proceedings? Let us have a detailed step by step look at how this is done.
Arrange the thing so that in future it can be read. So on the left side, at a distance of fifteen centimeters from the edge, pierced with an awl three holes, one below the other. The middle hole should be located exactly in the middle, and the other two to be three inches from him.
If the case is small, it is more convenient to use a puncher. And for the heavy volumes it is better to take an awl. Very often deteriorate first and last pages. Therefore it is better to take and glue the strip of cardboard in the places of the punctures, where it will undergo the twine. Thread it is better to prepare in advance before you sew documents. Very long don't do it, because it can get confused. Seventy centimeters you should suffice.
In order to simplify the explanation, let's number the holes. Let the top be number 1, Central – 2 and the bottom 3. So, start stitching from the back side of the case, extending the needle through the hole 2 (rear of the folder remains the one end of the twine) on the front side, then skip the needle through hole 1, again a thread pull on the back side. When the free end of the twine and the needle ended up in the back of the folder, then through the hole three need to move again to the front side and then again on the back through the 2 hole. Here is how to staple the documents to the archive.
The thing is, as they say, done. Paper stitched. Now you need to tie a string to the host (rear). The host must be sufficiently tight and fit snugly on the last page, because it will have to lock the page with a note planted on the glue. The ends of the twine to hang freely from under the glued paper.
We certify documents with the signature
How to stitch the documents, it seems to be understood. Now we have to assure the sheet set signature. She, incidentally, is called – page. It is on a separate leaf and glued on the back side of the last page. The note must contain information about what the number of stitched papers, indicating the characteristics (perhaps it is the presence of certificates, photos, paintings, drawings).
Page inscription signed directly by the Director or his Deputy, which indicates his position. She carefully stuck the note on the string that we strung thing. On top of it and stamped of the company. But there is a caveat. The stamp should be partially on the note and part on the sheet case. This is a very important point. And it should be remembered.
We gradually considered how to stitch documents. The photos presented in the article will more clearly demonstrate the process.
Are there any differences in the paperwork for tax?
It's no accident we want to pay special attention to it is the paperwork for the tax. Knowing the nuances will help to avoid some of the problems, namely chicanery on the part of regulatory entities. Negligence in this matter may generate unnecessary claims.
Many such cases when a return case, citing improper registration. Not without reason the Ministry of Finance of the Russian Federation was given special explanation (letter from 29.10.15, No. 03-02) on the correct provision of stitched documents and their copies in paper form.
I would like to remind that at carrying out of tax inspections has the right to request paper copies of documents that must be notarized. The Ministry of Finance clarifies that the copy is an instance of completely reproducing the original. Certified is only one option, which contains all the details that give your paper validity. This office provides guidance on how to make documents and copies of them. Even photocopies are submitted hemmed. And will not be accepted in a different form.
How to sew documents for tax?
It is assumed that the binder should not be too large, not more than one hundred and fifty sheets. Certainly the presence of the numbering of leaves in Arabic numerals (solid), starting with the first. All sheets shall be stitched two or four puncture special thread. The ends of the yarn should be stretched at the back of the last page and there are associated strong knot.
Recommendations are given not only on how to make documents, but also how to make a paper sticker on the reverse side. It should cover the firmware and the host. The size of the decals does not exceed forty or fifty millimeters. It is the signature page indicating the number of numbered pages. It is signed by all the head of the organization or other representative having such authority. Next is the printing company – so that it captures and label, and signed with the full name of the person attesting to the documents.
The Agency emphasizes that in the design sheet set should ensure the safety and integrity of the originals themselves and their copies. Stitched documents are provided to the tax with a cover letter. It specifies the basis of submission of the filings, the number, the number of sheets in each of them.
We analyzed the recommendations of the Ministry of Finance on how to stitch documents when they are submitted to the regulatory authorities. As you can see, the principles are the same, but there are small nuances.
Instead of an epilogue
In our article we talked about how to make documents in an archive, tax or just in administration. There is a lot of debate on this, because there is no uniform standard. But if you create a binder of papers and documents just to store in the office for a certain time will not be difficult, then, to the stitching and the paperwork for submission to regulatory authorities must be treated responsibly in order to avoid problems. It is generally considered that the binder is the most reliable way to store business papers, as they are more difficult to alter or forge. We hope our information will be useful to you.