The term "inventory" is well known not only to the officeworkers, but also specialists of other industries and structures. It is often found both in special-purpose papers and in accompanying documents.
Organization of work in the archive
After the documents fulfill their basicmission, they become almost unnecessary at the moment. Some of them are destroyed, and the rest are sent to special repositories, which are called archives. Here, the documents are processed, systematized and stored for storage in pre-designated rooms. This stage is considered the last in the office work. All materials are completed according to the shelf life, and an inventory of temporary and permanent storage documents, as well as cases of personnel, is compiled separately. Each enterprise (organization) at the end of the year collects the service documentation for transfer to the archive. These issues are usually handled by archivists. If there is no such unit in the company's staffing table, the work of the personnel department is carried out under the guidance of the employees of the archive. They make up an inventory of the transferred securities for separate divisions, on the basis of which a consolidated list of documents on the enterprise is formed.
Set of documents for work
Sometimes for the decision of a concrete question the citizenor organization are required to submit not one but several official documents. Take, for example, the situation when for the construction of the object a competition was announced between the participants for the right to conclude a contract agreement. Each applicant must provide the commission with documentation of a very different nature: a commercial proposal, permits for construction activities, constituent and other documents. All this is collected in a single package and sent to the members of the commission for consideration. Inside it, there must be an inventory of documents, in which everything listed is sent on behalf of a particular organization. This is a kind of list or list. Such paper is usually drawn up according to a certain pattern. Everything is extremely simple. In the upper part of the sheet the title "Inventory of documents" is written in the center. A little lower explains where and from what organization they are provided. Then comes the table, which consists of four columns:
- Number in order.
- Title of the document.
- Pages in the document with __ and __.
- Number of pages in the document
The table ends with a summary line, in whichindicates the total number of pages in the transmitted set. This makes it possible to prevent loss or possible substitution of securities submitted for consideration.
Execution of cases
With the proper management of records management, alldocuments at the enterprise at the end of the year are processed and grouped into cases. The equipment is manufactured in accordance with the approved nomenclature, as well as taking into account generally accepted rules:
- Documents are generated in one calendar year. As an exception, if business papers of a rolling nature exist, it is possible to combine service documentation in a single case for several years.
- Placement of securities is made from the top down.
- All sheets must be numbered. This is done to ensure the integrity of information during storage. Numbering should be done with a simple pencil in the upper right corner.
- If necessary, an internal inventory of documents is drawn up with the signature of the specialist who compiled it.
- The papers are stitched.
- A witness sheet is compiled.
- For each case a cover is made outof the established sample. It indicates the full name of the enterprise and the specific unit. Next comes a special digital index, corresponding to the nomenclature. After that, the dates of the institution and the end of the case are indicated. And at the very bottom of the marked shelf life.
Mailing
When sending some parcels, packages orvaluable letters along with the contents sent an inventory of documents. The form can be taken at any branch of communication. It is executed under Form No. 107 and is a kind of document that contains detailed information about the quantity and value of the content. The issue of the price is decided by the sender himself. If he believes that a document is not of particular value, then a dash is placed in the corresponding column of the form. The inventory is put in an envelope or packing directly at the post office. The office worker checks the accuracy of the registration and certifies the form with a seal. The inventory should be made in two copies. One is sent along with the documents, and the other must remain with the owner of the parcel. This is done so that in the event of a conflict situation it is possible to confirm each unit of investment. After that, the envelope (parcel or parcel) is sealed and sent to the addressee.
