New regulatory document: Rules for organizing storage, acquisition, accounting and use of documents in the archives of organizations. New rules for archives: what has changed? Appointment of new Rules

Office work and office

Organizational Archives Rules 2015

Evgeniya Kozhanova February 15, 2016 13:58

Since September 2015, the order of the Ministry of Culture of the Russian Federation of March 31, 2015 No. 526 came into force. He approved the "Rules for the organization of storage, acquisition, accounting and use of documents Archive fund Of the Russian Federation and other archival documents in the authorities state power, organs local government and organizations ". Further in the text of the article, for brevity, we will call them “ Rules 2015».

It is worth noting that there was no revolution in archiving with the publication of Rules-2015. Is that the new rules are more friendly to electronic documents ... We are talking about the status of the new and old rules on archiving in this article. You can also download the 2015 corporate archives operating rules here.

Let's remember how it was before the order came into effect: the organizations worked on two documents.

The first of them is the Basic Rules for the Operation of Departmental Archives (approved by order of the USSR Main Archive of September 5, 1985 N 263). This was the only normative (that is, mandatory) document on archiving in Russia until 09.21.15.

In the letter of the Federal Archival Agency dated September 18, 2015 N 2/2133-A, it is indicated that since the entry into force of order No. 526 "The basic rules for the work of departmental archives are not subject to application." They can no longer be used.

The second is the Basic Rules for the Archives of Organizations (approved by the decision of the Rosarkhiv Collegium dated 06.02.2002). This is a methodological (optional, but informative) document, which has not been canceled, but you can and even need to use it, because In the 2015 Rules, many questions about practical actions for storing documents in organizations were left behind the scenes.

Thus, we have two working documents left: the 2015 Rules and the Basic Rules. They have completely different status:

Fundamental rules - methodological document... It is not necessary to use it, although in this case creating an archive in the organization is very difficult. The basic rules are just approved by the decision of the Rosarkhiv Collegium, which means that their status is much lower than that of the Rules-2015.

Download Rules for organizing storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in government bodies, local governments and organizations (PDF, 4.02 Mb).

Office work and office

Organizational Archives Rules 2015

Evgeniya Kozhanova February 15, 2016 13:58

Since September 2015, the order of the Ministry of Culture of the Russian Federation of March 31, 2015 No. 526 came into force. He approved the "Rules for the organization of storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in government bodies, local governments and organizations." Further in the text of the article, for brevity, we will call them “ Rules 2015».

Let's remember how it was before the order came into effect: the organizations worked on two documents.

Thus, we have two working documents left: the 2015 Rules and the Basic Rules. They have completely different status:

Basic rules - a methodological document. It is not necessary to use it, although in this case creating an archive in the organization is very difficult. The basic rules are just approved by the decision of the Rosarkhiv Collegium, which means that their status is much lower than that of the Rules-2015.

On September 21, 2015, the order of the Ministry of Culture of the Russian Federation of 03/31/2015 No. 526 came into force. He approved the "Rules for the organization of storage, acquisition, accounting and use of documents of the Archive Fund Russian Federation and other archival documents in government bodies, local governments and organizations ”. Further in the text of the article, for brevity, we will call them "Rules-2015".

Before and after

Let's remember how it was before the order came into effect: the organizations worked on two documents.

Thus, we have two working documents left: the 2015 Rules and the Basic Rules. They have completely different status:

Rules 2015 - normative document. It is mandatory for all organizations, regardless of their field of activity and form of ownership. It was approved by the order of the Ministry of Culture.

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What to rely on now in the field regulation and methodological support of archiving?

First, on a valid document that bears normative character: Rules for organizing storage, acquisition, accounting and use of documents from the Archival Fund of the Russian Federation and other archival documents in government bodies, local governments and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526), which entered into force at the end of September last year ... Further in the article we will refer to it as Rules-2015.

And secondly, to the current document, which is of a methodological nature: Basic rules for the operation of archives of organizations (approved by the decision of the Rosarkhiv Collegium dated 06.02.2002, hereinafter referred to as the Basic Rules). Many practical issues, only touched upon by the 2015 Rules, are covered here in some detail, for example, the procedure for developing a nomenclature of cases.

The basic rules for the operation of departmental archives (approved by order of the USSR Glavarkhiv No. 263 dated 09/05/1985), which for a long time, due to their age, were not quite a working document, were finally sent to their well-deserved rest and are not subject to application on the territory of the Russian Federation since the entry into force of the Rules -2015 (letter of Rosarkhiv dated 09/18/2015 No. 2/2133-A).

Do I need to keep documents?

What is an archival document? See the article “For which organizations are new archive rules? And who has the documents of the Archive Fund of the Russian Federation? "

You need to keep the documents. Despite the fact that the 2015 Rules say that "organizations have the right (emphasis added by the author) to create archives in order to store the archival documents formed in the course of their activities ...", upon closer examination, this right turns into a real obligation.

Firstly, if there is an organization, then there are employees, which means that a complete set of documents on personnel for each of them.

Secondly, if there is an organization, then there is also its tax accounting, presented also by paper or electronic documents.

Thirdly, at least all of the listed documents must be kept within the established time limits. Sources of shelf life - special lists:

List of typical management archival documents generated in the course of activities government agencies, local authorities and organizations, indicating the storage periods (approved by order of the Ministry of Culture of the Russian Federation of 25.08.2010 No. 558);
The list of standard archival documents generated in the scientific, technical and production activities of organizations, indicating the storage time (approved by order of the Ministry of Culture and Mass Communications of the Russian Federation of July 31, 2007 No. 1182).

These lists are mandatory1 for use by both state and non-state organizations. So it turns out that any, even the smallest and most modest company, has a set of documents for archival storage. And for them, conditions must be created that meet the new regulatory document: Rules-2015. The absence of structural subdivisions under the names "archive", "office" does not affect this duty in any way.

Storage of electronic documents

An innovation that has been noticed by all clerical and archival specialists is the long-awaited storage order electronic documents, given in the Rules-2015. This refers to Sections 2.30-2.33. The transition to electronic documents in the 2015 Rules is carried out rather abruptly, without any headings, immediately after the message that it is forbidden to be in dirty shoes in the archive.

2.30. Mandatory conditions storage of electronic documents are:

the presence in the archive of the organization of at least two copies of each unit of storage of electronic documents (the main and working copies must be on different physical devices);

availability of hardware and software designed for reproduction, copying, rewriting of electronic documents, control of the physical and technical condition;

ensuring the storage mode of electronic documents, excluding the loss, unauthorized distribution, destruction or distortion of information.

Another major innovation is the definition by the 2015 Rules of the format for archival storage of electronic documents:

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2.31. The transfer of text electronic documents for storage in the archive of the organization, which is the source of acquisition of the state and municipal archives, is carried out in PDF / A format.

PDF is undeniably a universal format. PDF / Archives (PDF / A) is a variation of this format specially designed for long-term archival storage of documents and enshrined in the ISO 19005-1: 2005 / Cor.2: 2011 standard “Document Management. Format of files of electronic documents for long-term storage ". But like anything universal, PDF isn't perfect. Management documents feel great in this format, but organizations use not only Microsoft Office. So, for example, drawings made in dwg format are displayed incorrectly when converted to .pdf. The behavior of the electronic digital signature when converting a document to .pdf.

The procedure for transferring electronic files and documents is described in section 4.34 of the Rules. The following follows from the text:

firstly, electronic documents can be transferred to the archive and stored both on separate physical media and “via an information and telecommunication network”,
secondly, the inventory of electronic files and documents is, nevertheless, compiled in paper form (that is, even if we form an archive in the EDMS, the inventory will have to be delivered to the archivist personally),
thirdly, “upon admission to archival storage electronic files are certified electronic signature the head of the organization or his authorized official". Nothing of the sort is required for paper documents. How to fulfill this requirement for organizations that create electronic documents, but do not use EDS, the 2015 Rules are silent.

Finally, “for quick access to electronic documents for reference and search purposes, a fund for the use of electronic documents is created in the archive” (clause 2.33). In this case, the concept of a fund of use is not disclosed.

Document accounting

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3.5. In the archive of the organization, the main (mandatory) and auxiliary accounting documents are kept. The composition and forms of the main accounting documents are determined in accordance with these rules. The composition and forms of auxiliary accounting documents are determined by the archive of the organization independently.

The basic rules clarified why the archive documents are recorded and what constitutes a system of accounting documents, clearly formulating its purpose. These definitions have disappeared from the 2015 Rules. Let's remember them in order to understand why we will deal with accounting:

The accounting of documents in the archive of the organization is the determination of their number and composition in the established accounting units and the fixation (registration) of the belonging of each accounting unit to a certain complex and their total number in accounting documents2.
The system of accounting documents of the archive is a complex of interrelated accounting documents and databases, reflecting the number and composition of documents of the organization's archive and their changes, component system of state registration of documents of the Archival Fund of the Russian Federation 3.

And the main change: the list of accounting documents of the archive in 2015 was reduced by more than half, from 11 to 5 positions. Remained only:

book of accounting for the receipt and disposal of cases, documents;
list of funds;
fund sheet;
list of cases, documents;
register of inventories.

The procedure for drawing up and maintaining accounting forms, although sparingly, is described in paragraphs 3.7-3.11 of the Rules-2015.

The rest is at the discretion of the organization. If it is a source of acquisition of the state (municipal) archive, then an additional passport of the organization must be drawn up (clause 3.12 of the 2015 Rules). There is also a footnote to the Regulations for state registration of documents of the Archival Fund of the Russian Federation, dated 1997 and approved the form of the archive passport. Note that the Basic Rules proposed a form, although almost identical, but still more "fresh" than the aforementioned regulation. At least, the chronology in it began from the two thousandth, and not from the nineties.

Examination of the value of documents

The 2015 Rules did not bring anything fundamentally new to the procedure for conducting the annual examination of the value of documents. Only paragraph 4.12 deserves attention:

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4.12. Organizations in whose activities documents of the Archival Fund of the Russian Federation are not created, create inventories of cases by personnel and inventories of temporary (over 10 years) storage periods and ensure their safety.

This provision refers to the conversation that regardless of the presence in the organization of the archive and its belonging to the number of sources of acquisition of state (municipal) archives, it is obliged to deal with its documents at least to a minimum. Indeed, perhaps very few people will be able to compile an inventory of cases of temporary (over 10 years) storage periods without first compiling a list of cases.

Nomenclature of cases

See the article "New Rules for the Archives on the Nomenclature of Cases"

They speak very sparingly about the nomenclature of cases, which the 2015 Rules call "the main accounting document reflecting the composition and organization of the organization's documentary fund" and do not even give it any intelligible definition. It only follows from the text of the document that (paragraphs 4.14–4.18):

“The nomenclature of cases fixes the classification (grouping) of executed documents into cases (electronic files)”;
the nomenclature of cases is drawn up according to the attached form;
the nomenclature of cases of the organization is drawn up on the basis of the nomenclatures of cases of structural divisions (the form is attached, however, according to the table of contents it will not be possible to find it: it contains two appendices with the name "Nomenclature of cases"; structural divisions include No. 26);
the nomenclature of the organization's cases is developed on the basis of standard, departmental and other lists of documents indicating the storage periods, other regulatory legal acts, as well as standard and approximate nomenclatures of cases;
organizations - sources of acquisition of state (municipal) archives agree on it with "the corresponding EIC or state (municipal) archive, in accordance with the powers granted to it";
organizations that are not sources of acquisition of state (municipal) archives coordinate their nomenclature of cases on their own.

No more practical information on the development and maintenance of the organization's nomenclature of affairs is contained in the 2015 Rules. It should be said unequivocally: without the Basic Rules, an ordinary clerk, especially for the first time, will not be able to draw it up.

Registration of cases

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4.19. Cases of permanent and temporary (over 10 years) storage periods completed by office work, including personnel, after completion calendar year, in which they were entered, are prepared for transfer to the archive of the organization and are subject to registration and description.

Depending on the storage period, full or partial registration of cases is carried out. The cases of permanent and temporary (over 10 years) storage periods and personnel are subject to full registration.

Paperwork of cases provides for:

filing or binding of case documents (non-formatted documents are stored in closed hard folders or in boxes);

numbering of sheets of the case;

drawing up a certificate of evidence of the case (Appendix No. 8);

drawing up internal inventory case documents (Appendix No. 27);

design of the cover of the case (Appendix No. 28).

Preparation of electronic files for transfer to the archive of the organization provides for the compilation of an inventory of electronic files, documents (Appendices No. 17, 18).

What includes the partial registration of cases and how it depends on the storage time of documents is not reported.

If earlier the internal inventory was compiled only "in necessary cases"(Basic rules, clause 3.6.3.), Then this phrase was removed from the 2015 Rules. The title of the inventory form, presented in Appendix 27, does not give any references to the shelf life.

Electronic files should not be described all, but only those that have a temporary (over 10 years) and permanent storage period (the forms of inventories are in Appendices 17 and 18, respectively).

Applications: forms of documents

Traditionally, the Rules-2015 end with a set of applications - forms of documents accompanying certain processes of storing documents.

In general, it should be said that, firstly, there are fewer forms in the 2015 Rules than in the Basic Rules, and secondly, among them there are two applications with the same names, which is very inconvenient, and thirdly, they are located in the order of mention in the text (and not in order of importance or logical sequence, as in the Basic Rules). Some applications have changed their names, some have slightly changed the form. The general recommendation would be this: if it is necessary to draw up any document on archiving, the archivist should first of all look for its form in the Rules-2015, and only if the required form does not appear in them, refer to the Basic Rules.

Below are 3 lists. The first (in the form of a table) is the annexes from the 2015 Rules and the corresponding forms from the Basic Rules. The second is the novelties in the forms, introduced in 2015. The third one is the forms from the Basic Rules that did not fall into the 2015 Rules, but were not canceled either (as they say, use it for health).

Compliance of the Forms of the Rules-2015 and the Basic Rules

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Reappeared and approved by the Rules-2015:

Inventory of electronic files, documents of temporary (over 10 years) storage periods;
Appendix to the inventory of electronic files of temporary (over 10 years) storage periods;
The act of acceptance and transfer of archival documents for storage (from organization to organization. - Author's note)
Inventory of cases;
Inventory of electronic affairs, documents with an attachment to the inventory of electronic affairs, documents.

The last two forms are intended to replace delivery lists and in fact represent acts of acceptance and transfer of documents for storage in the archive of the organization.

Inventory of cases of permanent, temporary (over 10 years) storage and personnel structural unit organizations (Appendix 12 of the Basic Rules);
Final record and certification inscription (Appendix 13);
Title page of the inventory of documents of permanent storage (Appendix 14);
Order (requirement) for the issuance of documents (Appendix 17);
Book for issuing documents (Appendix 19);
Inventory of especially valuable cases (Appendix 23);
Book of entry and disposal insurance fund and the use fund (Appendix 27);
Inventory of the insurance fund (Appendix 28);
Passport of the archive of the organization storing management documentation(Appendix 29);
Passport of the organization that stores the documents of the industry fund (Appendix 30);
Registration card of the electronic document accounting unit (ED) (Appendix 31);
Act on migration and rewriting of electronic documents (Appendix 32);
Register of receipt and disposal of electronic documents (Appendix 33);
Register of migrations and rewriting of electronic documents (Appendix 34);
The act of describing documents of personal origin (Appendix 38);
The Act on the formation of the united archival fund (Appendix 39);
Register of issued copies, extracts, certificates, thematic materials (Appendix 44);
Register of visits by users of the reading room (Appendix 45);
Annual work plan of the archive (Appendix 46);
Registration card for work with the organization (Appendix 47);
Acceptance certificate when changing the head of the archive (Appendix 48).

Obviously, the 2015 Rules are designed for a trained reader. But in many cases, unfortunately, either secretaries or (if necessary) employees of various departments: accountants, personnel officers, labor protection, lawyers, etc. are engaged in office work and archiving in an organization. It will be very difficult for these innocent people to understand what is required of them in the field of document storage.

The 2015 Rules provide an absolute minimum of measures to ensure the storage of documents in an organization. Readers of the rules will have to look for information on how to implement this minimum in practice on their own in methodological sources. Thus, the Basic Rules for the Archives of Organizations, despite their optional status, with the arrival of the 2015 Rules will be in demand in the offices Russian organizations even stronger than before.

Footnotes

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The decision of the Supreme Arbitration Court of the Russian Federation of February 21, 2012 No. 14589/11. come back

Section 6.1.1. Basic rules. come back

Section 6.3.1. Basic rules. come back

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"Basic Rules for the Archives of Organizations" (approved by the decision of the Rosarkhiv Collegium dated 06.02.2002)

Approved
decision
Collegiums of Rosarkhiv
dated 06.02.2002

FUNDAMENTAL RULES
WORKS OF ARCHIVES OF ORGANIZATIONS

INTRODUCTION

The basic rules for the operation of archives of organizations are a regulatory and methodological document that determines their activities. The rules are based on the current legal framework in the field of information, documentation support of management and archival affairs, synthesize the experience of domestic archiving, take into account modern achievements in the application technical means and information technologies in working with documents.

The right and obligation to create archives of organizations for the temporary storage of documents from the Archival Fund of the Russian Federation classified as state property, established by the Fundamentals of the Legislation of the Russian Federation on the Archival Fund of the Russian Federation and Archives (1993), the Regulations on the Archival Fund of the Russian Federation (1994) and the Regulations on the Federal Archival Service of Russia (1998), corresponding regulations subjects of the Russian Federation.

These Rules apply to archives government organizations, as well as obligatory for all non-governmental organizations in terms of ensuring the safety, description, accounting and use of documents from the Archive Fund of the Russian Federation classified as state property.

Archives of organizations storing film, photo, background and video documents (audiovisual), scientific and technical, cartographic, telemetric documents are guided by these Rules in terms of organization, planning, reporting, methodical work with management documents stored in the archives; in all other matters, work with these documents governed by the relevant instructions and rules.

The rules do not apply to documents, work with which is regulated by the Law of the Russian Federation of July 21, 1993 N 5485-1 "On state secrets"And the Decree of the President of the Russian Federation of November 30, 1995 N 1203" On approval of the list of information classified as state secrets. "

State organizations that are not classified as sources of acquisition of state archives, as well as non-state organizations, may be guided by these Rules when organizing and ensuring the operation of their archives.

The Rules are supplemented with forms of documents that ensure the operation of the archive.

The basic rules for the archives of organizations have been prepared working group Rosarkhiv and VNIIDAD consisting of: V.A. Eremchenko (group leader), Albrekht B.V., Banasyukevich V.D., Gavlin M.L., Kiselev I.N., Krasavin A.S., Larin M.V., Meshcherina T.A., Privalov V.A. F., Smoglo I.A., Sokova A.N., Solobay N.M., Stepanova L.A.

Grouping of administrative acts

Archival office work involves the systematization of different types of information carriers. These include, among other things, administrative acts. They are grouped according to type and chronology with attachments:

Provisions, charters, approved by administrative acts, act as annexes to them. They are grouped together. If the provisions, instructions, statutes were approved as independent acts, they are systematized into separate cases.
Orders of higher structures and decisions on their implementation are grouped according to the areas of work of the enterprise.
Orders related to personnel are systematized according to storage periods. With a large amount of information materials, it is advisable to act on different sides the work of the company, grouped separately.
Orders for the 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 according to the appointment of the head of the responsible unit, in another.
Approved limits, reports, estimates, title lists, plans, etc. are grouped separately from projects by them.
The arrangement of documents in personal files is carried out in the order in which they are received.
Personal accounts of employees for salaries are systematized into separate folders. They are arranged alphabetically.
Complaints, suggestions, 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 matters.
Systematization of correspondence is usually carried out for calendar period in chronological order. In this case, the answers are placed after the questions. In case of renewal of correspondence on a separate topic, begun in the previous year, the documents are included in the folder of the current period. At the same time, the index of the case of the last year is indicated.

Nuances

Archival office work is a type of activity in which specialists ensure not only the safety of information carriers, but also the ability to work with them when such a need arises. For this, the acts that make up the folders are sewn into four punctures in a cardboard cover. It is also allowed to bind them, taking into account the ability to read texts, resolutions, dates, visas in all papers.

In preparation for bundling, all metal bonding elements are removed. Materials intended for permanent storage and consisting of particularly valuable or non-formatted acts are contained in folders closed type with three valves with ties or in special boxes.

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

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 by types of documents, in the titles of which their content is not disclosed. The form must contain data on the serial numbers of acts in the folder, indexes, titles, dates and page numbers.

A summary record 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 internal inventory is approved by the compiler. If the folder is bound or hemmed without letterhead, 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 seizure, replacement of papers with copies, the inclusion additional documents to the folder. At the same time, links to relevant acts... If necessary, a new generalizing record can be formed to the sheet of the internal inventory, as well as the folder's certification inscription.