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How to determine the shelf life of documents

How to determine the shelf life of documents

Whatever the type of activity engaged in any organization, it creates significant amounts of documentation that should be maintained in the course of their life.

The larger the company and the broader scope of its activities, the greater the volume of accumulated documents.

Of course, sooner or later there is a question of sorting and destruction of irrelevant documents.

It remains to determine what can be destroyed, but that still need to save.



In order to organize the documentation,for each input to the instrument is necessary to determine the shelf life, after which the document can be destroyed without risk to the organization.
Use an approved list of documentsby which the shelf life is set Rosarkhiv. The main document, which should be targeted at a systematization of this kind of document is "List of typical administrative documents generated in the activities of organizations, with an indication of the shelf life" (app. Rosarkhiv of 06.10.2000)


Explore and departmental lists, whichyou will need to have recourse, if your organization comes under the departmental qualifications (for example, there are lists for military agencies, banking institutions and so forth.). For the most common types of organizations and the lists of documents (for example, for joint stock companies).


A number of documents to be stored according to its specificity, for example, tax documentation required to preserve for a period of not less than 4 years, and accounting statements - at least 5 years.


Using lists - the most convenient wayorganizing documents, because for each type of document set a clear period of storage. However, not all documents can be distributed to the lists. For some, the retention period should be set by the organization.
To this end, the organization of an appropriate orderIt creates a commission of experts, which regularly examines the value of documents, determining the shelf life and destroying the documents on which the storage period has expired or is not required. It is important that the commission consisted of people who are able to calculate the relevance of the document and the possible risks of its loss.

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