Whatever type of activity an organization does, in the process of its life it creates serious volumes of documentation that must be preserved.
The larger the enterprise and the broader the scope of its activities, the greater the volume of accumulated documents.
Naturally, sooner or later the question arises of sorting and destroying irrelevant documentation.
It remains to determine what can be destroyed, and what still needs to be preserved.
In order to systematize the documentation,For each document that needs to be deposited, it is necessary to determine the retention period, after which the document can be destroyed without risk to the organization.
Use the approved list of documents,For which the shelf life is established by Rosarkhiv. The main document, which should be guided by the systematization of this kind of documentation, is the "List of standard management documents formed in the activities of organizations, indicating the timing of storage" (approved Rosarkhivym 06.10.2000)
Also study the departmental lists to whichYou will need to resort if your organization falls under departmental qualifications (for example, there are lists for military departments, banking departments, etc.). For the most common types of organizations, lists of documents have also been formed (for example, for joint-stock companies).
A number of documents are subject to storage in accordance with their specifics, for example, tax documentation is required to be retained for a period of at least 4 years, and accounting records - at least 5 years.
Use of lists is the most convenient waySystematization of documents, since for each type of documentation a clear period of storage is established. However, not all documents can be distributed according to the lists. For a part of documents, the storage period must be set by the organization itself.
To this end, the organization by an appropriate orderCreates an expert commission that regularly examines the value of documents, determining the storage period and destroying documents for which the storage period has expired or is not required. It is important that the commission consisted of people capable of calculating the relevance of the document and the likely risks of its loss.