The inventory of documents is a reference book that reveals the composition and content of documents, systematizes and takes them into account within the entire set of documents. Drawing up inventories is an important stage in the processing and ordering of documents, the purpose of which is not only the safety of documents, but also their clear execution.
Instructions
Step 1
Perform the registration of the list of documents on the letterhead of the organization (if any). This is not required, but a desirable requirement for such documents. In any case, the name of the organization must be indicated.
Step 2
Write down the title, which should contain information that determines the ownership of the documents included in the inventory. For example, "Inventory of documents in the criminal case", "Inventory of documents available in the attestation file", "Inventory of documents for a visa to Denmark", etc. If the organization compiles inventories on a regular basis, write down the serial number of the inventory.
Step 3
Create a table consisting of the following sections: "p / p No.", "Document name", "Number of sheets in the document". Fill in all the fields listed. Add lookup columns to the table as needed. For example, Pages _ through _, Page Numbers, Value, Note, and so on.
Step 4
Under the table, write how many sheets, documents or copies you include in the inventory. Write in numbers and words: 3 (three), 25 (twenty five).
Step 5
Complete the compilation of the inventory with the signatures of the heads of the organization, one way or another responsible for the preparation of this inventory (inspector of the personnel department, head of production, etc.). Write down the full name of the manager's position and a transcript of his last name, first name and patronymic. If necessary, include your full name in the document. and the signature of the person who handed in and accepted the documents.
Step 6
Also indicate the date of the document. It can be located both at the end and at the beginning of the inventory, both on the left and on the right of the document. The seal of the organization is not put on the inventory.
Step 7
The list of documents is drawn up in two copies: one remains in the organization, the other is presented at the place of request.
