The activity of any organization involves working with documents. Some of them lose their relevance over time and are not used in work. To get rid of unnecessary papers, they are usually destroyed. Destruction of documents must be carried out in strict accordance with the rules established in the office work.
Necessary
- - act of destruction;
- - technical means for the destruction of documents.
Instructions
Step 1
Check out the procedure for destroying documents. It applies to both paper and electronic documents. Usually, documents that have lost their practical value and have an expired storage period are destroyed. This primarily applies to personnel and accounting documents.
Step 2
Conduct an examination of the value of documents. The result of it should be an act on the allocation and preparation for the destruction of those papers that are no longer subject to storage. The retention period for documents is determined by the current nomenclature of your organization's files. In some cases, the terms are specified according to federal laws, government decrees, departmental or standard lists of documents.
Step 3
Draw up an act for the destruction of documents, putting down the name of the structural unit in front of each group of headings. Enter similar cases into the act under one general heading, indicating the total number of cases. The act must be signed by an employee of the organization who participated in the examination of the value of the documents. After that, the act is approved by the head.
Step 4
Select cases for destruction using a page view. This will allow you not to miss the necessary document that accidentally got into the file. If any materials have been in the storage location for a long time, they can be scrolled selectively to determine the relevance of the documents.
Step 5
Choose the method of destruction of the documents included in the act. They can be burned or used for this purpose a paper shredder. Sometimes the materials to be destroyed are transferred for disposal to a specialized enterprise, drawing up the procedure with an acceptance certificate and a corresponding invoice. The latter method is most often used when the volume of documentation is significant. To ensure confidentiality, files are usually transferred and destroyed under the supervision of an employee of the organization.
