How to store documents?
Having seen a huge pile of important papers on the table, we begin to ask an interesting question: how to store documents so that everything is in its place? Sometimes it is even scary to approach such a pile, because it can take a whole lot of time. But this problem would not have arisen if the documents were initially stored correctly.
How to secure documents
First you need to decide on a safe place to store. Moreover, the word "security" here should be understood as protection against damage to the document, and protection against theft.
Those who have small children, know that you should not leave the paper in a prominent place, otherwise there is a risk to find them later torn or painted. Or, say, you left a very important paper on the table, and your spouse accidentally spilled tea on it. So, where to store documents to avoid their damage? Good storage spaces for an “accident” can be a bookshelf, cupboard or sideboard. And pre-paper should be put in a folder or file so that they do not get crushed.
To protect securities from theft, it is best to buy a small safe, but if you do not have the desire or ability to buy it, hide the documents in your home well.For example, you can make a double bottom in the shelf, and put them there. You can also put the most important documents in the bank cell.
Easy access to documents
If you still decide to keep documents at home, make sure that you can get quick access to them, for example, in case of any disasters or fire. After all, first of all, in such cases you need to take documents with you. And now imagine how much time it may take before you get the necessary papers from the double bottom.
Finding the perfect compromise between security and availability is very difficult if you decide to keep papers in an apartment, and therefore it is easier to use the services of bank vaults. As for personal documents such as a passport, it is worth making several copies in paper and electronic form, just in case. And if such a document is lost, in the event of theft or a catastrophe, a copy will fit you for the first time.
Now let's see how to store documents so that they are convenient to use. Proper placement saves you a lot of time searching for the right paper.
How to distribute documents
To get started is to distribute the documents. You can rely on the groups to which this or that paper belongs, and put it in the appropriate stack:
- A family
Convenience is a relative concept. It is more convenient for some to distribute papers by their size. Which can be quite impractical. Suppose you know that your document is in A4 format, and you begin to search in the appropriate stack, but the stack can be quite large. What to do if you do not remember what size the paper was. You can also distribute documents on a family basis. That is, each family member has a separate folder in which all papers relating to him are stored. Pretty convenient and rational way.
What to store documents
It is advisable to keep each group of documents in a separate folder in order to eliminate their confusion. For convenience, you can purchase multi-colored folders so that you can find what you need right away.
Define a specific place for documents, and never change it. It will also allow you to save extra minutes searching for important paper. Experts advise to have copies of almost every document besides the original.It is quite convenient if you are going on a trip. After all, there is a possibility that during the trip you may lose, spoil the original, or you will have it stolen. In addition, it will not be necessary to fuss if in any office they request a photocopy. It will be even better if you have backup copies of all documents in digital form. You can store them on your computer, or throw on a USB flash drive. In order to have the most convenient access to the papers, you can store them on some secure resource.
How many years to keep documents? It is generally necessary to keep all documents as long as possible. Let them be much better than not to be enough. After all, no one knows which of the papers may be useful in one way or another. To organize the documents you need to conduct their revision at least once a year. Thus, non-current papers will not take up space, and the desired document will be easier to print.
How much to keep working papers
It seems that we figured out how to store documents at home, and now it is worth saying a few words about the storage of working documents. Any organization should ensure the safety of primary accounting documents, accounting registers in accordance with the laws on archiving, which defines the terms and procedure for storing important papers.In order to find out how much to keep accounting documents, you need to use the list of typical management documents.
In general, accounting documents can be divided into:
- Documents with a limited shelf life
- Permanent storage documents
Their shelf life is calculated from January 1 of that year, which will be next after the end of their paperwork. The shelf life of primary accounting documents is at least five years, in accordance with federal law. Now you know how much you need to store documents, how and where to store them.
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