How to store documents?

How to store documents?

seeing a huge pile of important papers on the table, we begin to ask an interesting question: how to store documents that everything was in its place?Sometimes, to a pile even scared to go because it can take a whole lot of time.However, this problem would not have arisen if the original documents are properly stored.

How to protect

documents First you need to decide on a safe storage place.And the word "security" is to be understood as protection against damage of the document, as well as protection against theft.

Those who have small children, you know that you should not leave the paper in a prominent place, otherwise there is a risk to find them later torn or izrisoval.Or, let's say you left an important paper on the table and your spouse accidentally spilled her tea.So, where to store the documents in order to avoid their damage?Good place for the storage of the "accident" can be a bookshelf, a wardrobe or cupboard.Moreover, pre-paper is put in the folder or file, so they do not get crushe

d.

order to protect the securities against theft is best to buy a small safe, but if you have no desire or ability to buy it, well hide the documents in your home.For example, you can make a double bottom shelf and put them in there.You can also put the most important documents in a safe-deposit box.

Easy access to documents

If you do 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, the need to bring documents.And imagine now how long it may take before you pull out the necessary papers from the double bottom.

Find the perfect compromise between the very difficult security and availability, if you decide to store the paper in the apartment, and therefore easier to use the services of bank vaults.As for personal documents such as a passport, you should make a few copies in paper and electronic form, just in case.And if such a document will be lost in the event of theft or disaster, you'll do for the first time and copy.

Now let's look at how to keep the documents that they were easy to use.Proper location saves you time searching for the right paper.

As

distribute documents to get started is to distribute the documents.You can be based on groups that belong to this or that paper, and put it in the proper stack:

  • Work
  • House
  • Family
  • Bank

Comfort is a relative concept.Some more convenient to distribute paper for their size.That can be quite impractical.Suppose you know that your paper is A4 size, and become a look in the corresponding stack, but the stack can be quite large.And what if you do not remember what size the paper was.You can also distribute the documents on the family principle.That is, each family member has a separate folder, which stores all the papers relating to it.Quite convenient and rational way.

What store documents

desirable to store each group of documents in a separate folder to avoid confusing them.For convenience, you can purchase colorful folder to the right could be found immediately.

Define document a particular place, and never change it.It will also allow you to save extra minute on finding important papers.Experts advise to have copies of virtually every document in addition to the original.It's quite convenient if you are going on a trip.After all, there is a possibility that during the trip you can lose, to spoil the original, or have it stolen.Besides, you do not need to fuss, if any office you will require a photocopy.Even better would be if you have a backup copy of all the documents in digital form.You can store them on the computer, or throw on a flash drive.In order to have the most convenient access to the papers, you can store them on any security resources.

How long to keep documents?In general, you must keep all the documents as long as possible.Let the best of them will be much than not enough.After all, no one knows which of the securities may be useful in a particular case.To organize the documents necessary to carry out their audit at least once a year.Thus, no actual securities will not take place, and desired document will be easier ottiskat.

How to store working documents

We seem to figure out how to keep documents at home, and now it is worth saying a few words about keeping the working documents.Any organization must ensure the safety of primary accounting documents, ledgers in accordance with the laws on archives, which defines the terms and procedure for the storage of important papers.In order to know how to keep accounting records, you must use the list of standard control documents.

Generally, accounting documents can be divided into:

  • documents with a limited shelf life
  • permanent records

their retention period is calculated from 1 January of that year, which will be the next after the end of their office.Shelf life of primary accounting documents is not less than five years, in accordance with federal law.Now you know how much you need to store documents, as well as where it is better to store.