How to staple documents correctly: generally accepted rules and practical advice. How to stitch and number a magazine correctly - sample Sample form for stitching documents
The issue of recording integrity control cannot be avoided. Living in the age of digital technologies that allow storing and protecting records, Belarusian legislation does not always give the right to keep records in electronic form. There is no need to worry about records in the field of employee safety and health; they are not threatened by digital technologies.
Therefore, in the old fashioned way, you have to take an awl, thread, and needle and number the journal, lace it up, make a certification note on the last sheet and seal it with the organization’s seal.
All magazines purchased in the store have a certification note and, looking at it, one gets the feeling that all magazines need to be laced and sealed. But that's not true. A quick search of the legislation of the Republic of Belarus in the field of labor protection presented a small list of journals subject to the above-described procedure.
Magazine name | Official with certification authority | Regulatory legal act |
Logbook for introductory briefing on labor protection | The head of the organization or his authorized person | clause 62 “Instructions on the procedure for training, internship, instruction and testing of knowledge of workers on labor protection issues” |
Occupational safety briefing log Logbook for registration of targeted briefing on labor protection | Head of an organization or structural unit of an organization |
|
Induction briefing log (Introductory briefing log) Briefing log | Not indicated | Clause 58 “Rules on labor protection during operation and repair of water supply and sewerage networks” |
Journal of pre-shift (before starting work, shift) medical examination of workers | Authorized official | Clause 12 “Instructions on the procedure for conducting pre-shift (before starting work, shift) medical examination of workers” |
Accident register | Authorized official of the organization, the policyholder (the policyholder - an individual) | clause 54 “Instructions on the procedure for filling out, maintaining and storing documents necessary for the investigation and recording of industrial accidents and occupational diseases” |
Register of occupational diseases | Authorized official of the policyholder, the policyholder - an individual (territorial center of hygiene and epidemiology) | clause 121 “Instructions on the procedure for filling out, maintaining and storing documents necessary for the investigation and recording of industrial accidents and occupational diseases” |
Journal of work accounting according to orders and orders | Not indicated | Appendix D TKP 427-2012 (02230) “Safety rules for the operation of electrical installations” |
Dichloroethane log book | Not indicated | Appendix to the Interindustry Rules for Occupational Safety and Health when working with dichloroethane |
Refrigeration unit operating log | Not indicated | Clause 12 “Inter-industry rules on labor protection during the operation of freon refrigeration units” |
Journal of pre-trip and other medical examinations of drivers of motor vehicles (except for wheeled tractors) | Not indicated | Clause 9 “Instructions on the procedure for conducting pre-trip and other medical examinations of drivers of motor vehicles (except for wheeled tractors)” |
Journal of pre-trip and other medical examinations of drivers of wheeled tractors and self-propelled vehicles | Not indicated | clause 9 “Instructions on the procedure for conducting pre-trip and other medical examinations of drivers of wheeled tractors and self-propelled vehicles” |
That's all. The last two logs could not be indicated, since they are filled out by medical workers, who are on staff only at large enterprises of the Republic.
In the field of fire safety, it is required to lace and seal fire safety training logs. The logs must be numbered, laced and sealed, and also certified by the signature of the facility manager or person responsible for conducting briefings(strange, isn’t it?) (Appendix 2 to the Fire Safety Rules of the Republic of Belarus. PPB of Belarus 01-2014). To our joy, it is allowed to register fire safety briefings in the logbooks for registering occupational safety briefings (thanks to the Ministry of Emergency Situations). Therefore, fire safety training logs are not common in organizations of the Republic.
When working with documentation, sooner or later you are faced with the need to conduct. It is good if this knowledge is not obtained during the next inspection of some authorized bodies. Firmware is an important element in office work, which is better not to be ignored, so as not to “get fined.” If the document is stitched incorrectly, then in the future it will be problematic to prove that there was no substitution of information. This publication describes how to stitch and number a magazine correctly.
Responsibility
Some documents are of increased importance and therefore require closer attention to storage and execution. Firmware and numbering of documentation is not a whim at all, but protection from making illegal changes by tearing out/adding pages and other unauthorized actions.
Is it necessary to flash magazines in a private office? The answer is yes. It doesn’t matter at all what form of ownership the organization has, an audit can easily come to an ordinary individual entrepreneur, because the law is the same for everyone.
When hiring a secretary or clerk, it is better to immediately clarify whether the candidate knows how to bind books and how he does it? If difficulties arise in answering this question, keep in mind: this applicant will not become a reliable partner, because the skill of firmware is no less important than the ability to write letters correctly or quickly type texts on a computer using the “blind ten-finger method.” And the good news is that this knowledge can be easily obtained once you have dealt with this issue.
In some structures, for example the security forces, the internal audit service always conducts an audit with particular passion, and first of all looks at whether the logs are properly formatted; they even check the lacing of the personnel notes!
All cash registers must be stitched first; everything related to finance is always the focus of control services. It is necessary to flash both the accounting of orders, and journals for notes and other things.
Some journals are kept at enterprises for years; in these cases, it happens that the firmware thread helps the book simply not fall apart into its component parts due to old age.
How to stitch and number a magazine: step-by-step instructions
In fact, it is difficult to flash only your first document. After all, you don’t know where to start and how to stitch the magazine correctly, or how to approach it in general. But working with subsequent documents will be an ordinary routine manipulation and nothing more.
How to flash a magazine? A sample can be seen in the photo below; a visual aid always works better than thousands of written words.
Numbering
If at least one sheet is missing from the log, this will immediately prompt the inspection body to think about official forgery at the enterprise. If the sheets were torn out, it means that some information was hidden, and then they will figure out who benefits from this and why. If the inspector definitely wants to punish the company for something, then unlaced documents will become an excellent “clue” in his activities.
You can number a book manually; in this case, it is the sheets, not the pages, that are numbered. The cover is not a sheet; it is usually placed in the lower right corner. If an error was made during manual numbering, you can correct the number with a pen and put next to it the signature of an official, for example a secretary, who is responsible for filing journals at the enterprise.
The modern market is oversaturated with goods; you can easily buy a beautifully numbered magazine right away. This is, without a doubt, convenient, because writing down numbers from one to one hundred is not the most exciting activity.
Thread for firmware
An ordinary thread, like the one we sew on buttons and use in everyday life, is not suitable for work. If you take a thin sample, then over time the thread may break, and then you will have to stitch the magazine again, and this is far from a matter of minutes.
Most often, the clerk has in his arsenal one that is so strong that it is simply impossible to tear it with bare hands; it will definitely keep all the sheets together, even if the magazine accidentally falls.
How to make holes?
You can make holes in a thin magazine or notebook with an awl, and gradually, step by step, page by page, pierce all the sheets. But if you have to deal with a multi-page copy, then they usually take a drill to help. It’s especially fascinating to watch how deftly the fragile girl accountant can handle the tool. And yet, when resorting to such heavy artillery, it is better to enlist male support.
To make your magazine look neat, do not pierce the cover, even if you really want to. The holes should be made as close to the spine (binding) as possible, then when opening the pages the threads will be practically invisible and they will not take up the useful area of the graph.
There are usually two holes, the distance between them is 6-10 centimeters. The holes are located approximately in the middle of the book.
Once the holes are made, the thread is inserted into a large needle and pulled through the holes. Both tails of thread should remain at the back of the magazine (between the last sheet and the back cover).
Thread length
You also need to immediately figure out how long to cut the thread, both of its “tails” will have to remain free by about 15 centimeters, but it is better to act with a reserve, the extra millimeters can always be trimmed. The ends are needed so that a control sheet with the number of numbered pages can be glued on top of them.
Checklist
The whole point of flashing magazines is to use a kind of homemade “seal” to forever fix the number of sheets that should be present in a given document under any circumstances.
We will need a cut piece of sheet, approximately 10*10 cm, on it we need to write by hand or print on a computer the following text: “In this magazine, “...” is numbered and laced. pages. The head of the enterprise must put his resolution on a square of paper, and the date of the operation is also indicated.
The thread is tied into a knot, and the ends remain free; the control sheet is glued using PVA to the knot itself and part of the threads. After the glue has dried, the manager puts a stamp on the control sheet so that it extends beyond its edges and the mark is present on the cover itself. This is the elementary scheme used to protect against attacks on the integrity of logs.
- Even the most ordinary student notebook can become a journal.
- Having sifted through information on how to flash a magazine, you may not always come across the following useful advice. Watch the tension; the stitching must be done loosely enough, otherwise the lace/thread will cut into the holes and tear the pages, or the book will not be able to be opened completely. A tightly bound journal does not allow for writing in the center of the spread.
- You can also find the required standard form on the Internet, print it out, punch it with a hole punch, sew it, and stick on a “control.”
- It is advisable to attach the control sheet with a glue stick: PVA takes a long time to dry, and moisture often blurs the signature and seal put by the manager in a hurry.
- There are situations when it is still necessary to make some changes to the log. For example, due to an unfortunate oversight or irresponsibility of an official, incorrect data was entered, or there is no registration information at all, in which case it is sometimes necessary to rewrite the log completely.
Where to buy magazines?
By the way, now there are a lot of portals on the Internet that can offer you to purchase any sample for little money and in a short time. The advantage of such a purchase is that the magazines will already come to you with holes for thread or even already completely stitched, and you will not need to think about how to stitch the magazine yourself.
Engineers for the protection of life and health of workers are usually interested in how to flash a labor safety log, but there is no special wisdom here - all these documents are laced according to the same principle. By the way, the occupational safety journal is one of those that the employer must “groom and cherish”, because if something happens to an employee at work, the first thing the regulatory authorities will ask about the book where these same employees read and signed the
Information to the personnel officer
But the book of registration of work books and inserts in them must not only be stitched, but fastened or sealed. The standard scheme of how to flash a journal to enter information about work books will not work here.
Some results
Let us repeat the basic rules stated above:
- Before work, carefully study the instructions on how to flash the magazine.
- Decide on a “piercing” tool.
- Do not pierce the cover (only the sheets themselves).
- Do not make holes far from the cover - the magazine will be inconvenient to open.
- The thread must be strong.
- Do not miscalculate the length of the thread, so as not to redo everything again.
- Number the magazine.
- Paste a control sheet, which will indicate the number of pages to be stitched and the date of stitching.
- Seal it.
We hope that after reading the article you have no questions about how to flash the logbook and similar documents.
Flashing documents is a simple process that does not require special skills from the performer: all you need to have on hand is a thread (cord, twine), a needle and a hole punch, and with modern equipment, all these items can be replaced with a special machine. Lacing and taping a document is the same integral duty of a HR specialist as maintaining or personal files of employees: without this procedure, storing a large volume of documents would be extremely difficult.
The above operations are followed by one more - registration, certification with a signature and attaching a sticker. How to properly stitch and glue a document, as well as where to download an electronic form and a sample sticker in Word format - see below.
When do you need to flash documents?
According to general practice, confirmed by Order of the Federal Archive No. 76 of December 23, 2009, Orders of the Ministry of Culture and the Ministry of Taxes and Duties, as well as GOST R 51141, any document that contains more than one sheet should be stitched (or glued). This is done for two main reasons: firstly, in an “assembled” form it is much easier to store personal files and files; secondly, if you sew the sheets together and place a sticker on top indicating their exact quantity and the organization’s seal, it will become much more difficult to remove or replace any part of the document.
Important: the question of whether it is worth stitching double sheets remains unclear. For practical reasons, it may be advisable to leave them in their original state (because they are effectively one sheet), but place them in a hard folder or under a cover with other papers. If this is an integral part of the array (for example,), then, despite the doubleness, the sheets must be stitched (laced), and, if necessary, additionally glued together with the rest.
Usually, the responsible employee decides for himself how to stitch the document, unless his organization has special regulations that must be followed. At the legislative level, this obligation, of course, is not fixed, but it is not recommended to deviate from accepted norms: the next inspection will reveal all the specialist’s flaws, and at best he will face disciplinary action.
In addition, by following a single routine, the employee will save a lot of time, which can be used for activities that are more meaningful from a rational point of view - for example, for processing or entering information into electronic databases.
Advice: before submitting documents to the department of the Federal Tax Service, it makes sense to ask a representative of the inspection whether the sheets need to be stapled. Federal Tax Service employees often and repeatedly scan papers sent to them, so it may be more convenient for them (and for the sending party) to use a stationery binder.
How is the firmware of documents performed? (+ video)
Before starting to stitch (lace) a document, a specialist must prepare all the necessary tools: otherwise, later you will have to fasten the sheets with thread, while simultaneously trying to find glue, scissors or a seal - and this is not very convenient.
Items used to stitch (lace) and glue a document include:
- Paper Piercing Tools:
- awl;
- thick needle;
- hole puncher;
- drill.
- Consumables:
- threads (it is recommended to use the LSh-21 brand, but any others that are sufficiently dense and non-slip can be used);
- leg-split;
- cords (not very thick);
- glue (PVA or, worse, stationery).
- Scissors.
- A cover for storing files in the archive (format 230×325) and a blank sticker, which will subsequently be stamped.
Important: the use of a standard cover of the specified sizes is highly desirable, since it guarantees comfortable work with documents in the future, but is not necessary: if the sheets cannot be placed in a stationery “box” without damage, a specialist should order or (if the material is available) independently make a cover suitable for the original options.
You can stitch (lace) and glue any document according to the following scheme:
- Prepare the sheets by folding them in the correct sequence (chronological or alphabetical). The papers should also lie with the correct side up or down - otherwise there is a high probability of sewing them backwards and subsequently re-stitching them.
- During the preparation process or immediately upon completion, remove all paper clips, staples and other unnecessary elements on the sheets, while trying to maintain the integrity of the paper. In this case, the safety of the document is the priority: if it is not possible to remove a foreign object without damage, it should be left in the file and not torn off along with part of the sheet.
- Fold the sheets, aligning them along two edges (right angles). This can be done either manually, if the volume of the document is not too large, or with the help of an auxiliary tool - a square.
- Make holes in the paper (at a distance of about 15 mm from the left vertical side) - three or five, depending on the importance of the document, instructions in the departmental instructions and the availability of free time for the performer.
The procedure for making holes is carried out in several steps:
- first you need to mark the future holes by placing a dot in the center of each of them with a pencil or pen;
- the first hole should be located approximately in the middle of the sheet; the extreme ones - no less than three centimeters from him;
- if you plan to make only three holes in the paper, it is recommended to space the outer ones further away, at least six centimeters from the center;
- if there are not too many sheets (from one to five), for piercing it is most logical to use a needle with an already threaded thread or a hole punch; if before ten or fifteen - a stationery awl; if more than the specified quantity, up to 250 pieces, use an electric drill or a stitching machine.
- Pass a thick non-slip (otherwise it will be impossible to tie a knot) thread or postal (bank) twine into the holes. Since both materials can tear, they are pre-folded in half, which makes the next step somewhat more complicated.
- Tie the ends of the thread, cord or twine threaded through all the holes into a knot - as tightly as possible and close to the last sheet.
- Paste onto the resulting knot (for greater convenience, you can “roll it out” with a handy object) a certification sheet, an electronic sample of which can be downloaded from the link below, leaving the ends of the thread free. After this, having previously signed the sticker and, if necessary, stamped it, the witness is completely filled with glue to exclude the possibility of further reformation of the case.
Advice: although the provisions given in paragraph No. 7 are accepted by HR department specialists as mandatory, often (especially if this concerns old documents not included in the electronic database) the best solution would be to use a regular knot for stitching sheets, which, if necessary, scan the document you can untie it and then tie it again. Of course, in this case, the certification sticker is either not used at all, or is attached to the back cover, losing its intended purpose.
- If this has not been done previously, number the sheets filed in the document, following the general rules:
- the inventory located at the front is not included in the general numbering (Roman numerals can be used);
- numbering starts from the second sheet (the number “1” is not included);
- numbers are placed in the upper right corner of each sheet;
- to include a missing sheet in the numbering, the number of the previous one and the letter are placed on it (on the first missing sheet - “a”, on the second - “b” and so on, excluding the letter “z”);
- the number is first stamped on the envelope, and then on the documents contained in it;
- previously numbered sheets are numbered again (for a more comfortable perception, old numbers should be erased);
- On graphic documents, numbers are placed on the reverse side.
- If necessary, the sheets can not only be laced (stitched), but also glued along the spine. In modern office work, this approach is not practiced, however, it does not contradict current laws.
Important: the maximum number of sheets in one volume is 250. This value can be slightly changed upward, but do not get carried away: with a spine thickness exceeding four centimeters, it becomes very difficult to work with the case.
How to properly design and attach a sticker?
A certification sticker is an indispensable attribute of a fully completed case; it is as important to the HR officer as a properly certified one is to the intermediary.
Requirements for sticker design:
- The dimensions of the workpiece are about 40×60 mm.
- It should completely cover the knot, leaving the ends of the threads free.
- Even before gluing or after drying, in the appropriate fields the certifier must enter the total number of sheets, the signature and transcript of the signature (last name with initials) of the responsible employee and the seal of the organization.
- At the end of the procedure, the completed certificate should be filled with glue along with the protruding threads.
Advice: the last point is optional, and for the reasons given above, it is better to skip it, gluing only the knot and threads.
Stitched and numbered - Word sample
You can download a sample sticker with the text “Stitched and Numbered” from the link above. An electronic document in DOC format opens in any text editor, including native Microsoft Word, and can easily be edited and supplemented in accordance with the requirements of a particular organization.
Let's sum it up
To stitch or lace a document, you need to have a needle, thread or twine, a hole punch and scissors on hand; to complete the formation of the volume - glue, a sticker indicating the number of sheets and the signature of the person in charge and a seal. The witness is glued directly to the knot that is tightened after fastening the sheets - so that the ends of the thread, cord or twine remain free.
The “Stitched and Numbered” sticker can be created independently by the responsible employee, but it is much easier to use the ready-made sample provided at the link above. The main thing is that before filling out the sticker, do not forget to enter the necessary information in its fields and affix the seal or stamp of the organization.
In this article we will tell you what documents need to be flashed and how to do it correctly. Let us show with examples the main methods of firmware.
Download useful materials:
How to sew a document with four holes
Punch four holes along the left edge of the stacked sheets of document at a distance of approximately 1.5 - 2 cm from each other. With this method of stitching, insert the thread from the back into the third hole and then proceed in accordance with the diagram below.
Scheme of document firmware in four holes
Tie the ends of the thread brought out to the back side with a knot and seal.
How to flash a folder with documents
When transferring documents to the archive, papers that belong to the same type or accompany a certain area of the company’s activities are filed in a general folder in accordance with the approved nomenclature of files.
A shared folder that contains both single- and multi-page documents must have a hard cover. The maximum number of paper sheets filed in a folder is 250. Neither a hole punch nor, especially, a needle can pierce such a thick stack of paper, so in such cases they use a screwdriver and twine, as well as a bookbinding machine. Papers filed in folders are held together with a plastic or metal spring, which makes them easy to open if necessary.
Basic rules for flashing documents
There are several basic rules for flashing documentation regarding the numbering of sheets in a folder. By following these rules, you can be sure that , and all documentation is strictly organized.
Basic rules for flashing documents:
- It is not the pages of the binder that are subject to numbering, but the sheets;
- if the number of sheets exceeds 250, the folder must be divided into a volume with separate numbering;
- does not need numbering;
- numbers must be written in Arabic numerals in the upper right corner of the page, indenting the text;
- if an error is made in the numbering, the incorrect number must be crossed out, the correct number must be entered and a certification inscription must be made on the corrected section;
- in some cases (if after the end of the numbering it is necessary to include an additional sheet in the file), lettered numbering is allowed;
- if there is a need to include a large-format sheet in the folder, it must be numbered in the upper right corner when unfolded, folded to A4 format and carefully sewn with the rest across the left edge;
- when they get involved , the envelope is numbered first, and then the enclosed sheets;
- Appendixes to cases, designed as separate volumes, are numbered separately.