How to stitch and seal a work book movement record book

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Published: 05/09/2017

Reading time: 8 min

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Keeping records of work books at an enterprise or company is an important part of document flow and business management in general.

In our article, we will take a detailed look at current issues that interest our readers that are related to this topic: what legal acts regulate the keeping of records of work books, how the firmware of this type of work documents occurs, and we will also consider detailed instructions for flashing and sealing the documentation.

Legislation
Features of the firmware of the book of accounting for the movement of work books and inserts
Firmware instructions
Instructions for preparing a sticker sheet with a certification signature
Sealing the accounting book Instructions for sealing the accounting book

Persons responsible for firmware and sealing

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Rules of law

A work book is the most important document of an employee, the safety of which is controlled by the employer. By law, if a company has at least one hired employee, it is necessary to keep a log of work records. This is a legal requirement, which is stated in the rules for maintaining and storing TC. Moreover, such a record book must be sealed in accordance with the law. This is a document of increased accountability, therefore, its appearance and sealing, in particular, should be treated with extreme care. This measure helps protect the journal from external interference in order to make adjustments to existing records.

Sealing (protection) of the work record book is an important aspect of the HR officer’s activity. This document is always checked during scheduled visits by specialists from the State Labor Inspectorate. Disadvantages in the design of such forms are discovered very often.

There are certain requirements regarding the appearance and size of the magazine, including:

The book must be in A-4 format.
Its volume (number of sheets) should be such that it is enough for at least 2-3 years.
Thick cover. It is needed because the work record book is used for a long period, and is stored in the archive for even longer.
The layout of the pages should be such that all the necessary data can be entered.

Other important requirements for the book of accounting for the movement of work books and inserts in them:

The journal must be signed personally by the manager.
Each sheet is hand numbered by an authorized employee.
The book must be stitched and sealed.

If at least one of these requirements is not met, this will lead to the imposition of penalties on the employer.

How to flash accounting and storage books for work records?

Please tell me what are the requirements for flashing the accounting book and storing work records.
(information has been received that supposedly it must be stitched in a special way.) According to the law, the work record book must be laced and then sealed or sealed with a wax seal (paragraph 4 of clause 41 of the Rules, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225 ). The purpose of such sealing or sealing is precisely to “fasten” the stitched sheets of the accounting book.

Don't miss: the main article of the month from a practical expert How to fill out a work record book: step-by-step instructions. However, there are no mandatory rules for how the book should be laced. How to fill out a book for recording the movement of work books

What information is reflected in the book of accounting for the movement of labor books?
When changes need to be made to the ledger
In what order should errors be corrected in the work book?

Step 1.

Before making entries, the accounting book should be prepared for work.

To do this, number and lace all the sheets; certify their number with the signature of the head of the organization; seal the book with a wax seal or seal it (paragraph 4, clause 41 of Rules No. 225). Step 3.

We enter information into the book for recording the movement of work books. The work book is issued to the employee on the last day of his work (part four of Article 84.1 of the Labor Code of the Russian Federation). For violation of this requirement, the employer faces financial and administrative liability (Article 234 of the Labor Code of the Russian Federation, Part 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

Step 4. We indicate in the accounting book the issue of an insert or a duplicate of the work book Step 5. We reflect the change in information in the accounting book Step 6. We make corrections in the book of accounting for the movement of labor books Step 7.

We start a new accounting book if the previous one has ended

Everything you need to know about magazine firmware

Before flashing a magazine, you need to familiarize yourself with the legal requirements regarding this process. The first stage is its weaving, which is necessary if the magazine is thin. Its thickness may be enough for many more records, but if the cover wears out, it can no longer be used. As a result, after each inspection a fine awaits.

The next step is filling out the title page. According to the rules, you must number the pages. The order of this is extremely simple - end-to-end, that is, each subsequent page has a number one more than the previous one - 1, 2, 3, 4, 5, etc. A failure in numbering or a number of pages less than stated is also a fine for the manager.

How to stitch and seal a work book movement record book

The work record book must be stored in a special cabinet/safe, to which only the responsible employee has access. Before sending it for storage, the employee’s document must be entered into a special register, which is usually called the “Book of Accounting and Movement of Labor Records.”

To seal the work record book, you need to prepare a blank sheet (4 by 5 cm in size), a seal and glue.

The sheet cannot be filled with information until it is glued to the ends of the threads. The firmware must be sealed.

A wax seal or seal may be used. When using a seal, its imprint should be on the paper sticker, the ends of the threads and the cover of the magazine. The seal is applied only to the ends of the threads.

Next, the personnel officer manually indicates on the sticker the number of pages in the document in numbers and words. This completes the book firmware procedure.

All that remains is to correctly fill out the title page and enter information about the work records of all employees.

The title page of the magazine is filled out by a personnel officer or other responsible employee, who is appointed by the director of the organization by special order. The title page should contain the following information: To avoid errors in the design of the book cover and its stitching, you can view a finished sample.

Work books are issued to employees at their first place of work, and they accompany the person throughout their entire career.

The arrival and departure of a document, any adjustments must be entered into the enterprise accounting book. When an employee is dismissed, he is given a work book and the date of issue of the document is recorded with confirmation by the signature of the person leaving.

Materials for firmware

In order to lace a book, which is also a mandatory requirement, you need:

An awl is a very strong knitting needle with a pointed end. Something like a thick needle without an eye. Due to the comfortable handle, it is possible to penetrate the thickness of the paper in almost one movement.
Threads (twine) used to stitch the magazine. They must be strong, but at the same time flexible. Excellent solution LSh-20. This thread is strong and soft, and is easy to work with when stitching documents. Sometimes, due to lack of resources, they stitch the magazine with ordinary thread No. 10, but this is not very convenient and not very durable, so it is better to buy suitable ones once. In addition, such threads easily tear the paper, which is a violation in itself.
Needle, crochet hook - for threading.
Possibly a hole punch, but they need to penetrate the entire thickness of the magazine and the cover.

In order to make the tip of the thread more rigid, you can lubricate it with nail polish or office glue. After completing the process, be sure to cut off this section of the thread.

Why is document sealing necessary?

This procedure is carried out to preserve papers that may be useful in the future. These are personal files of employees, documents reflecting the progress of financial transactions, etc. Firmware and sealing of documents guarantees their safety, as sometimes there are attempts to make unauthorized corrections and other interference with reporting.

To protect archives, document sealing labels are used. They are often made from plain white paper, cut into pieces. We also offer ready-made industrial stickers that do not require glue. In addition to the adhesive backing, they already have the text “Numbered, Stitched and Bonded” on them.

Proper preparation of documentation is a rather troublesome procedure and requires care. Sometimes one sheet of archived paper is enough to change your retirement date or salary. Proper firmware will help you quickly find the required document and quickly familiarize yourself with its contents.

If you make a mistake when creating an archive, this can lead to the loss of papers that ill-wishers use for their own purposes. There is also a risk of replacing originals with copies. With full archiving, such troubles are almost completely eliminated.

Stitching order

There are clear regulations on how the firmware for the registration and accounting log should look. In order to comply with everything, you need to follow this algorithm:

Sewn on the left side of the magazine margin.
To do this, there must be 3 holes at an equal distance from one another relative to the middle of the sheet. There is no standard for the distance, but experienced personnel officers recommend making it within 5-7 cm from the central hole.
The thread is started from the back and pulled forward through the outer holes.
Now you need to align and connect them, thread them through the central hole and pull them out onto the front of the cover from the back.
If the thread is thin (for example, No. 10), then this process must be repeated several times. In this case, each “circle” should be checked for the evenness of the thread and its shape.
The last stage is tying the threads into a knot. When tying, you also need to grab the central thread.

Design of a sheet for fastening threads

In order to prepare the magazine for sealing, you need to perform one more stage of work - glue the threads to the magazine. This process has a number of features. Execution order:

Pull the threads tightly.
Fold over the edge of the cover.
Glue. The gluing itself is carried out using a piece of paper designed in a certain way.

Form for gluing:

Cut out a square measuring 8x8 cm from regular office paper.
Write the phrase “the magazine is stitched”, be sure to indicate the date using Arabic numerals.
Get the manager's signature on it.
Glue the sheet to the inside back of the magazine by passing a thread through it. Do not trim the edge either.
Place the organization's seal so that it appears on both the glued sheet and the journal sheet. This point is important, because such protection will allow you to immediately see whether any actions were taken with the primary filling.

This sheet is an important element of subsequent filling.

How to properly flash a workbook movement record book

The work record book is a book in which information about the registration, sending or receipt of work records within an organization is entered.

This book is kept in the personnel department of the enterprise and is filled out by the personnel officer.

In order for it to be filled out in accordance with the Labor Code of Russia, the personnel worker should know how to properly flash the labor record book and fill it out.

The following documents are recorded in the work record book:

work books provided to the personnel department by employees when applying for a job (issued in another organization)}
work books issued to an employee during the period of work in the organization}
inserts for work books received by employees during the period of work in the organization.

If the employee provided the personnel officer with a work book with an insert that was issued at another enterprise, only the work book is subject to registration (such an insert is not noted in the work record book).

The Russian Labor Code has approved the basic rules for maintaining a labor record book, and it must meet certain requirements.

The book must be bound in a hard cover with mandatory stitching of the pages using threads (generally it is used only for a few years, and then stored in the archive).
The pages of the book must first be numbered and laced.
After lacing, the ends of the lace are glued with a small sheet of clean paper on the inside of the cover.
The book is subject to mandatory sealing (using a wax seal is possible). When using a wax seal, the personnel officer must be aware that it must capture part of the sheet of paper, the ends of the lace protruding from under it, and the cover. In the case when the book for recording work records is sealed, the seal is attached to the protruding ends of the lace.
The book must be certified with an inscription indicating the total number of laced and numbered pages (the number is indicated in numbers and in words).

Filing documents is one way to organize some important papers and reduce their overall volume, which is necessary for proper storage.

However, there are situations when the work of any organization requires protecting documents from arbitrary removal or replacement of sheets. Such documents also include a work record book.

In this case, it is necessary to use standard firmware technology, which will somehow protect the ledger from outside interference.

The state standard does not define the main rules for updating accounting books, and all personnel employees use a standard procedure.

First, you need to make three (sometimes two) holes on the book into which the thread (lace) will be threaded. To do this, you can use a wide hole punch or a simple awl. Holes should be pierced on the left side, in the margins of the book (mostly holes are pierced in the center of the margins, so as not to harm the readability of the accounting book when turning the pages). The distances between the holes for stitching a book should not be more than three centimeters, and they are located strictly vertically.
After the holes have been made, it is necessary to proceed with the firmware itself. To do this, take a nylon or regular thread, folded several times, and thread it through the holes. In order for the firmware to be reliable, it is advisable to stitch the book with thread several times.
Once the stitching is complete, the ends of the thread are released from the central hole on the back of the ledger and tied into a knot. As a result, approximately 6-7 cm of thread should remain on the back of the book.
The ends of the thread are glued to the inside of the cover of the accounting book with a sheet of paper and then a certification inscription is applied to it.

After the procedure for stitching the work record book has been considered, we should talk in more detail about the design of the sheet with which the ends of the thread are secured. The design of the sheet (sticker) is as follows:

leaf size – 4×}5 cm (covers the knot and some part of the thread)}
the sheet is stamped by the employee who is involved in the registration of the accounting book (the seal should cover part of the sticker and the cover of the book)}
the certification inscription is indicated (number of pages of the book in numbers and words).

The design is done after gluing it onto the cover. The seal and the thread knot filled with glue are an additional means of indicating the inviolability of this document. All of the above steps provide a comprehensive answer to the question of how to flash the movement log of work books, and if you follow their step-by-step instructions, no problems will arise during the flashing process.

Labor legislation obliges every employer to promptly issue work books to its subordinates. In accordance with the order of the Ministry of Finance, the entire turnover of work books at an enterprise must be recorded in a special book called the “Book of Records of Work Books and Inserts”.

We invite you to familiarize yourself with: Third party: rights and obligations. independent requirements

To keep a record book in accordance with the Labor Code of the Russian Federation, an employee of the personnel department will need to have with him:

rules for maintaining work books}
accounting book form}
Labor Code of Russia}
company documents}
work record forms}
seal (stamp) of the enterprise}
workers' work books.

A labor record book is mandatory for every employer, since its presence is necessary to confirm the legality of the activities of the entire organization. If the personnel department does not have such an accounting book or it is not properly prepared, then the management of the enterprise faces a fine.

The employee responsible for preparing and maintaining a book for recording work records is appointed by order of management. This order indicates the personal information of the subordinate and the name of the position he occupies. After issuing the order, the person responsible for the accounting book must correctly fill out its title page.

On the title page of the work record book, you must write the name of the enterprise, which corresponds to the name of the company.

Also, the name of the enterprise is stated in the organization’s charter or in any other constituent document.

In addition to this information, you need to set the start and end dates for maintaining the accounting book (generally, such a document is stored for at least 50 years, and therefore this period will need to be added to the start date of the accounting book). The end date will indicate the time until which the accounting book will be stored in the archives of the enterprise.

Personnel records management and Labor law

Magazines can be purchased in specialized or bookstores, or you can make them yourself. In this case, it is necessary to take into account the requirements of clause 41 of the Rules, according to which the accounting logs must be numbered, stitched, certified by the signature of the head of the organization, and also sealed with wax or a seal. In order to flash the accounting book, you will need:

awl;
needle;
strong threads;
glue;
paper.

When stitching the magazine, you should follow the recommendations of the order of the Federal Archive of December 23, 2009 No. 76 and GOST R 7.0.8-2013. Despite the fact that the procedure for flashing documents is a recommendation, its implementation allows you to format the journals optimally from the point of view of personnel records management.

It is prohibited to maintain only an electronic form, since the journal requires the signature of the manager and employee.

The journal must have a title page with a record of the organization and the start date of use of the document, and at the end - the closing date.
Records are kept with continuous numbering. Skipping lines is not a violation. All entries must be made in clearly visible and legible ink.
When registering, you must use a business style of writing, avoiding abbreviations in surnames, first names, patronymics, positions, etc.
In cases where it becomes necessary to issue a duplicate work book to an employee, this event must be recorded in the accounting book according to all the rules in chronological order with the link “duplicate”.

Making blots or mistakes in records is not allowed, but, however, no one is immune from this. Therefore, there are rules for correction.

The process of employment in any institution is accompanied by the transfer of a new employee’s work book to the employer, who, after filling it out, is obliged to enter the data into the work record book in accordance with the law.

Dear readers! Our articles talk about typical ways to resolve legal issues, but each case is unique. If you want to find out how to solve your specific problem, please contact the online consultant form on the right.

Or call us by phone (Moscow)8 (812) 309-53-42 (St. Petersburg)8 ext.

196 (free call for all regions of Russia) It's fast and free! General information about the log book of work books and inserts Concept and features Each employer, in accordance with Government Decree No. 225, adopted on April 16, 2003, is required to keep a log book of employee work books.

This feature must be taken into account when filling out column 6 of the journal.

Sealing

Actually, this is the key process in the design of the magazine, and it was for its implementation that the above actions were carried out. The filling can be done using sealing wax or another seal. The main task of the selected tool is to block the possibility of interference in the recording.

Types of fillings

They are power and control. Each of these types has its own purpose. Lead ones are called power ones, because to remove them you need to use significant force. These are used for sealing the accounting and movement log in exceptional situations.

For such a case, a control seal is convenient; it is similar to wax and lead, but does not have the same resistance force. Its main task is to detect the fact of interference with the integrity of the log.

There are types of seals available that can be used to seal a ledger, including:

Sticker seals. They are glued only once; if you try to tear them off, an inscription appears on it indicating interference.
Warranty label. When you try to peel them off, they are destroyed, which is impossible not to notice.
Tape seal. It is glued only once; if it is peeled off, the backing layer will become unusable.

The simplest solution is to seal the edges of the thread with a piece of paper and indicate the date of filling.

Seal details

Regardless of the type of filling used, it must contain the following features:

An identification number.
It must be disposable, without the possibility of any reuse.
Be protected from access by forceful holding.

How to flash a work record book: rules and nuances

You need to choose the threads with which the book will be laced. This is an important point. If the firmware is rough, it will be inconvenient to use the magazine when filling it out. Thin threads will have to be joined in several layers so that the seam meets the requirements for stitching documentation. Office management specialists usually choose bank twine or a special thread of the LSh 210 category.

The personnel officer must number all the pages of the future book so that in the future it will not be possible to remove the sheet unnoticed.

Next you need to make holes for threading. Use a hole punch or awl. The choice depends on the preferences of the personnel officer. There are no special requirements for the number of holes for firmware. You can make three or two punctures. But they should be on the left margins of the book and located at a distance of 3 cm from each other. All that remains is to stitch all the pages correctly and secure the ends of the threads.

For stitching, the required length of cord, thread, twine is measured. The thread is pulled into the holes in several stages to create a tight tie between the cover and sheets. It is important that the ends of the thread end up at the back of the magazine and are brought inside behind the cover, where a strong knot is tied and the ends remain that need to be sealed.

To seal the work record book, you need to prepare a blank sheet (4 by 5 cm in size), a seal and glue. The sheet cannot be filled with information until it is glued to the ends of the threads.

The firmware must be sealed. A wax seal or seal may be used. When using a seal, its imprint should be on the paper sticker, the ends of the threads and the cover of the magazine. The seal is applied only to the ends of the threads.

Next, the personnel officer manually indicates on the sticker the number of pages in the document in numbers and words. This completes the book firmware procedure. All that remains is to correctly fill out the title page and enter information about the work records of all employees.

Keeping records of work books at an enterprise or company is an important part of document flow and business management in general.

If you want to find out how to solve your particular problem, call the following numbers: Moscow, St. Petersburg.

Legislation

The first thing you need to do is refer to the sixty-sixth article of the Labor Code of the Russian Federation, which deals with work books in general, as well as their accounting.

The accounting itself is regulated by Decree of the Government of the Russian Federation number 225 of April 16, 2003 “On work books,” as well as in the approved Decree of the Ministry of Labor and Social Protection of the Russian Federation number sixty-nine of October 10, 2013, where instructions for filling out work books are provided.

Such a record book is kept in the personnel department of an enterprise or company; a personnel officer is in charge of filling out and updating it. To properly flash this book, you need to know what it is and have basic knowledge about firmware, which you will get by reading the instructions below.

This accounting book contains the following documents:

Work books. Both issued in a given enterprise or company, and received for the first time during employment in the same organization.
Inserts that are part of the work book and were received while working in the organization.

Actually, documentation firmware is one of the main ways to organize documentation in an organization, designed to reduce the total volume of documents, as well as simplify their search and increase the reliability of storage.

The main reason for flashing is to protect documentation from possible removal or replacement of certain sheets. It is thanks to firmware and sealing, which we will discuss later, that the documentation is protected from arbitrary interference by other people.

State standards do not regulate firmware down to the smallest detail, so a standard established procedure is used, taking into account the norms and rules of the law.

First of all, the HR employee must make three or two holes through which a lace or thick thread will later be threaded.
For this, a hole punch or, failing that, an awl is usually used. Punctures are made on the left side of the book, usually in the margins. It is important to take into account that in order to ensure that the readability of the book is not in question in the future, punctures must be made in the center of the margins. The distance between the punctures is no more than 2.5-3 centimeters, their location should be strictly vertical.
After the holes in the book are ready, you need to begin the actual process of flashing the accounting book.
It is customary to use a thick nylon thread or lace, but it is also permissible to use ordinary threads that are folded several times to increase the thickness. For reliable firmware, we recommend that you use thick threads, and also flash it several times if there are doubts about the reliability of the firmware.
At the next stage, the ends of the thread are released from the main - central hole on the back of the ledger itself, where a secure knot is tied. There should be approximately six or seven centimeters of thread on the back of the book.
At the final stage of stitching, the ends of the thread on the inside of the book cover are glued with a sheet of paper. The sheet itself bears a certification from the responsible personnel officer.

We remind you that such a sheet is glued to the threads on the inside to prevent possible interference with the book’s firmware itself, which undoubtedly increases the reliability of document storage.

The accepted size of the sticker sheet is 4 by 3 centimeters; it should cover both the knot itself and most of the threads.
The seal of the responsible employee of the personnel department is applied to the sticker sheet, and it is also customary to put a signature. It is noteworthy that the signet itself must capture not only the sticker sheet, but also part of the book, in case of arbitrary interference in the firmware.
The certification must indicate the number of pages in the book (both in numbers and in words).

In the regulations that we wrote about above, there is no direct description of the seal and the material from which it should be made, so in practice you can find a variety of ways to seal accounting books or other documents.

Above we wrote about one of the well-known methods of sealing using a sticker sheet, however, this type of sealing is not correct.

The seal that is used to seal accounting books or documentation must comply with the state standard number 31282-2004. For sealing, it is permissible to use any device or method specified in GOST.

One of the most convenient and popular is sealing using a film sealing device.

If an unauthorized opening is attempted, a warning message will appear on the seal, which will indicate that the seal was accidentally opened. The authenticity of a film seal can also be confirmed using ultraviolet light.
Despite the relevance and reliability of film seals, you can often find wax seals at various enterprises and firms, which are used as a way to seal the accounting book. This type of filling has long lost its relevance and has a number of disadvantages:
You need to buy sealing wax in advance and prepare it for use (heat it up). And also get a brass seal for the wax seal itself.
Sheets of paper in the accounting book, where a wax seal was used for sealing, will be slightly raised, which means you will have to write on an uneven and uncomfortable surface.
Over time, sealing wax loses its reliability and can crumble, which during inspection can raise reasonable questions, as well as cast doubt on the reliability of documentation in general, because the seal crumbles.
Also, when using a wax seal, you need to record its number on the title page, otherwise the seal will be considered invalid in the future.

We invite you to read: How a trace examination is carried out in case of an accident and why it is necessary

When applying a film filling, the process instructions are extremely simple:

You need to get a film seal or order it individually from the manufacturer, if additional data must be indicated on the seal.
The seal is placed over the thread assembly; it should partially cover the seal for greater reliability.
Such a seal cannot be removed harmlessly; any unauthorized intervention will immediately become noticeable. Therefore, after gluing the film seal, the sealing process ends with entering the necessary data on the seal itself.

The use of a wax seal entails a number of problems that we wrote about above.

First, the employee responsible for sealing the documentation must obtain and melt sealing wax, but melting it correctly is not so easy.
The next step is to use a brass seal, which is applied to sealing wax for authenticity.
At the final stage, the seal number is indicated on the title page of the book.
It is worth considering that this type of sealing is unreliable; the seal itself can easily be damaged during operation. Therefore, prepare for a possible repetition of the sealing procedure.

Most often, an employee of the personnel department is responsible for sealing and firmware. But there are cases when the organization is not large and the functions of personnel officers are assigned to other officials: accountants, secretaries and sometimes even one of the managers.

The assignment of responsibilities for firmware and sealing occurs by signing the appropriate order by the head of the organization; this order indicates the basic data, as well as the details of the parties.

Such a document indicates basic information about the owner, details of the organization, as well as the exact amount of documentation with its composition. The document is certified by the signature of both parties who participated in the transfer act.

Summarizing, it must be said that the process of firmware and sealing is very important when maintaining documentation; errors in such actions can lead to fines or even dismissal of responsible persons. We recommend that you use only current and reliable flashing and sealing methods in order to minimize all possible risks in the future.

Persons responsible for the magazine

An authorized employee of the HR department is responsible for all the above manipulations with the magazine and its safety. If the company is small, then directly the manager, secretary, accountant. An order is issued to grant a specific employee the authority to work with the journal. If castling occurs and another person is responsible for the accounting book, then a new order must be issued and documents are transferred. Confirmation that everything went legally will be the acceptance certificate. It must indicate:

Information about the manager.
Company details.
The exact number and composition of documents to be transferred.