Stamp inventory number sample. What is the inventory number of fixed assets and how to assign it correctly

The organization of accounting for any company requires strict accounting of fixed assets: the means of labor with which products, work or services are produced. One of the main mechanisms for monitoring the safety and movement of OSes is the assignment of inventory numbers to them: unique digital and symbol combinations that do not change throughout the entire operational life of the OS. When assigning an inventory number, certain techniques are used that allow you to encode in numbers and symbols all the basic information about each OS. In addition to the operating system, inventory numbers are assigned to some other objects important for the functioning of the company.

Inventory number and features of its use

An inventory number is assigned to a property at the time it is accepted for registration. After this, it acquires the status of an inventory object - a control unit. The number is applied to the object using durable paint, a barcode, engraving, using a token that cannot be quickly and discreetly removed, or in another similar way. The number must be applied so that during an inventory it can be easily and without errors identified with the BU data.

The main objects in relation to which management is organized in this way and control is exercised are:

• OS - fixed assets, objects of property of the organization that have been in operation for more than a year, are intended for production needs, and the cost of which is a legally defined amount;
• intangible objects, assets (IMA) - these include products of intellectual labor, for example, technological developments, software development, trademarks, brand names and other objects that do not have a material form, but which can in the future bring material benefits (see. Civil Code of the Russian Federation Article 1225-1, PBU 14/07);
• non-produced objects, assets - these are natural objects, subsoil, lands, water bodies, etc.

Objects costing less than 3 thousand rubles. no inventory number needed.

The following mandatory requirements apply to inventory numbers:

• they should not be duplicated;
• they must be assigned in order.

In addition, when using inventory numbers in accounting records, it is important to be guided by the following important information:

1. The inventory number is applied in the presence of a commission specially created for this purpose and recorded in the inventory number journal.
2. If the inventory object is a whole consisting of separate functional parts, a number is applied to each part.
3. Moving an inventory item within the organization or its divisions is not a reason to change the number or adjust it. The inventory number does not change during the entire operation of the object to which it is assigned.
4. If fixed assets are leased by a company, they are usually accounted for by numbers assigned by the lessor. At the same time, from Resolution 11 of the Arbitration Court of Appeal No. A55-24142/2013 dated 04/28/14, it follows that when the rights to an inventory object are transferred, for example, when signing a leasing agreement, it may be assigned a new inventory number of the organization that acquired such rights. It is argued that the assignment of inv. numbers are an internal matter of the organization.
5. The inventory number of an object deregistered (sold, written off, etc.) cannot be assigned to another object in the same organization.

Normative base

The legislation does not contain a clear regulatory framework regulating step by step how to assign inventory numbers. There is Instruction of the Ministry of Finance No. 174n (Appendix 2), containing general instructions on the assignment of inventory numbers. In addition, Instruction No. 157n (clause 46) applies to municipal unitary enterprises, where the procedure for such appointment is discussed in somewhat more detail. Guided by these documents and current legislation, the organization independently develops the structure of inventory numbers and the procedure for assigning them, enshrining it in local regulations (accounting policies, etc.). The procedure for assigning numbers can also be regulated at the departmental level, established by a higher organization.

Inventory number structure

This characteristic largely depends on the internal needs of the company:

• its size;
• structure and presence of divisions;
• opportunities and resources in the process of organizing accounting.

Thus, a small organization that has a minimum number of divisions and a limited number of accounting objects can use simple numbering of the form: 01, 02, 03, etc. If objects are located on different accounting accounts, in different departments, it is advisable to include this information in the inventory number, for example:

• 04 — intangible assets accounting account;
• 03 - code of the department in which the object is located;
• 02 is the sequential number of this object in the division.

We receive inventory number 040302.

It is also acceptable to use alphabetic characters and abbreviations for the names of departments:

• "AXO" - for accounting and financial services of the economic service;
• "SKL" - warehouse, etc.

Attention! When determining the structure of an object’s inventory number, it is necessary to take into account the possibility of its movement across company divisions. Information must be generated in such a way as to ensure error-free identification of an object with BU data.

The procedure must be recorded in the company's accounting policies.

Typical mistakes when assigning inventory numbers

Inaccuracies and errors made can not only bring chaos to the process of accounting for inventory items, but also lead to negative consequences when conducting external control. This is especially true for municipal unitary enterprises, other government organizations, and subordinate organizations. The most common ones are listed below:

1. Discrepancies with the accepted accounting policy: arbitrary change in the length of the number, inclusion of letter designations in it, or, conversely, ignoring them in practice.
2. Applying the number in a way that does not ensure its safety during the entire operation of the object: with weak dye, by gluing labels, etc.
3. Failure to affix an inventory number due to the alleged impossibility of affixing it. Indeed, instruction 157n allows you not to physically affix this number, but only to enter it into the control unit registers under appropriate conditions. However, if the control commission discovers that the application was in fact possible, the organization may have problems.
4. Applying an inventory number to objects arbitrarily, unnecessarily. Example: numbering an object worth less than 3,000 rubles.

Main

1. Inventory number is a mandatory feature of an inventory item.
2. Determining the structure, length and other features of an inventory number is an internal matter of the company. In this case, the procedure must be reflected in local regulations and take into account current legislative acts, including, if necessary, those of an intradepartmental nature.
3. Objects costing less than 3 thousand rubles. are not subject to numbering.
4. The basic and mandatory requirements for an inventory number are uniqueness and consistency.

Inventory numbers are assigned to objects in order to accept them on the balance sheet and use them in the accounting of the enterprise. This is the basis for recording and accounting of property. They cannot be assigned to every item. You need to clearly understand what the number of fixed assets, intangible objects and non-produced assets looks like and follow the procedure for assigning it.

What is an inventory number

Fixed assets can be used in work only after they have been accepted for accounting. The unit of such accounting is an inventory object. To monitor the safety of items, their use and condition, they are assigned numbers.

To organize accounting and ensure control over the safety of fixed assets, each inventory item of fixed assets must be assigned a corresponding inventory number when accepting them for accounting.

Order of the Ministry of Finance of the Russian Federation dated October 13, 2003 N 91n (as amended on December 24, 2010) “On approval of the Methodological Guidelines for Accounting of Fixed Assets”, paragraph 1, paragraphs. eleven

Features of number assignment:

1. The number is indicated on each object.
2. You cannot change the code while it is in use.
3. A number can be assigned to an object whose parts have an equal useful life.

Parts of a single object cannot be assigned different codes. It is also not possible to combine several objects under one number. This type of numbering is used only in the company’s internal accounting. When transferring ownership, the number is not retained.

What objects are subject to numbering

Codes are assigned to the following objects:

1. Fixed assets. These are tangible items that can be used in work for 12 months or more. For example, equipment, tools, furniture, etc.
2. Intangible objects. For example, a movie, a multimedia product, technology.
3. Non-produced assets. These are the resources of the earth's interior, land plots, etc.

The codes are indicated in the documentation for accounting for fixed assets and are used during inventory. Movable and immovable property is taken into account. Items worth up to RUB 3,000. are not taken into account.

Library collection objects are assigned codes regardless of cost. All objects are subject to numbering, regardless of whether they are used in work or are in stock.

General drafting rules

The legislation does not provide for a special procedure for assigning numbers. The organization has the right to independently develop these regulations. The procedure is prescribed in the accounting policy of the enterprise or another act.

The main requirement is to indicate a unique number for each object. It is unacceptable for designations to be repeated. If a fixed asset is deregistered, its number can be assigned to another object after at least 5 years.

The numbers must be sequential. In large organizations, it is better to develop guidelines for assigning codes. The number may consist of several parts: a company branch, a division, a code within a division. When transferring funds to other branches, they will not be lost. Small firms can use simple numbering starting from 1.

How to assign numbers to fixed assets and other types of objects

The code is applied by an employee who is financially responsible. The procedure is carried out under the supervision of a member of the commission for the receipt and disposal of assets.

Numbers are applied to accounting objects. It is more convenient to use indelible polypropylene labels. You can also apply the number with paint or attach a metal token with an inscription to the item. You can also use other application methods: engraving, welding, stamping. The code must be applied in such a way that it cannot be corrected or replaced. The number must be clear and easy to read.

Sometimes an object has special properties during operation, which does not allow you to put a number on it. In this case, the accounting records describe the item and its number, and note the absence of a number directly on the object.

General assignment rules:

1. The code does not change during use.
2. If parts of an object are accounted for as separate units, then each part is assigned a separate code.
3. If parts of an object are counted as one unit, then a single code is indicated.
4. When moving to another department, the code does not change.
5. After the object is written off, at least 5 years must pass, after which the inventory number can be reused.
6. If an enterprise uses an object under a lease agreement, it can account for it using the previous number from the lessor.

1. The first part of the number is the accounting account or sub-account of the object.
2. The second part is the company branch code.
3. The third is the serial number of the object.

Examples and samples

The numbers are recorded in the inventory number register. The title page of the accounting book contains information about the organization, as well as the data of the responsible employee.

Name of the organization, division, date, full name and personnel number of the responsible accountant

On the second page, information about the object is filled in.

Object information

Information is recorded as it becomes available.

Residual value, revaluation, internal movements of the object

An inventory card is created for each object. It records all movements of the object.

Information about the object, its revaluation and movement

The back of the card describes the changes that occur to the object during operation.

Repair costs, value changes and individual property characteristics

The accountant fills out and signs the documents. Numbers can be assigned using computer programs. This can be simple sequential numbering or defining a code using a pattern. The latter method is appropriate to use in large organizations with a wide branch network.

Example with a budget organization

The system is capable of composing complex numbers of up to 30 characters.

How to create an inventory number: example

At the Stroyproekt LLC plant, a computer was used for accounting. The object was issued to unit number 9. The last registered code is 0121.

The computer belongs to the list of “Machinery and Equipment”. As a result, the object was registered under number 9101340122:

1. 9 - department code.
2. 101 - synthetic accounting code.
3. 34 - analytical account code.
4. 122 - object number in order.

During the reorganization of an enterprise from one form of ownership to another, its owner changes. Each new owner sets new inventory numbers for all objects.

The cadastral registration authorities store information about buildings: the inventory number of the house and an additional code in the form of numbers or letters. This number allows you to determine the area and type of property.

There are no strict instructions on how to correct errors when assigning numbers. Depending on the situation, you can complete the item, write it off, or register a new item.

Inventory of objects must be carried out by attentive and responsible accountants according to regulations. Errors in accounting for funds are punished by regulatory authorities. The company will pay fines if the accounting procedure is violated.

GOST R 21.1003-2009

Group Zh01

NATIONAL STANDARD OF THE RUSSIAN FEDERATION

System of design documents for construction

ACCOUNTING AND STORAGE OF DESIGN DOCUMENTATION

System of design documents for construction. Registration and storage rules of design documentation

OKS 01.110
91.010.30

Date of introduction 2010-03-01

Preface

The goals and principles of standardization in the Russian Federation are established by Federal Law of December 27, 2002 N 184-FZ "On Technical Regulation", and the rules for applying national standards of the Russian Federation are GOST R 1.0-2004 "Standardization in the Russian Federation. Basic Provisions"

Standard information

1 DEVELOPED by the Open Joint Stock Company "Center for Methodology of Standardization and Standardization in Construction" (JSC "CNS") and the Open Joint Stock Company "LENMORNIIPROEKT" for design, surveys and scientific research in the field of maritime transport (JSC "LENMORNIIPROEKT") with the participation of specialists from other organizations

2 INTRODUCED by the Department of Technical Regulation and Standardization of the Federal Agency for Technical Regulation and Metrology

3 APPROVED AND ENTERED INTO EFFECT by Order of the Federal Agency for Technical Regulation and Metrology dated November 30, 2009 N 526-st

4 INTRODUCED FOR THE FIRST TIME


Information about changes to this standard is published in the annually published information index "National Standards", and the text of changes and amendments is published in the monthly published information index "National Standards". In the event of a revision (replacement) or cancellation of this standard, the corresponding notice will be published in the monthly published information index "National Standards". Relevant information, notifications and texts are also posted in the public information system - on the official website of the Federal Agency for Technical Regulation and Metrology on the Internet

1 area of ​​use

1 area of ​​use

This standard establishes general rules for recording and storing design, working and other technical documentation, executed in paper and electronic form, in the archives of development organizations.

This standard is intended for use by legal entities and individuals engaged in the preparation of project documentation and the development of working documentation for the construction of buildings and structures, regardless of their form of ownership and subordination.

This standard does not establish rules for recording and storing design and working documentation for the construction of military and other facilities for which a special regime of safe operation and security is defined.

Based on this standard, organizational standards can be developed that reflect the features of accounting and storage of design and working documentation, taking into account the volume of documentation, the type of media and the conditions of the organization’s document flow.

2 Normative references

This standard uses references to the following standards:

GOST R 21.1101-2009 System of design documentation for construction. Basic requirements for design and working documentation

GOST 2.004-88 Unified system of design documentation. General requirements for the implementation of design and technological documents on computer printing and graphic output devices

GOST 2.051-2006 Unified system of design documentation. Electronic documents. General provisions

GOST 2.102-68 Unified system of design documentation. Types and completeness of design documents

GOST 2.301-68 Unified system of design documentation. Formats

GOST 2.501-88 Unified system of design documentation. Accounting and storage rules

GOST 2.503-90 Unified system of design documentation. Rules for making changes

Note - When using this standard, it is advisable to check the validity of the reference standards in the public information system - on the official website of the Federal Agency for Technical Regulation and Metrology on the Internet or according to the annually published information index "National Standards", which was published as of January 1 of the current year , and/or according to the relevant monthly information indexes published in the current year. If the reference standard is replaced (changed), then when using this standard you should be guided by the replacing (changed) standard. If the reference standard is canceled without replacement, then the provision in which a reference is made to it is applied in the part that does not affect this reference.

3 Terms and definitions

3.1 This standard uses terms according to GOST R 21.1001, GOST R 21.1101, GOST 2.051, as well as the following terms with corresponding definitions:

3.1.4 documentation storage unit: An accounting unit, which is a bound volume (album, folder), which may contain one or more design or other technical documents with different designations.

Note - Other technical documents not included in the design and working documentation include: engineering survey materials for construction, pre-design documentation, technical reports on work performed to justify design decisions; calculations, initial data received from the customer, other types of documentation to be recorded and stored.

4 General provisions

4.1 In accordance with the Federal Law, organizations must ensure accounting and storage of documentation generated as a result of design, survey and other technical activities.

Legal entities and individuals of the Russian Federation are guaranteed the right to create archives for the purpose of storing archival documents generated in the process of their activities, including for the purpose of storing and using archival documents that are not state or municipal property. The right of the owner of the archive, regardless of the form of ownership, is protected in accordance with Federal Law.

4.2 Organizational and methodological guidance and control over the condition, ensuring the safety and recording of original documents held in temporary storage in the archives of organizations, as well as their selection for permanent storage is carried out in accordance with Federal Law.

4.3 Documents transferred to the archive are subject to storage in accordance with the storage periods established by the federal executive body in the list.

4.4 The originals of design and working documentation for the construction of buildings and structures (hereinafter referred to as the originals) are subject to recording and storage in the organization that developed them, unless otherwise specified in the agreement with the consumer (customer) of the documentation.

4.5 The documentation to be recorded and stored in the organization includes:

- originals of design, working and other technical documentation developed in-house;

- copies of design, working and other technical documentation submitted for storage;

- copies of design, working and other technical documentation developed by other organizations;

- permission to make changes;

- documentation of reuse (standard).

4.6 In accordance with GOST 2.102, paper and electronic forms of documents, depending on the method of execution and nature of use, are divided into originals, originals, duplicates and copies.

Recording and storing documents in paper and/or electronic form is part of the organization's document management process. The list of functions, organizational structure, procedure and conditions for document flow are established by the organization.

Recording and storage of original documents made in paper and/or electronic forms is carried out in accordance with the requirements of Section 5.

4.7 In cases where an organization simultaneously uses documents in paper and electronic forms, their mutual transformation into each other is allowed, subject to the following rules:

- project documents in paper form can be converted into files;

- documents on paper using computer output devices are carried out in accordance with GOST 2.004;

- equipped with the appropriate details and signed in the prescribed manner with electronic digital signatures (EDS) or other analogues of a handwritten signature, these files become electronic documents (originals, duplicates, copies);

- documents on electronic media can be converted into documents on paper using computer technology and must be signed with authentic established signatures of authorized persons;

- the transformation should not change the name of the document and its type depending on the method of their execution and the nature of use (original, duplicate, copy);

- documents obtained as a result of mutual transformation must have appropriate links to each other;

- documents of the same type and name, regardless of the form of execution, are equal and interchangeable;

- mutual correspondence between documents in electronic and paper forms is ensured by the developer.

Note - The procedure for registering electronic documents with electronic digital signatures (EDS), information and identification sheets or other analogues of handwritten signatures is established by the developer organization.

4.8 When issuing new originals and transferring them to another organization, the requirements of new, revised and amended standards of the System of Design Documentation for Construction (SPDS) and the Unified System of Design Documentation (USKD) should be taken into account.

5 Accounting and storage of originals

5.1 Reception of originals

5.1.1 Original documents accepted for storage, made in paper form, must be suitable for repeated making copies (no breaks, pasting, worn out places; blurred text, lines), reprographic processing and comply with the requirements of GOST R 21.1101 and GOST 2.004.

Original electronic documents accepted for storage must comply with the requirements of GOST 2.051.

5.1.2 When accepting originals for accounting and storage, the following is checked:

- completeness of the documentation in accordance with the contents of the bound volume (album, folder), a list of working drawings of the main set, a list of reference and attached documents, product specifications, a list of electronic documents or another document that lists the originals deposited for storage;

- availability of established signatures and dates, including signatures of specialists carrying out standard control of design and working documentation;

- correct filling of the main inscriptions and design of title pages of documents in accordance with GOST R 21.1101;

- the correctness of filling out information and identification sheets of one or more electronic documents, the presence of electronic digital signatures or other analogues of handwritten signatures.

Note - The decision on the choice of the type of document carrier, the nature of its use, execution and certification with original signatures, electronic digital signatures, an information identification sheet or other analogues of handwritten signatures is made by the developer of the documentation.

5.2 Registration and accounting of originals

5.2.1 All original documents accepted for storage are registered (accounted for) in an automated way or in a non-automated way (manually).

5.2.2 When registering, fill in the following details:

- document inventory number;

- date of registration;

- document designation;

- Name;

- number of sheets in the document;

- document format according to GOST 2.301, reduced to A1 format;

- who issued the document;

- signature on acceptance of the document for storage;

- note (if necessary).

When manually registering originals, the listed details are drawn up in an inventory book, carried out on paper in accordance with Form 1 of Appendix 3 of GOST 2.501. With automated registration, the inventory book is performed in electronic form.

5.2.3 To register the originals of design, working and other technical documentation, as a rule, separate inventory books are kept. In this case, inventory numbers should not be repeated. It is allowed to keep one inventory book for original design and working documentation.

5.2.4 An inventory number is assigned to the original of each project document, which is a unit of documentation accounting, regardless of the number of sheets in the document or the number of files of which it consists.

Notes

1 As a rule, the following is taken as a unit of documentation accounting:

- for project documentation - text and graphic documents bound in a volume (folder);

- for working documentation - graphic and text documents that have an independent designation;

- for other technical documentation - a bound volume of text and/or graphic materials that have their own name, code or designation.

2 When registering documents in electronic form, indicate the file format in the “Note” column of the inventory book.

3 When registering documents in paper form, in the “Note” column, indicate information about changes made, cancellation or restoration of the original.

4 The signature on acceptance for storage of a text document containing mainly continuous text is given only on the next page after the title page, in the corresponding column in the filing field (for documents with main inscriptions) or in another place established by the organization (for documents executed without main inscriptions).

5.2.5 In the original document consisting of several sheets, the inventory number is applied to each sheet.

The inventory number of the original electronic document is indicated in its details part. Changes made to the original electronic documents lead to changes in the corresponding details and attributes and a change in the version of this document in accordance with GOST 2.503.

5.2.6 If the originals of several documents are collected in a volume (album) or folder, an inventory number is assigned to each document that has an independent designation.

5.2.7 It is allowed to take into account a bound volume (album, folder) that contains several originals of project documents with different designations as a unit for storing documentation. In this case, the volume, album or folder (as an archival document) is assigned one accession number, which is indicated on the title page of the volume (album) or on the cover of the folder. A separate inventory book must be provided for recording such documentation.

5.2.8 If one or more sheets of the original are replaced or added, then the accession number assigned to the original is retained on them.

When all sheets are replaced, the original document is assigned a new inventory number.

5.2.9 For text parts of sections of design documentation, as well as reporting technical documentation for engineering surveys, made without main inscriptions, additional columns and frames for them, the inventory number and name of the document file are indicated in the lower part (footer) of each sheet.

5.2.10 Simultaneously with the registration of the original documents, the corresponding accounting columns located in the field for filing the original sheet in paper form must be filled out, or the corresponding details must be entered into the electronic document.

Note - With automated registration, accession numbers can be assigned before the original is accepted into the archive.

5.2.11 For each original that is assigned an inventory number, its movement is recorded (production and accounting of copies issued to the customer, making changes).

The movement of originals is recorded manually or automatically in accordance with accounting cards in forms 1, 1a, 2 of Appendix A. Accounting cards, as a rule, have a front and back side, the columns of which are filled out in the order given in Appendix A.

5.2.12 Original documents for the construction of buildings and structures are registered on documentation cards in forms 1, 1a.

5.2.13 On registration cards in Form 2, originals of standard design (reusable working) documentation for the manufacture of building structures, products and assemblies that are not related to a specific building or structure are registered. It is allowed to use Form 3 to record original documents for products separately from the main sets of working drawings.

5.2.14 An example of filling out the columns of an accounting card according to Form 1 is given in Appendix B.

5.3 Storage of originals

5.3.1 Originals of design, working and other technical documentation can be stored in paper and electronic form.

Originals of text documents in paper form are stored both bound and unbound (page by page) - in folders.

The completion and binding of documentation submitted and accepted for storage is carried out in accordance with the requirements of GOST R 21.1101.

Original graphic documents in paper form on sheets of A1 format or less are stored unfolded. It is recommended to store originals larger than A1 format rolled on rolling pins or unfolded.

5.3.2 It is allowed to store original documents folded into A4 or A3 format (in hard folders) in accordance with Appendix 1 of GOST 2.501. The folder indicates the accession numbers of the documents contained in it.

5.3.3 Original documents in paper form may be stored:

- in ascending order of their inventory numbers. Inside a folder with one inventory number, the drawings are arranged and stored in ascending order of sheet numbers, without taking into account formats;

- by objects - in ascending order of document designations (according to the main sets of working drawings (marks) and the documents attached to them);

- in another manner established by the organization.

5.3.4 Original documents in electronic form are stored in databases of automated systems and/or on separate electronic media - in ascending order of document designations within the design object. The conditions for storing documents on separate media should ensure their safety, quick retrieval and suitability for use.

To ensure the recovery of electronic databases of automated systems when storing originals, backup copies should be carried out. The rules for performing backups (frequency, registration, etc.) are established by the developer organization.

5.3.5 Originals of canceled and replaced documents in paper form are stored separately from valid documents, folded in A4 or A3 format in specially designated folders. The originals of canceled and replaced electronic documents are stored separately from the originals used.

5.4 Procedure for issuing originals

5.4.1 Original documents are issued to make changes or restore originals that have become unusable.

The issuance of originals for making changes to them is carried out on the basis of permission to make changes, against a receipt and/or on a subscription card (in relation to forms 3 and 3a of Appendix 3 of GOST 2.501).

The journal for registering permissions to make changes is carried out in accordance with Form 3 of Appendix B.

5.4.2 The issuance of originals for restoration is carried out by order of the head (or his deputy) of the organization holding the original.

5.4.3 Before making changes or restoring the original document in paper form, an archival copy is made from it, on which the “ARCHIVED COPY” stamp is placed in accordance with Figure D.7 (Appendix D). Below the stamp, indicate the reason and put the date of acceptance for storage of the archival copy of the document.

No changes are made to archived copies and they are not issued to subscribers. They are stored separately from other copies in folders (albums) or on electronic media (hard drive).

If the documents are executed in an automated manner and the original documents are stored in electronic form in databases of automated systems and/or on separate electronic media, an archival copy is not made.

Archived copies of electronic documents in the requisites part must have the appropriate attribute (letter “K”, number, etc.)

5.4.4 When canceling the original document, all canceled sheets of this original are stamped “CANCELED, REPLACED... PERMISSION N... from...” in accordance with Figure D.2 (Appendix D). If the cancellation is carried out without replacement, the word “replaced” is crossed out in the stamp.

5.4.5 If, instead of the original, another type of document is received for storage, executed with authentic established signatures, for example, a copy, original, etc., then this document is stored as an original. The first sheet of such a document must be stamped “IN REPLACEMENT OF THE ORIGINAL” in accordance with Figure D.3 (Appendix D).

5.4.6 The originals of canceled and replaced documents are stored separately from valid documents, arranged in ascending order of designation.

6 Restoration of originals

6.1 Original documents that have become unusable or lost must be restored. Before the original is restored, an act on the write-off of the damaged or lost original is drawn up in Form 4 of Appendix D. The write-off act must be approved by an authorized official.

6.2 Restored originals act as replaced ones. The restored original must be an exact copy of the restored original, taking into account the latest changes made.

6.3 The following must not be reproduced in the restored original:

- dimensions, inscriptions, graphic images, serial numbers of sections, extension lines to them, etc. elements of the drawing excluded under permission to make changes from the replaced original;

- serial numbers of changes and extension lines to them, drawn earlier in connection with the changes made.

6.4 Only the last change record should be transferred to the table of changes in the restored original document.

6.5 Instead of the original signatures, visas and dates found on the original document (including on the filing field and the sheet with the table for recording changes), the restored original must be written in parentheses: “(Signature)” and “(Date)” .

6.6 Restored originals must be signed by a responsible person as directed by the head of the department that issued the restored originals.

An inscription confirming the correctness of the restored paper original should be made in ink or by machine in the field for filing the document, for example:

"Restored from the original.



"Restored from a copy.

Correct: (signature, last name and date)."

6.7 The correctness of the restored original electronic document must be confirmed by an electronic digital signature of the responsible person, an information identification sheet or other analogues of handwritten signatures.

6.8 The restored paper original of the document must have the accession number of the restored original. A note must be made in the inventory book regarding the restoration of the document.

In the upper right corner of the field of each sheet of the restored original document there must be an inscription in ink or a stamp: “Restored original N...” indicating the serial number of restoration of this original sheet.

6.9 On the original or copy from which the document was restored, a stamp is placed: “REPLACED BY RESTORED ORIGINAL N...” in accordance with Figure D.1 (Appendix D) indicating the serial number of restoration and the date of acceptance of the restored original for storage.

7 Accounting and storage of copies of documents

7.1 The archive of the organization may store copies (archival and working) of documents developed by the organization and subcontractors in paper and electronic forms.

7.2 Copies of design documents completed by subcontractors and other organizations are stored in folders or bound in volumes - separately for each building (structure) or for each organization.

Each folder (volume, album), as well as each accounting unit of an electronic document, includes a sheet (sheets) of “Contents”, which is carried out in accordance with GOST R 21.1101, listing the documents in the sequence of their location.

7.3 Archival copies reflect the contents of the documentation at the time of signing (approval), transfer for construction, commissioning of the facility, restoration. The presence of archival copies is reflected in accounting cards in Form 1 of Appendix A. Accounting and storage of archival copies is carried out in accordance with 5.4.3.

7.4 Folding copies of documents in paper form into A 4 format is carried out in accordance with Appendix 1 of GOST 2.501.

7.5 Copies of documents in paper form deposited must be printed in contrast and have a smooth background that does not make the document difficult to read. On copies of documents, all lines, letters, numbers, etc. present on the original, duplicate and original must be reproduced (without omissions).

Working copies of documents are intended for servicing production departments. The number of working registered copies and the place of their storage (issuance and acceptance) is established by the organization.

7.6 When accepting copies of documents in paper form, the presence of all sheets and completeness of the documentation are checked in accordance with the accompanying documents.

When accepting copies of documents in electronic form, they check whether the volume of the copy of the document corresponds to the declared volume of this copy in bytes/kilobytes and the presence of the corresponding attribute in the requisite part (letter, number, etc.).

7.7 Registration (accounting) of copies of documents of other organizations is carried out in accordance with the requirements of 5.2.

7.8 Each registered copy (or set of copies of documents) in paper form is stamped in accordance with Figures D.6 and D.7 (Appendix D) indicating the inventory number, copy number (if there are several copies) and registration date. The specified stamp is placed in a visible place on the contents sheet of the folder (volume) or in the upper left corner of the document cover.

On copies of documents stored loosely (sheet by sheet), a stamp is placed in the upper left corner of each sheet of the document.

7.9 Copies of documents are recorded manually or automatically in accounting cards compiled in accordance with Form 2 of Appendix A.

Form 1 - Account card (front side)

Form 1a - Account card (reverse side)

Form 2 - Account Card

Documentation cards indicate:

- in column 1 - the inventory number of the original document;

- in column 2 - the date of receipt of the original document for storage;

- in column 3 - designation of the original document according to the title block and the name of the file of the original electronic document according to the list of project electronic documents;

- in column 4 - the name of the original document;

- in column 5 - the number of sheets;

- in column 6 - a note about cancellation, replacement of the original document, changes to the sheets and restoration of the original document;

- in column 7 - code of the enterprise (complex), building or structure;

- in column 8 - the name of the building or structure and the place of construction;

- in column 9 - symbol of the type of documentation: P - for design documentation; P - for working documentation; And - for other technical documentation;

- in column 10 - symbol of the form of the documentation information carrier: B - for documents in paper form; E - for electronic documents.

- in columns 11, 12 - serial numbers of sheets of the accounting card.

Appendix B (for reference). An example of filling out the columns of an accounting card according to Form 1

Appendix B
(informative)

_______________
* B - paper form or E - electronic

Appendix B (recommended). Form 3 - Log of permissions to make changes

Form 3 - Log of permissions to make changes

Notes

1 The registration log is made on A4 sheets in accordance with GOST 2.301 with a vertical or horizontal layout of the sheet.

2 The dimensions of the graph are set by the document developer.

Appendix D (recommended). Samples of stamps for recording and circulation of paper documents

D.1 Stamps are intended to simplify the application and achieve uniformity in the image of inscriptions and instructions given in design and working documentation and in accounting documents in the process of their circulation.

D.2 Stamp "REPLACED BY RESTORED ORIGINAL N ... g." indicating the serial number of restoration of the original and the date of its restoration are placed on the original documents from which the restored originals were made. The shape of the stamp is shown in Figure D.1.

Figure D.1

D.3 Stamp "CANCELED, REPLACED... N... from... g." put (indicating the number, date of registration of permission to make changes and signatures) on canceled originals, duplicates and copies, as well as on project document registration cards. If there is no replacement, put a dash. The shape of the stamp is shown in Figure D.2.

Figure D.2

D.4 The stamp “IN REPLACEMENT OF THE ORIGINAL” is placed on documents in the absence of the originals of these documents. The shape of the stamp is shown in Figure D.3.

Figure D.3

D.5 The stamp “EXC. N...” is placed (indicating the copy number) on folders (volumes, albums) and individual copies. The shape of the stamp is shown in Figure D.4.

Figure D.4

D.6 Stamp "INV. N ..., EX. N ... g." placed (indicating the inventory number, copy number and registration date) on folders (volumes, albums) and separate copies of design documents of subcontracting organizations. The shape of the stamp is shown in Figure D.5.

Figure D.5

D.7 The “CONTROL COPY” and “ARCHIVE COPY” stamps are placed on control and archival copies of copies and on folders (volumes, albums), respectively. The shape of the “CONTROL COPY” stamp is shown in Figure D.6. The form of the “ARCHIVED COPY” stamp is shown in Figure D.7.

Figure D.6

Figure D.7

D.8 It is allowed to use other types of stamps that simplify the application of inscriptions on documents.

Appendix E (recommended). Form 4 - Certificate of write-off of project documents

_______________
* When writing off documents, columns should be provided in the act indicating the information medium (paper, tracing paper, electronic media) and the volume of documents in electronic form in bytes (kilobytes).

Bibliography

Electronic document text
prepared by Kodeks JSC and verified against:
official publication
M.: Standartinform, 2010

GOST 2.104 – 68

The title block, forming part of a graphic document called " drawing" The title block contains the necessary information such as: designation of the drawing, name of the drawing, information about the company that developed the drawing, weight of the product, scale of the displayed part, stage of development, sheet number, date of issue of the drawing, as well as information about the persons responsible for this document. Drawing without a title block is not considered a standard element of documentation and cannot be transferred to production. The content of the main inscription, its location and dimensions are regulated by the standard. The graphic elements of the main inscription are made with lines intended to draw a visible outline; all other lines are thin.

Main inscriptions, title and subsequent sheets

1 – the name of the product must correspond to technical terminology and be stated as briefly as possible. The name of the product is written in the nominative singular case. In cases where the name is made up of several words, the noun occupies the first ordinal place, for example: “ Gear wheel" The purpose of the product and its location are not indicated in the name.

2 – designation of a document using conventional written symbols. The designation of a document consists of numbers and letters written in a certain order. Each document is assigned a designation consisting of characters separated by dots. The product index can be written in letters or in a digital equivalent, for example:

UCH-01.10.06.01

• 202 – index set by the developer
• 10 – serial number of the assembly unit included in the product
• 06 – assembly unit number
• 01 – part numbering

Title block for subsequent sheets of drawings,
diagrams and text documents

3 – column to indicate the material from which the part is made. Filling is carried out only on drawings of parts, for example:

Steel 08kp GOST 1050 – 88

4 – letters are written here, which are called “ Litera"from the Latin word " littera"What does a letter mean? The letter indicates at what stage of development the document is:

• P- Technical Proposal
• E– indicates a preliminary design
• T– means that this is a technical project
• ABOUT– production of a pilot batch
• A– adjusted document based on the results of the pilot batch
• B– this letter is assigned to a document based on the results of manufacturing a product made according to a drawing with the letter – A

Main inscription of the title page
for processing text documents

5 – Product weight – indicated only in numbers without measurement designation. It is allowed to indicate units of measurement in the case of, for example: 0.25 t, 15 t. The calculated mass is indicated on the drawings up to the technical design. The actual mass is indicated on the documents, starting with the pilot batch. The actual mass should be understood as the value determined by weighing the product. On drawings of single large-sized products, the mass of which is difficult to determine by mechanical weighing, it is allowed to indicate the calculated value. It is allowed to indicate maximum mass deviations in the technical requirements. The weight may not be indicated on the drawings of prototypes, dimensional and installation drawings.

Position of title block
on A4 sheet format

Position of the title block along the long side
for formats larger than A4

Position of the title block along the short side for formats larger than A4

6 – scale of the graphic image of the object in the drawing. The scale is selected depending on the dimensional parameters of the depicted part and must be drawn in full size or to scale.

7 – column for indicating the sheet number.
A single copy of a document is not numbered.

8 – number of sheets in total.
The number of documents is indicated only on the first sheet.

9 – name of the company that issued the document

10 – additional line.
An additional line is filled in by the developer depending on the situation, for example: “ Head of department», « Head Office».

11 – surnames of persons signing the document.

12 – places for signatures in accordance with job responsibilities. The document must be signed by at least the developer and the person responsible for standard control without fail.

13 – indication of the date of signing the document.

Columns 14 – 18 are intended for making changes.

19 – inventory number of the original.
For accounting and storage, each original document is assigned one inventory number, regardless of the number of sheets. This accounting identifier is applied to each sheet if the document consists of several sheets.

20 – column for the signature of the person who accepted the document in the technical department, indicating the date.

21 – an additional accession number of the original is set to replace the previous document number when changes are made to it. The original document number is retained.

22 – inventory number of the duplicate.
Regardless of the number of sheets, duplicates are assigned one accession number and set on all sheets.

23 – column for the signature of the person who accepted the duplicate to the technical department, indicating the date.

24 – the designation of the document is written here, instead of the sheet on which it was issued.

25 – this column indicates the document where it was first recorded.

26 – cell in which the document designation code is indicated, rotated relative to the working field of the drawing by 180°.

27 – in this cell a sign is installed according to the regulatory and technical documentation provided by the customer.

28 – number and date of approval of the documentation of the corresponding letter.

29 – number and date of approval of documentation.

31 – document copier

32 – sheet format indication

33 – determination of the area where the modified part of the product is located

Approved in February 2006 (IUS 9-2006)


An amendment was made, published in IUS No. 4, 2009

Amendment made by database manufacturer


This standard establishes general requirements for accounting and storage of design and technological documents (hereinafter referred to as documents), executed in paper and electronic forms, products of all industries.

Based on this standard, standards can be developed that take into account the features of accounting and storage of design and technological documents, depending on the volume of documentation and the conditions of document flow.

1. GENERAL REQUIREMENTS

1. GENERAL REQUIREMENTS

1.1. Folding copies of documents in paper form is carried out in accordance with Appendix 1.

1.2. All originals, duplicates and copies of documents available at the enterprise (hereinafter referred to as originals, duplicates and copies) are subject to recording and storage in accordance with Section 2 and Appendix 2*.
________________
An enterprise should be understood as an enterprise or organization.
The “*” sign marks points of the standard for which comments are given in Appendix 5.

1.1, 1.2. (Changed edition, Amendment No. 1).

1.3. In cases where an organization simultaneously uses documents in paper and electronic forms, their mutual transformation into each other is allowed. In this case, the following rules are observed:

- design documents in paper form can be converted into files;

- provided with the appropriate details and signed in the prescribed manner with electronic digital signatures, these files become electronic documents (originals, duplicates, copies);

- for use in the processes of production, operation, repair and disposal of products, electronic documents can be converted into paper documents using computer technology. Such documents must be signed with authentic, established signatures of authorized persons, after which they acquire the same status as the electronic documents from which they were received;

- the transformation should not reduce the serial number of the document according to Table 2 of GOST 2.102;

Documents obtained as a result of mutual transformation must have appropriate references to each other;

- mutual correspondence between these documents is ensured by the developer.

2. ACCOUNTING AND STORING OF ORIGINALS

2.1. Originals made in paper form accepted for storage must be suitable for repeated making copies (no breaks, pasting, worn out places, unclear text, lines), reprographic processing and meet the requirements of GOST 2.102 and GOST 13.1.002.

Original electronic documents accepted for storage must comply with the requirements of GOST 2.051.

Note. For a specific product, only one set of original design documents is produced, which must be stored at the development enterprise or at the manufacturing enterprise by their agreement*.

2.2. When accepting originals for accounting and storage, the following is checked:

1) completeness of design documents in accordance with specifications, statements of electronic documents or other documents that list the originals being handed over;

2) completeness of technological documents in accordance with the route map or other documents that list the submitted originals;

3) the presence of established signatures (including electronic digital signatures) and dates. It is not allowed to accept documents for storage that do not have the signature of the person exercising regulatory control*.

2.3. All originals accepted for storage are registered (taken into account). When registering, fill out the following details:

- document inventory number;

- date of registration;

- document designation;

- Name;

- number of sheets in the document;

- document format according to GOST 2.301;

- who issued the document;

- signature on acceptance of the document for storage;

- note (if necessary).

Registration can be carried out in an automated way or in a non-automated way (manually). During manual registration, the listed details are drawn up in the inventory book of originals in Form 1 in accordance with Appendix 3. With automated registration, the inventory book is performed in electronic form.

2.4. Each original document is assigned one accession number*.

2.1-2.4 (Changed edition, Amendment No. 1).

2.5. Inventory books for registering originals and duplicates coming from other enterprises should be kept separately for documents for products of the main and auxiliary production.

It is allowed to keep one inventory book for originals and duplicates of design and technological documents and separate inventory books for types of products (diesels, cars, tractors, turbines, etc.), while inventory numbers should not be repeated.

2.6. Simultaneously with the registration of the originals, the corresponding accounting columns located on the field for filing the original sheet in paper form must be filled out or the corresponding details must be entered into an electronic document.

2.7. For each document to which an inventory number is assigned, its movement is recorded (making and recording copies, changes, applicability). The movement of originals is recorded manually or automatically in accordance with accounting cards in forms 2, 2a, 2b and 2c of Appendix 3.

For design documentation, documentation of auxiliary production and unit production, it is allowed not to draw up accounting cards.

2.8. Original design documents in paper form should be stored according to classification characteristics (groupings) by format in ascending order of document designations within each format and code of the developer enterprise.

It is allowed to store originals without regard to formats.

Originals of electronic documents are stored in databases of automated systems and/or on separate electronic media. The storage of originals on separate media is carried out in ascending order of document designations within the product. Storage conditions on individual media must ensure their safety, quick retrieval and suitability for use*.

2.9. Originals of technological documents should be stored according to the methods of processing and assembling the product, without taking into account the formats in ascending order of their designations according to GOST 3.1201 within each method of processing and assembling the product.

It is allowed to store originals in sets in ascending order of design document designations specified in the main inscription of technological documents.

The applicability of technological documents is recorded manually or automatically in applicability cards according to forms 2 and 2a GOST 3.1201.

2.6-2.9. (Changed edition, Amendment No. 1).

2.10. Originals made on sheets smaller than A1 format should be stored unfolded.

It is recommended to store originals made on sheets of A1 or larger format rolled up on rolling pins or unfolded.

2.11. The originals of canceled and replaced documents should be stored separately from the valid originals and may be folded into A4 and A3 formats in accordance with Appendix 1.

3. RESTORATION OF ORIGINALS

3.1. Originals that have become unusable or lost must be restored.

A restored original can be produced only after drawing up an act on the write-off of a deteriorated or lost original.

3.2. Restored originals act as the replaced originals.

The restored original must be amended in accordance with all notices issued prior to its restoration.

3.3. The restored original must be an exact copy of the restored original, taking into account the latest changes made.

3.4. The restored original must not reproduce dimensions, inscriptions, graphic images, etc., excluded by notifications of changes in the original (or copy) from which the original is restored.

In the restored original, the serial numbers of changes and extension lines to them, which were previously applied in connection with the changes made, should not be reproduced.

3.5. Only the last change record should be transferred to the changes table of the restored original.

When restoring the original from documents on two or more sheets, the serial numbers of changes, designations of change notices and other data on the last change of each sheet of the restored original must be entered based on the existing entries in the table of changes on this sheet of the document being restored.

The registration sheet for changes to the restored original must reproduce data relating to all changes previously made to this document (starting from the first change).

3.6. In place of the original signatures, visas and dates found on the original (including the filing margin and the change sheet), the restored original must read “(Signature)” and “(Date)” in parentheses.

When making a restored original from a previously restored original (or a registered copy taken from it), the inscription on the latter about the restoration of the original may not be reproduced.

3.7. Restored originals must be signed by a responsible person as directed by the head of the department that issued the originals or monitored the manufacture of the product.

An inscription confirming the correctness of the restored original should be made in ink or by machine on the field for filing the document, for example:

"Restored from the original.



"Restored from a copy.

Correct: (signature, last name and date)."

The correctness of the restored original electronic document must be confirmed by the electronic digital signature of the responsible person.

3.3-3.7. (Changed edition, Amendment No. 1).

3.8. In the upper right corner of the field of each sheet of the restored original there must be an inscription in ink or a stamp must be affixed: “Restored original N...” indicating the serial number of restoration of this sheet of the original.

3.9. The restored original must have the inventory number of the original being restored. A note must be made in the inventory book regarding the restoration of the document.

3.10. The original or copy from which the restoration was made is stamped: “REPLACED BY RESTORED ORIGINAL N...” indicating the serial number of restoration and the date of acceptance of the restored original for storage.

Section 4. (Deleted, Amendment No. 1).

1. Sheets of drawings of all formats should be folded first along lines perpendicular (longitudinal), and then along lines parallel (transverse) to the main inscription.

2. Sheets of drawings after folding must have the main inscription on the front side of the folded sheet.

3. Sheets of drawings are folded in the sequence indicated in Tables 1 and 2 by the numbers on the fold lines.

4. The following types of folding are installed:

1) into folders in accordance with Table 1;

2) for direct stitching in accordance with Table 2.

Table 1

Folding

Dimensions, mm

table 2

Folding for direct binding

Dimensions, mm

1. ACCOUNTING AND STORING COPIES OF DOCUMENTS

1.1. Copies of documents in paper form accepted for storage must be printed in contrast and have a smooth background without multi-colors that make the document difficult to read. Copies must reproduce (without omissions) all lines, letters, numbers, etc. found on the original, duplicate or original.

When accepting copies in paper form, check the presence of all sheets and completeness of the documentation in accordance with the accompanying documents.

1.2. The enterprise can store the following copies of design and technological documents: archival, control, working.

1.3. Archival copies reflect the state of the design or manufacturing technology of a product during periods of approval by the customer, transfer of originals to manufacturing enterprises, termination of production of a given design, etc. The presence of archival copies is reflected in the registration cards (Form 2, Appendix 3).

No changes are made to archived copies and they are not issued to subscribers; they are stored separately from other copies in folders (albums) or on electronic media.

For documents in paper form, the “ARCHIVED COPY” stamp is placed in a visible place in the folder (album) and on the front side of each archival copy. Below the stamp indicate the reason and date of acceptance of the archival copy for storage. Archival copies may be stored in the form of microfilms.

Archival copies of electronic documents in the requisite part must have the appropriate attribute (letter, number, etc.).

1.4. Control copies are used to restore the original, make duplicates, working copies, certificates or verify documentation; they are stored separately from other copies and are not issued to subscribers.

The control copy of the electronic document must have the corresponding attribute (letter, number, etc.) in the requisite part.

On the front side of each sheet of control copies, the stamp “CONTROL COPY” is placed in a visible place (with the exception of control copies of printed publications and bound text documents, on which the stamp is placed only on the cover and on the title or first page).

1.1-1.4. (Changed edition, Amendment No. 1).

1.4a. Working copies are intended for production maintenance. The number of working copies in circulation and the place of their storage (issuance and acceptance) are established by the organization.

(Introduced additionally, Amendment No. 1).

1.5. (Deleted, Amendment No. 1).

1.6. Accounting for the issuance (sending) and return of copies to internal and external subscribers can be carried out manually or automatically. Accounting is carried out using document registration cards of Form 2, 2a in accordance with Appendix 3*.

Accounting for the issuance and return of copies to internal subscribers can be carried out manually or automatically using subscriber cards of form 3, 3a in accordance with Appendix 3*.

1.7. Copies of documents in paper form are stored both loosely (sheet by page), and nested in folders or, if necessary, bound in albums.

When storing in bulk (sheet by sheet), copies are folded onto A4 format.

Copies placed in albums and folders are folded into A4 or A3 formats in accordance with Appendix 1.

1.6., 1.7. (Changed edition, Amendment No. 1).

1.8. Copies of design documents for the product are placed in folders (albums) within the product or within rationally selected components of the product.

1.9. Copies of design documents for products are placed in folders (albums) in the following sequence:

1) product specification;

2) documents of the main set of the product (in the order they are written in the specification);

3) specifications of the component parts of the product and documents of the main set of component parts of the product (in ascending order of designations). Documents of the main set of components of the product are placed after the specification in the order in which they are recorded in the specification;

4) drawings of parts recorded in the specification, the main product and all its components (in ascending order of designations).

If other documents have been issued for the part (except for the drawing), then they are placed after the drawing of the parts (in the order in which they are recorded in the specification).

1.10. A set of copies of technological documents is placed in folders or bound into albums, while all technological documents developed for one product or several products, or a rationally selected component part of the product, are placed in one folder (album).

If necessary, it is allowed to place technological documents on individual methods of processing and assembling a product in one folder (album).

1.11. No more than 200 sheets of documents reduced to A4 format are placed in one folder (album).

1.12. If there are a large number of documents, they are divided into parts and placed in several folders (albums). The labels of folders (albums) or their covers indicate the number of this part, the total number of parts and the copy number of the folder (album).

1.13. It is allowed in each folder (album) to provide an inventory that lists, in the sequence of their location, all the documents contained in it.

1.14. For ongoing work, the department that issued the original documents or monitors the manufacture of the product in production is allocated a copy of the relevant documents. On the front side of each sheet of copies (when storing them in bulk) or in a visible place in the folder (album), put the stamp “DESIGNER’S COPY” or “TECHNOLOGIST’S COPY”, given in Appendix 4*.

(Changed edition, Amendment No. 1).

1.15. Copies of documents for which subscribers are not notified of changes after deportation are stamped “NO CHANGE NOTIFIED.”

1.16. In requests for the sending of documentation from other enterprises, it is indicated whether it is necessary to register the requested documentation for sending further notices of changes or not.

1.17. Copies of documents withdrawn from circulation due to the cessation of production of products, as well as copies of documents canceled or replaced due to changes, are destroyed after drawing up an act of destruction or an inventory of copies.

2. ACCOUNTING AND STORING COPIES OF DOCUMENTS OF OTHER ENTERPRISES

2.1. Copies of documents received from other enterprises are stored in folders or bound in albums separately for each enterprise that issued them, or separately for each product.

It is allowed to store copies in bulk (sheet by sheet) folded in A4 or A3 format.

2.2. Each folder (album) must have an inventory that lists, in the sequence of their location, all the documents contained in it.

2.3. Registration (accounting) of copies of documents of other enterprises is carried out in accordance with the requirements of paragraphs 2.3 and 2.4 of this standard. Each registered copy (or set of copies) is stamped in paper form indicating the inventory number, copy number (if there are several copies) and registration date.

The specified stamp in folders (albums) is placed in a visible place in the inventory, as well as on the label or in the upper left corner of the cover.

On copies in paper form stored in bulk (sheet by sheet), a stamp is placed in the upper left corner of each sheet of an A4 document or sheet of a document folded into A4 format.

2.4. Copies are recorded manually or automatically in accounting cards in forms 2, 2a, 2b, 2c in accordance with Appendix 3.

2.3, 2.4. (Changed edition, Amendment No. 1).

2.5. Copies of other enterprises are stored in ascending order of designations for each enterprise code.

2.6. If the use of registered copies at a given enterprise ceases, the holder of the originals is notified to remove them from the register.

APPENDIX 3 (recommended). FORMS OF INVENTORY BOOK, DOCUMENT CARDS AND SUBSCRIPTION CARD

APPENDIX 3

Form 3a

Subscription card (reverse side)

Note. The document registration card indicates:

1) in the “Type of document” column of Form 2 - the type of document (original, duplicate or copy) that is registered;

2) in the column “One-time issues” of Form 2a - subscribers who are given (sent) a copy of the document with the stamp “NO CHANGE NOTIFIED”.

APPENDIX 4 (recommended). SAMPLES OF STAMPS FOR ACCOUNTING AND CIRCULATION OF DOCUMENTS MADE IN PAPER FORM

1. Stamps are intended to simplify the application and achieve uniformity in the image of inscriptions and instructions made in documents during their circulation, as well as in notices and accounting documents.

2. Stamp "REPLACED BY RESTORED ORIGINAL N ... , ... g." indicating the serial number of restoration of the original and the date of its restoration are placed on the originals from which the restored originals were made.

3. Stamp "CANCELED, REPLACED..., notification N... dated... g." put (indicating the number, date of issue of the notice and signature) on originals, duplicates and copies canceled according to notices, as well as on accounting cards. If there is no replacement, put a dash.

4. The stamp “DO NOT APPLY IN NEW DESIGN, INSTEAD USE...” is placed on the basis of the relevant notices on originals, duplicates and copies that cannot be used in newly developed products, as well as on accounting cards.

5. The stamp “IN REPLACEMENT OF THE ORIGINAL” is placed on documents in the absence of the originals of these documents.

6. The stamp “EX. N...” is placed (indicating the copy number) on folders (albums) of copies and on individual copies.

7. The stamp “INV. N..., EKZ. N..., ... year” is placed (indicating the inventory number, copy number and registration date) on folders (albums) and separate copies of documents from other enterprises.

It is also permissible to use this stamp (without indicating the copy number) when registering samples for printed publications and other documents stored as originals.

8. The “CONTROL COPY” and “ARCHIVED COPY” stamps are placed on control and archival copies of copies and on folders (albums) of copies, respectively. The “CONTROL COPY” stamp is also placed on control copies of notices and appendices to them.

9. The stamps “DESIGNER’S COPY” and “TECHNOLOGIST’S COPY” are placed respectively on copies of design and technological documents issued for current work to the department that issued the originals or monitored the manufacture of products in production.

10. The stamp “NO CHANGE NOTIFIED” is placed on copies of documents issued on a one-time basis without sending further notices about changes to these documents.

11. (Deleted, Amendment No. 1).

12. It is also possible to use other types of stamps that simplify the application of inscriptions on documents.

(Changed edition, Amendment No. 1).

APPENDIX 5 (for reference). COMMENTS ON THE POINTS OF THE STANDARD

APPENDIX 5
Information

To paragraph 1.2. Accounting and storage of paper and electronic documents is part of the document circulation system at the enterprise.

A registered document means a document accepted for subscription services (accounted document).

The list of functions, organizational structure and distribution of functions of the document management system are established by the enterprise.

To paragraph 2.1. When registering (accounting for) electronic documents, in the “Note” column (Form 1, Appendix 3) indicate the document file format.

To paragraph 2.2. Other documents include the “List of Specifications” in accordance with GOST 2.102, which is used to check the completeness of the originals accepted for storage for complexes, assembly units and kits that have two or more stages of inclusion of components.

For electronic documents accepted for storage for individual assembly units, the completeness check is carried out according to the specification. For documents for the entire product as a whole, the completeness of the documents is checked using the “Statement of Electronic Documents”.

To paragraph 2.4. An inventory number is assigned to an original regardless of the number of sheets in the document or the number of files it consists of.

On a document consisting of several sheets, the inventory number is applied to each sheet.

The inventory number of the original electronic document is indicated in its details part.

To paragraph 2.8. To ensure the recovery of electronic databases of automated systems when storing originals, backup copies should be carried out.

The rules for performing backups (frequency, registration, etc.) are established by the organization.

To Appendix 2 (clauses 1.6, 1.14). When recording the movement of documents, an automated system must ensure timely distribution to subscribers (internal and external) of notices of changes and (or) copies of changed documents.

APPENDIX 5. (Introduced additionally, Amendment No. 1).

Electronic document text

prepared by Kodeks JSC and verified against:
official publication
Unified system of design documentation:
Sat. GOST. - M.: Standartinform, 2008

Revision of the document taking into account
changes and additions prepared
JSC "Kodeks"