Vaccination against tax claims: how to store documents outside the office

Organizing the storage of documents at home is sooner or later required by any housewife. Over several decades of life, each person accumulates a large number of personal and household documents. When receipts, contracts, and birth certificates of children are dumped into one storage box, it is difficult to quickly find a small-sized ID card or SNILS. From time to time, everyone thinks about how to organize archive storage.

How to organize document storage at home

To store documents at home, you can use special shelves, drawers, and boxes. The capacity and appearance of the devices depend on the type and number of storage media. To organize the storage of documents, you need an accumulated archive:

1. sort through;
2. throw out what is irrelevant;
3. sort the leftovers.

Folders for storing documents are purchased in advance. You will need several pieces for receipts, certificates, contracts.

To restore order, the contents of the storage facilities are placed in one pile and then carefully examined one paper at a time. Some letters and receipts have legal weight even after several decades. For example, correspondence with bailiffs stating that the ex-husband does not pay child support is saved. Such information can become an evidence base in the future.

You can easily get rid of:

1. receipts from stores after the return period has expired;
2. notifications from the tax office about the approaching deadline for submitting reports;
3. receipts older than 3 years;
4. outdated warranty cards and instructions.

Ownership of the apartment

• Submit the application and necessary documents to the notary;
• After the specified time has passed, you will receive a certificate of inheritance;
• Submit the received papers to Rosreestr to register the property.

Privatization

The law does not limit the number of owners to any specific number. There can be two of them, for example, spouses, all family members, or one person. However, if housing was purchased using maternity capital, ownership must be registered in both parents and children - with a share allocated to each of them.

From a legal point of view, a document confirming the fact of ownership of real estate is a certificate of state registration of rights. It is called a certificate of title. It is issued by the registration chamber at the place where the real estate was purchased, and an entry is made in the Unified State Register of Real Estate (USRN).

Storage systems: drawer, folder, box or organizer

Organizing the storage of documents at home begins with determining the number of papers remaining after the inspection and their purpose. An entrepreneur who has registered an individual entrepreneur at his address, in addition to his personal archive, will have accumulated a lot of accounting reports and other specific information.

Work documents should be kept separate from personal ones. It is advisable to organize storage not only in different folders, but also in different drawers and cabinets.

Folders for storing documents at home must be signed and placed in a box for business papers. Markings are made on the spines.

The system for storing documents at home begins with classifying storage media by their type. You will have to buy storage folders for the following types of documents at home:

1. studies (diplomas, certificates of completion of courses);
2. work (work book, employment contract with the employer, certificates from the employment center, letters of gratitude);
3. any documents of title to real estate, bank accounts (rent agreements, donations, purchase and sale agreements, certificate of inheritance);
4. family (identity cards, national and foreign passports, SNILS, birth, marriage, divorce certificates).
5. loans (agreements with credit institutions, debt repayment receipts, statements);
6. purchases (receipts, warranty cards, instructions);
7. utility bills (paid bills).

All that remains is to arrange the folders in boxes and drawers intended for storing documents at home. The choice of device depends on the financial capabilities and imagination of the archive owner. It could be:

1. Large box for storing documents. Separators are installed between files installed in it.
2. File folder. A large folder with already installed files can replace the box.
3. An iron safe or box for storing documents will be useful for an entrepreneur who keeps financial reports and other important papers in his apartment.
4. Case. A small suitcase with a key lock is suitable for transporting valuable documents.

In one of the rooms you can select a closet or chest of drawers, in which one or more shelves can be allocated for storing documents at home.

There are many options; you can watch the video for good ideas on how to organize document storage.

A fireproof iron box for storing documents and valuables at home, is relevant if it contains:

1. papers confirming ownership;
2. personal seals;
3. large amounts of cash.

A folder for medical tests, books, and prescriptions should be allocated separately for each family member. This will speed up the search for the necessary documents and structure their storage.

What document confirms ownership of the apartment?

Electronic and paper formats of statements have equal legal force. The authenticity of the paper medium is confirmed by the blue seal of the registrar, and the authenticity of the electronic counterpart is confirmed by the digital signature of the responsible person of the government agency.

Title documents

The transfer of ownership of an apartment, garage, house, land plot and any other real estate object is subject to state registration (Article 551 of the Civil Code of the Russian Federation). The title documents for the apartment have undergone changes over the past few years, starting in mid-2021.

In order to obtain a duplicate of the privatization agreement, you must contact one of the organizations indicated in the paragraph above with the application. In the application, indicate the requirement for the issuance of a duplicate of the document or a certified copy, as well as describe the documents that give you the right to demand this by law. Some institutions will require you to pay a state fee for issuing a document or a copy of an agreement; the amount of the fee may vary in each organization.

Immediately after concluding an agreement on the privatization of an apartment, a copy of it is transferred to Rosreestr for storage. And the second copy remains with the owner of the property. Based on this document, the owner of the apartment can freely dispose of the housing.

Where can I get the document?

At the same time, in the application it is important to indicate the reason for issuing a duplicate - loss of the original, and in addition, provide documents confirming your rights to the property. The application will also need to be accompanied by a receipt for payment of the state fee for issuing the document.

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When there is a criminal connotation in the case (for example, burglary), the application must indicate that you prohibit any operations with the missing papers without your presence. The sooner you do this, the less likely it is that scammers will be able to sell your apartment using a fake power of attorney.

Convenient storage of documents in electronic form

Passports, marriage, divorce, and birth certificates must be scanned. If lost, it will be easier to restore them using printed copies. You can upload the information to a flash drive and duplicate it in a cloud storage, such as Yandex Disk, Google Drive or Dropbox. If the information storage device fails, the information will remain intact on the server.

The necessary instructions and warranty cards can be folded into one separate organizer for storing documents at home. Manuals that are rarely needed are converted into electronic form. To do this, you can create a text file in your laptop, and enter the full names and markings of all available household appliances there. You can scan or photograph some of the instructions.

Electronic storage of instructions is a convenient placement that saves space in your home.

Electronic storage methods allow you to save information on building materials and decorative finishes. At any time you can open the file and view information about the manufacturer, color name, collection:

1. tiles;
2. linoleum;
3. upholstery fabric.

Scanned brochures and instructions are easy to read on the monitor. Manuals are usually printed in very small font. Photos can be enlarged to an easy-to-read size.

Most likely, there are already instructions on the Internet for your household appliances. Find it by model name. You don't have to take pictures and scan the instructions yourself.

What to do if you have lost documents for an apartment

However, even papers received according to the old rules do not disappear without a trace - information about them can be found in the archives of the notary who conducted the business. In addition, a certificate from the BTI, which indicates the owner of the property, can help. The most difficulties, according to experts, arise when restoring the purchase and sale agreements that were concluded during the transition period, from 1996 to 1998 (notarial registration was abolished, and the above-mentioned law has not yet come into force). To re-receive the lost papers, you will have to take a copy from the other party to the transaction. It can also be difficult to find old documents confirming kinship. The most problems arise when searching for birth certificates issued during the Soviet era, especially if the desired territory now belongs to another state.

Certificate of ownership - how to get a duplicate

It is a little more difficult to restore the documents that are the basis for obtaining property. The situation is simplest with contracts concluded in simple written form (purchase and sale, donation, exchange): copies of these papers can be obtained from the archives of the same department of the Federal Service for State Registration, Cadastre and Cartography, and then notarized. Information about equity participation agreements and participation in privatization is also stored there. By the way, if the purchase and sale agreement was drawn up with the help of a notary, then a copy of the agreement can be obtained from him. It is also worth contacting the notary who handled the relevant case to obtain a lost certificate of inheritance.

To obtain a copy of such a document certified by a government agency, you need to contact the Rosreestr branch where the registration of rights under the lost agreement was carried out, fill out an application in the prescribed form, and present an identity card.

Restoring the purchase and sale agreement and other title documents drawn up after the entry into force of the law on state registration of rights (No. 122-FZ) should also not cause any particular difficulties for the owner, since when registering rights, one copy of the agreement remains with the registration authority and is stored in a special archive of files of title documents .

How to restore a certificate of ownership?

If the documents for the apartment were stolen, then it is possible that they intend to carry out illegal actions with the housing, including those related to the deprivation of property rights of the legal owner of the property.

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Citizens living in a state or municipal apartment under a social loan agreement can register this property as their own. Adults participate in this program only once, but children under 18 years of age can privatize an apartment twice - together with their parents before they reach adulthood and after, on their own.

Methods of organization

To quickly find the document you need, you need to divide them into categories. Be sure to attach labels to each category, or use color coding. Paper information can be classified according to its purpose:

1. medicine;
2. Appliances;
3. repair.

Fragmentation that is too fine will result in a clutter of folders that will make it difficult to find the help you need.

Storing documents in the office

If you have a work office, then it is more convenient to organize the storage of documents in it. Desk drawers and shelving are a convenient way to store documents at home. Place only important papers in them or those that need quick access.

It is better to store key and significant work documents in a safe. Place it in your desk drawers or closet. Furniture panels must be opaque.

A box is suitable for storing non-essential documents. If the apartment has a separate office, you can buy special office furniture. On the shelves of the cabinets, labeled folders are arranged vertically in alphabetical order.

A box for storing a large number of documents at home is not the best option. Papers are placed in a stack. When you need to find something, you have to take out the entire contents and sort through them one by one. Such manipulations take a lot of time. Therefore, for medical brochures, prescriptions, certificates, you need to use a document organizer.

How to store documents at home?

All people have documents: birth certificate, diploma, certificates, payment receipts, policies, contracts, and we will tell you how to store all this correctly in our article.

First of all, we sort by all family members; documents of mom, dad, and children need to be stored separately. If there are animals in the house, then we also make a separate folder for them.

Sort documents by all family members

We purchase folders of different colors, sizes, textures and transparent files of different sizes from the office supply store. There are portfolio folders that may be suitable for accountants. Some people keep documents, such as pay stubs, in a photo album.

Take a size A 4 folder with rings and insert transparent files. We print or write the name “Anya’s documents”, “Dim’s documents”. To separate documents from each other, it is better to make pictures. We find pictures on the Internet or cut them out of a magazine. For example, in a magazine we find a picture of a girl with documents, an office, insert the picture into a transparent file, and behind it we insert documents that relate to the work: resume, contract that was concluded at work with the employer, salary statement, Taxpayer Identification Number and other workers documentation.

Buy stationery folders in different colors

First, we insert small files and insert small documents there: international passport, work book, pension certificate.

Next, we find another picture and insert the documents that the person needs.

The diploma or certificate is small in size and has a dense base. You can insert it into a folder with documents, or you can fold it separately into a small box or a thick transparent box.

Store small documents in a small box

We take another folder and insert all the documents that relate to health there, we call it “health”. In the folder called “apartment” we insert all the documents that relate to the apartment: receipts for payment for the apartment, intercom, purchase of furniture. If a suspended ceiling was installed in the apartment, or the balcony was glazed, then all contracts must be kept, because there are contacts and guarantees.

If you are going to enter into an inheritance, it is better to buy a folder with small files and store everything related to inheritance matters in it.

Where to store?

The best place to store documents is a closet, cabinet or TV stand. On sale there is a desktop box for documents with certain parameters for the height, width and depth of the cell. This box can be placed on a desktop or on a shelf.

Convenient box for storing documents

If a person works at home and needs a lot of space to store documents, then the best solution would be to buy or make a rack with your own hands, and then arrange folders with documents and boxes.

Securities and documents should not be in a visible place, they should be hidden from prying eyes. If there are children in the house, then you need to hide the documents from them. In infancy, children love to taste everything and can tear everything in their hands.

Storing documents in a rack

Valuable documents can be stored in a safe or cabinet, or you can rent a safe deposit box at a bank.

It is recommended to store valuable documents in a safe

Other Document Organization Ways and Ideas

People who store a large number of different important documents can purchase:

1. wooden or plastic box;
2. paper racks;
3. sorter;
4. vertical trays;
5. briefcase folder;
6. case with a lock;
7. stationery envelopes;
8. folders with a zipper or a button.

There are several rules for conveniently organizing document storage at home:

1. Place papers that you rarely use further;
2. Create several large folders in which you group papers in one direction;
3. Choose the right size storage tools. Small documents can be stored several times in one file;
4. Try to transfer the document into electronic form as much as possible to free up space;
5. Audit your document archive once or twice a year.

You can buy vertical racks and boxes for storing documents at home, or make them yourself from fiberboard, plywood, or buy them at a furniture store.

How should travelers store documents?

There are people who are going on vacation and travel. All documents need to be stored in one place and you need to see that all documents are in place and nothing is forgotten.

Transparent zip bags, plastic envelopes with a button. Everything will be visible in such a folder.

Organizer for documents.

On sale you can buy a holder, an organizer for travelers and when going on a trip all the documents will be in one place.

Holder for storing documents while traveling

Where to store?

If the trip takes place in the near future, then the documents should be placed in a visible place. For example, on a TV stand. Provided that there are no small children in the apartment.

If the trip is in a month or more, then put it on the desk shelf.

Rules for storing documents at home

To ensure that your documents are always in order, review them regularly to ensure they are up to date. Get outdated quickly:

1. Paid utility bills. This information is valid for three years;
2. Annually renewable contracts.

It is convenient to make any payments online through your Sberbank personal account. If there are any misunderstandings with the rent, you can always find the required receipt in the history and print it out on paper. Money is also transferred for children’s meals at school, and monthly parental fees for preschool institutions are paid. The convenience is that the electronic form is stored for a long time on the bank’s official website, and does not gather dust in piles at home.

Let's outline the essence of the problem

While the accounting department was sitting in the office, order reigned in the documents. Maybe not perfect, but the ends meet. And then the pandemic struck, the entire accounting department went remote, and remained there forever. Now contracts are scanned by the secretary, managers from home enter data into the database, invoices are printed by storekeepers, and accountants do not see real documents.

No one is responsible for storing the originals. They load them in piles into a separate office, and thank you for that. And the documents from previous years were completely moved to the warehouse. After all, employees are mostly remote, and it’s expensive to maintain extra office space for paperwork. But there are whole mountains of papers, where can you put them? And if loss, damage or other misfortune occurs, employees will most likely keep silent about this fact. Why do they need extra problems? Somehow it will sort itself out.

Sew the cases and number the pages? Where is this written? There is no such thing in my job description; whoever is responsible should be responsible.

What does the law say?

Art. 101 of the Accounting Regulations No. 34n does not allow free interpretations: “The manager is responsible for organizing the storage of primary accounting documents.”

But let’s be objective and honest: the manager is a busy person, he has other tasks, keeping track of every piece of paper is out of order, let the employees figure it out. So it turns out that in fact the paper industry remains without supervision.

We explained why you need to pay attention to the proper storage of documents in our new video: