AU.63.4
Liquidation of a company
Preparing files for transfer
Securing paper documentation
As a result of the audit, I am sending all employees the comments on securing documentation of historical value (category A documentation) and category B documentation.
In the aspect of technical securing of paper documentationpaper documentation, it is recommended:
1. To leave paper documentation in bulk in folders and boxes made of cardboardboxes made of cardboard and paper with alkaline reserves; this facilitates and accelerates the later submission of this documentation to mass deacidificationdeacidification and digitisationdigitisation; page numbering is mandatory.
2. If this is not possible, joining the documentation pagesjoining the documentation pages should be done using a cotton tapecotton tape of a minimum width of approximately 5 mm, undyed, and using existing holes in the documentation.
It is not advisable to perforateperforate the documentation just to connect it for archival purposes.
Instead of cotton tape it is possible to use plastic clipsplastic clips because of their functionality and ease of manipulation.
It is unacceptable to use the following materials: twinetwine, shoemaker's threadshoemaker's thread, thick threadsthick threads, synthetic gluessynthetic glues.
To isolate the documentation from the tape or clip, place a strip of thin cardboardthin cardboard or thick alkaline paper with it.
In addition, paper documentation should be free from all foil document sleevesfoil document sleeves.
Returning damaged files
Nagranie dostępne pod adresem https://zpe.gov.pl/a/DNlNkUWgV
Technik Archiwista
Protocol
Picture
![Technik Archiwista](https://static.zpe.gov.pl/portal/f/res-minimized/RmRbBFbfELj8w/1/1rcXQ64dOHsuYo50cyBqWOOhjfULvmiw.jpg)
![Technik Archiwista](https://static.zpe.gov.pl/portal/f/res-minimized/R1WeBcJfP5l3V/1/17sdJEMK6hPKTOc6alIR35cQ7Ap4bRJ5.jpg)
![Technik Archiwista](https://static.zpe.gov.pl/portal/f/res-minimized/Rhz4A0lrRLpkF/1/1NzoAKHoiSBR9a2cSse11pahDMNZTqpk.jpg)
Game
![](https://static.zpe.gov.pl/portal/f/res-minimized/R12PltG2DrTr5/1/1BmHySqQ55c4byd5W4wQ4tmaebwMYK2H.jpg)
Zasób interaktywny dostępny pod adresem https://zpe.gov.pl/a/DNlNkUWgV
Dictionary
Liquidation of a company
![](https://static.zpe.gov.pl/portal/f/res-minimized/R1PdSd1L0cuT8/1/1SFk0qH5zu9JSBBFUceBR7SsHL24s4qL.jpg)
Film dostępny pod adresem /preview/resource/R1PdSd1L0cuT8
Technik Archiwista
![](https://static.zpe.gov.pl/portal/f/res-minimized/R1IYJxSOzszUA/1/1n9hqDkkZsGtcxFq7oYxnkLpE85MLJuL.jpg)
Film dostępny pod adresem /preview/resource/R1IYJxSOzszUA
Technik Archiwista
![](https://static.zpe.gov.pl/portal/f/res-minimized/R5IQ8YXclVbOT/1/qt7JYSuJThjUX6wJ9cN1XPU4Y4ge2SgL.jpg)
Film dostępny pod adresem /preview/resource/R5IQ8YXclVbOT
Technik Archiwista
![](https://static.zpe.gov.pl/portal/f/res-minimized/R6qrhSG2Uph6M/1/1iFWtdxY9uygtkkgmqfm59Vd8QNkSWcc.jpg)
Film dostępny pod adresem /preview/resource/R6qrhSG2Uph6M
Technik Archiwista
After watching the film, decide which of the following sentences are true and which are false. Po obejrzeniu filmu zdecyduj, które z poniższych twierdzeń są prawdziwe, a które fałszywe.
Prawda | Fałsz | |
The liquidator is looking for the company archivist. | □ | □ |
The liquidator has great reservations about the state of organisation of the archives. | □ | □ |
The liquidator wants to discuss, among other things, the state of registration of the archives. | □ | □ |
The liquidator is not interested in discussing the inventory. | □ | □ |
The liquidator believes that they should not compare the records in the delivery acceptance certificates, the lists of certificates, registers, etc. with the actual state, as it leads to errors. | □ | □ |
The liquidator wants the director of the company to prepare a protocol after the inventory. | □ | □ |
The liquidator wants to list the files that has already passed the period of obligatory storage and the borrowed files. | □ | □ |
The liquidator suggests to, due to lack of a successor, choose a storage company for the temporary records that have not expired. | □ | □ |
After watching the film, choose the correct word to complete the sentences. Po obejrzeniu filmu, wybierz prawidłowe słowo, które uzupełni luki w zdaniach.
temporary, well, outdate, good, obligatory, obligation, actually, inventory, submitting, stated, goodly, stating, outdating, actualy, inventorily, submitted, outdated, state, submit, obligated, temporarily, temporarilly, inventor, actual
We need to compare the records in the delivery acceptance certificates, the lists of certificates, registers, etc. with the ........................ state.
The director of our company has already appointed two members of the ........................ committee.
Please also list the files that have already passed the period of ........................ storage and the borrowed files.
We will transfer the files to the ........................ archives.
Please, send me the data on the ........................ materials.
The update of the resources records will be a ........................ opportunity to do that.
What do we do with ........................ records?
Do not forget to dispose of ........................ records.
Preparing files for transfer
![](https://static.zpe.gov.pl/portal/f/res-minimized/RGMFKRVbaKS38/1/2E1p7gCafGIAjSAeBmt17G0Hg7AP7LTS.jpg)
Film dostępny pod adresem /preview/resource/RGMFKRVbaKS38
Technik Archiwista
After watching the voiced animation, fill in the gaps in the sentences. Use the word bank. Po obejrzeniu animacji z lektorem, uzupełnij luki w zdaniach. Skorzystaj z banku słów.
classification symbol, file reference number, chronologically, office instruction, duplicates, metal, number, file index
Before we start transferring files from binders to folders, we need to exclude all .......................................... of files, rough copies, not-completed forms, clean sheets of paper and envelopes.
We also have to remove all .......................................... parts (paper clips, staples, etc.).
We must .......................................... all the written pages with a soft pencil (never a pen) in the upper right corner.
Correct description of the folders is in accordance to the requirements of the ...........................................
Descriptions on the folders should include a company stamp of the unit/department, archival category, title of the folder, extreme dates, amd folder reference: symbol of the unit/department (DZT) - .......................................... from the file index (244).
In regards to each case, the casebook should include ordinal number, the title that is a short reference to the content of the case, the name of the entity that received the case, if it is not their own case, .......................................... of the file that opened the case if it is not the entity’s own case, date of initiation of the proceeding, date of the final closing of the proceeding, comments that hold the designation of the person supervising the case and optional information on the method of handling the case.
Arranging the files .......................................... means that the oldest file is on the top of the collection and the newest is on the bottom.
The files are arranged in accordance to the symbols from the .......................................... and numbered in accordance to the delivery acceptance certificate.
After watching the voiced animation, choose the correct preposition in the following sentences. Po obejrzeniu animacji z lektorem, wybierz prawidłowy przyimek w poniższych zdaniach.
with, on, of, on, for, since, in, into, in, from, On, on, for, In, since, at, of, to, by, from, At, by, in, of
Transferring files ............ binders to folders.
Exclude all duplicates ............ files.
Number all the written pages ............ a soft pencil.
Number all the pages ............ the upper right corner.
Correct description is in accordance ............ the requirements of the office instruction.
It should be attached ............ the front.
............ regards to each case, the casebook should include the following data.
I need information . ............ the method of handling the case.
After watching the voiced animation, match Polish words with their translations. Po obejrzeniu animacji z lektorem, połącz polskie słowa z ich tłumaczeniami.
spis spraw, liczba porządkowa, wtórniki, pieczątka, segregatory, chronologicznie, formularze, ponumerować
binders | |
duplicates | |
forms | |
number | |
stamp | |
casebook | |
ordinal number | |
chronologically |
Securing paper documentation
As a result of the audit, I am sending all employees the comments on securing documentation of historical value (category A documentation) and category B documentation.
In the aspect of technical securing of paper documentationpaper documentation, it is recommended:
1. To leave paper documentation in bulk in folders and boxes made of cardboardboxes made of cardboard and paper with alkaline reserves; this facilitates and accelerates the later submission of this documentation to mass deacidificationdeacidification and digitisationdigitisation; page numbering is mandatory.
2. If this is not possible, joining the documentation pagesjoining the documentation pages should be done using a cotton tapecotton tape of a minimum width of approximately 5 mm, undyed, and using existing holes in the documentation.
It is not advisable to perforateperforate the documentation just to connect it for archival purposes.
Instead of the cotton tape, it is possible to use plastic clipsplastic clips because of their functionality and ease of manipulation.
It is unacceptable to use the following materials: twinetwine, shoemaker's threadshoemaker's thread, thick threadsthick threads, synthetic gluessynthetic glues.
To isolate the documentation from the tape or clip, place a strip of thin cardboardthin cardboard or thick alkaline paper with it.
In addition, paper documentation should be free from all foil document sleevesfoil document sleeves.
Returning damaged files
Nagranie dostępne pod adresem https://zpe.gov.pl/a/DNlNkUWgV
Technik Archiwista
After listening to the audio recording, decide which of the following sentences are true, and which are false. Po wysłuchaniu nagrania audio, zdecyduj, które z poniższych zdań są prawdziwe, a które fałszywe.
Prawda | Fałsz | |
The owner, not the user, has the full responsibility for the condition of the provided documentation. | □ | □ |
You must check the condition of the provided documentation before it is shared. | □ | □ |
If you discover a problem with the documentation after it has been returned then you shall draw up a protocol in which you shall include only the description of the damaged object. The other information, such as the date and name shall be included in a separate document. | □ | □ |
This protocol should be drawn up in five copies. | □ | □ |
One of the copies replaces the damaged documentation. | □ | □ |
The obligation to ensure proper conditions and the storage of archival documents never rests with state bodies. | □ | □ |
When creating or storing archival materials entered into the register, we are obliged to protect the documentation from damage, destruction or loss, and to provide necessary maintenance of the documentation. | □ | □ |
The legislator provided for a criminal sanction in the form of a fine for not securing the archives from their destruction or damage. | □ | □ |
After listening to the audio recording, decide, which of the following sentences should be in passive voice, and which in active voice, and choose the correct answer. Po wysłuchaniu nagrania audio, zdecyduj, które z poniższych zdań powinny być w stronie biernej, a które w czynnej i wybierz prawidłową odpowiedź.
is rested, shares, damaged, damages, is stored, am talked, has returned, stores, rests, discover, has, returns, are discovered, am talking, is damaged, is have, has been returned, am talk, is shared, are discovering, is storing, is sharing, is resting, is had
I inform you that the user .................................. the full responsibility for the condition of the provided documentation.
You must check the condition of the provided documentation before it ...................................
There are several things you have to do, If you .................................. a problem with the documentation.
If you notice something after it .................................. then you shall draw up a protocol.
Please, include the first and last name of the person that .................................. the files.
The protocol I .................................. about should be drawn up in several copies.
One of the copies .................................. in the company archive.
The obligation to ensure proper conditions and the storage of archival documents .................................. with state bodies, organizational units of various type and individuals.
After listening to the audio recording, match Polish words with their translations. Po wysłuchaniu nagrania audio, połącz polskie słowa z ich tłumaczeniami.
odpowiedzialność, teczka aktowa, sporządza, zwrot, zniszczenie, udostępnianie, egzemplarze, przechowuje, stan, protokół
responsibility | |
condition | |
provided | |
return | |
protocol | |
draw up | |
copies | |
stored | |
casebook | |
destroying |
Protocol
![Technik Archiwista](https://static.zpe.gov.pl/portal/f/res-minimized/R1BnD0NIPLmtJ/1/2SRsRBAAOjhg1ex3WZY0LcgLEe130Q2J.jpg)
Picture
![Technik Archiwista](https://static.zpe.gov.pl/portal/f/res-minimized/RmRbBFbfELj8w/1/1rcXQ64dOHsuYo50cyBqWOOhjfULvmiw.jpg)
![Technik Archiwista](https://static.zpe.gov.pl/portal/f/res-minimized/R1WeBcJfP5l3V/1/17sdJEMK6hPKTOc6alIR35cQ7Ap4bRJ5.jpg)
![Technik Archiwista](https://static.zpe.gov.pl/portal/f/res-minimized/Rhz4A0lrRLpkF/1/1NzoAKHoiSBR9a2cSse11pahDMNZTqpk.jpg)
Game
![](https://static.zpe.gov.pl/portal/f/res-minimized/R12PltG2DrTr5/1/1BmHySqQ55c4byd5W4wQ4tmaebwMYK2H.jpg)
Zasób interaktywny dostępny pod adresem https://zpe.gov.pl/a/DNlNkUWgV
![](https://static.zpe.gov.pl/portal/f/res-minimized/R15nY1LEhDpSL/1/1jxlHJ9w4NPA4n6VHyDcb1Z4b7c7qqd0.jpg)
Zasób interaktywny dostępny pod adresem https://zpe.gov.pl/a/DNlNkUWgV
![](https://static.zpe.gov.pl/portal/f/res-minimized/RMx27GKMgvNBG/1/rHzmxeldz3c0Tnr0ml3unRwG1IjkIa3J.jpg)
Zasób interaktywny dostępny pod adresem https://zpe.gov.pl/a/DNlNkUWgV
Dictionary
stan faktyczny
akta archiwalne
segregatory
wypożyczone
pudła z kartonu
spis spraw, teczka aktowa
chronologicznie
symbol klasyfikacyjny
spinacz
archiwum zakładowe
stan
egzemplarze
taśma bawełniana, cienka tektura
uszkodzenie
uszkodzona dokumentacja archiwalna
odkwaszanie
zdawczo‑odbiorczy
zniszczenie
digitalizacja
wybrakowanie
zbiór dokumentacji
sporządza
wtórniki
zaczep
wykaz akt
odbiór akt
znak pisma
koszulki foliowe
formularze
braki
skontrum
łączenie kart
spis
uszkodzenia mechaniczne
zaginięcie
nieprzeterminowane
nie zabezpieczenie
ponumerować
obligatoryjne
instrukcja kancelaryjna
liczba porządkowa
komórka organizacyjna
usystematyzowanie
dokumentacja papierowa
dziurkowanie
klipsy plastikowe
zabezpieczenia
protokół
udostępnianie
zaewidencjonować, rejestr
środki ewidencyjne
odpowiedzialność
zwrot
dratwa
pieczątka
firma przechowalnicza
przechowuje
sukcesor
symbol komórki
kleje syntetyczne
niearchiwalne
grube nici
sznurki