Many people would like to ensure the originality of contracts, invoices, receipts, and other documents so that they cannot be forged, tampered with, or duplicated, and that they should be properly managed.
Additionally, there are a certain number of people who would prefer to manage their documents in paper originals, as there are concerns about electronic documents being duplicated, tampered with, or accidentally deleted.here,For those who are thinking about this carefully, we will introduce methods to prevent forgery and falsification, as well as explain how to manage original documents and the differences between electronic data and paper originals.
table of contents
- How to manage original documents
- Differences between electronic data and paper originals
- A sealing machine and Perforator that prevents forgery and falsification and plays the role of guarantee and certification!
- First of all, what is an original?
- If you want to strengthen the prevention of forgery and falsification of original documents, please contact New Kon Industrial Co., Ltd..
- Summary
How to manage original documents
An important aspect of managing original paper documents is a filing method that makes it easy to retrieve the right document at the right time.
It is important to establish certain rules for filing in order to increase productivity.Typical filing rules are listed below.
Typical rules for filing
There are various options for filing rules depending on the nature of your business.
- File based on year/date
- File by document type (contract, receipt, invoice, etc.)
- File by job content
- File each case individually
Furthermore, if you combine rules, such as setting large rules for storage areas such as cabinets, and then setting smaller rules for storage, it will be easier to organize and store items.
Precautions for storage
Security is important when managing original paper documents.
- Are there any rules or manuals for the personnel who will store the items?
- Is the storage location locked and safe?
- Are disaster countermeasures in place, such as fireproof safes and heat- and water-resistant cabinets?
Please pay special attention to the above three points.
Differences between electronic data and paper originals
Nowadays, an increasing number of companies are managing original documents using electronic data, and we are in the process of transitioning to electronic data. (Basic policy for electronic management of administrative documents Cabinet Office)
If you are having trouble storing and preserving the accumulated amount of paper, the great appeal of electronic data is that it does not take up storage space and that you can quickly retrieve the original documents you need using search functions.
For this reason, some people may be considering scanning the original paper documents such as existing contracts and storing them electronically.
However, it is important to note that just because you have scanned the original paper document does not mean that you can immediately destroy it. (Electronic bookkeeping law related National Tax Agency)
As a general rule, it is preferable to keep the paper originals for which there is a legal retention period.
さ ら に,Depending on laws and regulations, original electronic data may not be accepted, and some documents must be created and stored in paper format..For example, you may be required to submit original paper copies of evidence documents that are in dispute.This is because the possibility of electronic data being tampered with is still not zero.
A sealing machine and Perforator that prevents forgery and falsification and plays the role of guarantee and certification!
New Kon Industrial Co., Ltd.' office stationery equipment is recognized for its quality around the world by local governments, central government agencies, various organizations, companies, schools, and overseas by the United Nations (UN).
In particular, machines that punch out hole letters, such as stamping machines and Perforators, are useful in preventing counterfeiting and tampering, as they cannot be erased or modified.Additionally, there are models that can process thousands of sheets in just a few minutes, making it much more efficient than stamping.
for that reason,In original document management, it is mainly introduced by general companies as a stamp on contracts.
In addition, it has been introduced by local governments as a stamp for family register extracts and resident records, and by central government offices as a stamp for certified copies.
Perforator (fixed letters)
The kiin machine is a device that can simultaneously process the kiin (ticket seal) and binding (stapler) using perforated characters.Since the stamps are punched out all at once, there are no omissions of entries or stamps.Since the punched letters do not disappear, they serve as guarantees, proofs, and confirmations.
Work that used to be done manually using seals can be done in less time by using a stamp machine.The stapler is also suitable for preventing counterfeiting and tampering, such as adding or deleting sheets.
The main uses include contracts, registration-related documents, important documents, family register copies, and resident records.
For reference, the PO60 and PO100 electric signature machines for police have been installed at the police headquarters and are used to process large amounts of paper for documents such as interrogation reports.
Perforator
A Perforator punches holes directly into paper using hole letters.
Since it punches out all at once, there is no omission of entry or stamp.
The punched hole letters do not disappear, so they serve as guarantees, proofs, and confirmations.
There are the following types of Perforators:
Perforator (fixed letters)
We punch out fixed characters of your choice on paper to prevent recording and falsification.It is also useful for various certificates etc.
Perforator (numbering/dating)
Punch out dates and numbers on paper to prevent recording and falsification.
Perforator (consecutive numbering)
Consecutive numbers are punched out on paper to prevent recording and falsification.
Passbook/securities (PAID/VOID) Perforator
Prevents recording and falsification.
First of all, what is an original?
Original and originality
The original is the original document that was first created.is.If there are multiple documents with the same content originally created, all of them will be the original.
The original is the basis for a certified copy (a complete copy of the original) or an excerpt (a copy of a portion of the original).Copy printing is usually used for copying.
AndOriginality means that the person who created the original document is definitely the person who created it, and that it is complete and has not been altered or tampered with.Refers to.
Original document management
Appropriate organization and storage methods are necessary to ensure that the necessary original documents are available when needed.Additionally, some original documents have a retention period stipulated by law.For example, retention periods are determined depending on the type of contract, such as 10 years for corporate law-related contracts and 7 years for accounting-related contracts.Once these periods have passed, there is a need for disposal.
Original document management is the series of steps that involves creating the original documents of a wide variety of documents, such as contracts, articles of incorporation, invoices, and receipts, organizing and storing them, and processing them after the retention period.Refers to.
To ensure originality and manage original documents
After the original is created by the person in question,Securing originality by ensuring that the original document was created by the person in question and that it has not been tampered with.Is called.
In addition, words such as authenticity, completeness, and non-tampering are sometimes used as words similar to originality, but since they have slightly different meanings, I will also note them.
Authenticity: "An object is genuine, as claimed or described as what it is. Something that is true." (Quoted from weblio dictionary）
Completeness: "Asset Purposely-Negligence-disasterEtcfalsificationbe done,destroyedIt wasI don't want toTo do so. ”(Quoted from weblio dictionary）
Non-tamperability: Tampering means “original情报,DataThePurposelyTochange,ThatauthenticityTheIt's a lossCormorantactionrefers to ”(Quoted from weblio dictionary) Non-tamperability means that this tampering cannot be done.It is mainly used in electronic signatures together with identification.
If you want to strengthen the prevention of forgery and falsification of original documents, please contact New Kon Industrial Co., Ltd..
If you want to manage paper originals while ensuring their originality, please consider New Kon Industrial Co., Ltd.' stamping and Perforators.
We have a wide range of delivery records, from government offices to general companies.
For more information about New Kon Industrial Co., Ltd., please click here.
Summary
- For filing of original documents, select rules with a focus on productivity, and be careful about storage.
- Although we are in the midst of a transition to electronic data, there are still situations in which paper originals are required.
- The original document created for the first time is called the original document, and the original document is defined as the person who created the original document is definitely the original person, and that it is complete without alteration or falsification.
- When managing original documents, it is important to ensure originality.
- If you want to strengthen the prevention of forgery and falsification of original documents, we recommend using a stamping machine and Perforator.