How to learn how to sew documents quickly and efficiently: not a single inspector will stand

Although sewing documents may seem like a strange skill, learning how to do it well can have a big impact on how efficiently you complete tasks. Knowing how to correctly join documents can save time and headaches when preparing paperwork for audits, inspections, or just keeping your files organized.

You can make sure that your documents are neatly bound and firmly fastened by using a few simple techniques. This meticulous attention to detail guarantees that everything remains intact under inspection in addition to giving your paperwork a polished appearance. You won’t have to worry about misplaced pages or jumbled files when the inspector arrives.

We’ll walk you through the process of sewing documents quickly and efficiently in this guide. You’ll pick up useful hints and techniques that simplify the process and provide you the confidence to confidently streamline your document management.

Where to start?

Prior to flashing documents, make sure they are correctly prepared:

1. Remove the clips and staples. The presence of any metal elements in the documentation is unacceptable.
2. Sort sheets by date, subject, alphabet or according to the requirements of the organization.
3. Carefully number them with a simple pencil. On regular sheets, numbers are put in the upper right corner, on photos, carats, drawings and diagrams – on the back (upper left).
4. Align the stack. If some of the sheets are large (maps, drawings), fold them. The document is folded so that it does not go beyond the edges of the stack, but at the same time it can be unfolded and viewed at any time. Usually, the sheet is folded like an accordion, stepping back 3 cm from the edge.

The following video demonstrates in detail how to fold an A2 sheet into an A4:

In the event that the page number is erroneous, it is crossed out with a slash, the correction is certified, and the signature and seal are added. The letter "a" appears on the missing sheet’s number (12, 12a, 13). In the case, up to five errors are permitted.

General rules

There are currently no precise guidelines for document filing. However, there are some general guidelines:

1. Documentation is stitched with stitching threads, bank twine or lavsan tape. They are considered the most reliable. Even if the case falls, the threads will not break.
2. The seam always goes on the left side.
3. The holes should be symmetrical and located at a distance 1.5-2 cm from the edge.
4. If one document consists of several glued sheets, one number is put when numbering, and the inventory indicates the number of glued sheets. For example, "Page. 10, a glued card on 3 sheets".
5. Also, an inventory is carried out if several documents are glued to one sheet (for example, checks). Then they write: "Page. 5 glued 5 checks".
6. Inserts glued only with a corner are numbered as separate pages.
7. Letters must be stitched together with the envelope. The letter is taken out of the envelope. The numbering is first put on the envelope, then on the letter.
8. For submission to the archive, a cover is made out, and a sheet with an inventory and a sheet of certification are also filled out.
9. One volume can contain up to 150-250 sheets.

Regulations do not govern document stitching. However, there are different instructions for doing so. The Central Bank of the Russian Federation and other departments’ office work rules for document stitching, GOST 51141 on office work, and the Order of Rosarchive dated 23.12.2009 all contain them.

Efficiently stitching documents can save a lot of time and guarantee a polished, official outcome, regardless of whether you’re organizing personal records or preparing crucial files for work. You can put together documents that look professional and withstand scrutiny by learning a few basic techniques. This post will walk you through the process of making sure your sewn documents are always ready to impress, regardless of who is reviewing them, from selecting the appropriate tools to avoiding common mistakes.

How to stitch documents – methods

The stitching technique varies according to the submission location. Organizations that demand that documents be submitted in a stitched format typically provide comprehensive guidelines regarding this issue. Certain ones permit the utilization of staplers and binder folders. Some require documents to have a completed title page and to be stitched through a specific number of holes.

It is appropriate to concentrate on the particular specifications of the authority that the package of documents is being sent to.

Certain documents, like workbook logs and archival files, must be bound in a sturdy cover. At the spine, there is a perforation (binding). Following sewing, a tiny piece of paper is used to adhere the twine ends to the inside of the cover before sealing them.

Multiple sheet documentation is typically machine stitched in two to three holes. Large cases should be stitched in four to five holes for reliability.

We stitch documents in 3 holes – diagram

Documents are typically stitched in three holes. The process requires little time, and the diagram is extremely straightforward. Detailed instructions:

1. Take a numbered stack of documents.
2. We step back from the upper left corner 15 cm down and 1.5 cm from the edge of the sheet.
3. We make the first hole.
4. We step back 3-5 cm up, and make the second hole.
5. Now we step back 3-5 cm down from the first hole, and make the third.
6. We insert a needle with a thread 50-70 cm long into the central hole from the back side.
7. We direct the needle and thread into the third hole, then into the first, and again into the central one.
8. As a result, both ends of the thread should meet.
9. Remove the needle and tie a knot as close to the paper as possible.
10. Leave the ends 7 cm long and cut the rest.

We’ve included a diagram to help you understand how to stitch documents in three holes:

How to sew three holes in a diploma:

Stitching in 2 holes

Stitching documents in two holes appears to be the easiest task ever. However, there are also some nuances in this case.

When sewing two holes, keep in mind that the document should not crumple when unfolded or fall apart. Instead, keep a distance of 10 cm from the upper corner and 6–10 cm between the holes.

How to properly sew up the documentation:

1. Fold the numbered documents in an even stack.
2. Puncture the papers with a needle and thread from the back side, stepping back 10 cm from the top and 1.5 cm from the edge.
3. Measure 6-10 cm down, pierce, and pull the needle out on the back side.
4. Now you need to repeat the same. Again we direct the needle into the first hole, and then into the second. You will get a double wrap.
5. We tie the threads into a knot. If the ends are long, we leave 7 cm, and cut off the rest.

Plan:

Watch video

4-hole stitching

Before being submitted to the archive, files are typically stitched into four holes. The video demonstrates how to stitch documents for the archive step-by-step:

The following is the stitching pattern in 4 holes:

1. First, cut a thread 140 cm long and fold it in half.
2. Two holes are made at the top and bottom of the stack of papers, stepping back 2 cm from the edge.
3. 2 more holes are made, departing 10 cm from the top and bottom edges.
4. The needle and thread are inserted into the second hole, then into the first, again into the second, into the third, into the fourth.
5. Then the needle is returned to the third. The ends of the threads are tied.

Firmware with 5 holes

When sewing a significant number of documents (accounting documents, criminal cases, etc.), the 5-hole pattern is utilized.

The best level of protection is provided by 5-hole stitching.

Documents are sewn using the following pattern:

1. The first, central hole is made, stepping back from the upper left corner 15 cm down and 1.5 cm to the right from the edge.
2. The next 4 holes are punched with a step of 2 cm (two holes below the central one, and two holes above).
3. Stitching the documentation begins from the center. A needle with a thread 70 cm long is inserted from the back side. Leave the end of the thread 10 cm (pinch it with a finger).
4. Then the needle is directed into the adjacent hole from above, then the far one. The needle ends up on the front side.
5. Now sew in the opposite direction to the end of the row of holes. The needle again emerges on the front side.
6. Make 1 stitch in the adjacent hole. The ends of the threads meet. Now you can tie them together.

How to make holes

Many start looking for other ways after attempting to manually stitch the documentation with a needle and thread. To facilitate the task, bear the following in mind:

• A document of several pages is pierced with a thick needle, ideally a stitching one. A regular needle can break.
• You can make holes in a small stack of papers with a stationery awl. To make the awl punch holes in papers easily, you need to sharpen the tip in the form of a 3- or 4-sided shape and lubricate it with soap.
• You can make holes in a medium-sized stack with a hole punch. But then it is better to lace the documentation with a thick cord or ribbon.
• Multi-page files can be drilled with a screwdriver or drill. Regular organizations have special machines for stitching files.

Use paper clamps to secure the stack so that papers cannot move. Making holes will then be considerably simpler.

What is a document stapler

A stapler is a type of bookbinding machine, specifically designed for sewing documents. You can prepare documents for submission to the archive much faster thanks to the devices. They thread the thread and effortlessly create holes in stacks of 800-1000 sheets:

Common types of document staplers include:

• Yunger M168 (RUB 7,000-10,000.);
• Vertical archival binding machine UPD D (RUB 13,000-15,000.);
• Device P-600p (RUB 30,000.).

How to tape a document to the back

The documents need to have a piece of paper with a certification inscription sealed on the back after stitching. This is the most important phase, despite its apparent simplicity. This is the ultimate goal of the labor completed.

Permanently fixing the fastened sheets is a kind of seal provided by the sticker on the back of the stitched case. It is crucial that it covers part of the threads and the knot, and holds firmly.

Papyrus paper and PVA office glue are used by organizations to seal documents that are stitched. However, you can also use regular office paper.

1. The sticker can have dimensions from 3 * 5 cm to 10 * 10 cm.
2. You can print it on a printer with a partially finished inscription. Templates come in handy when you have to staple and certify a large number of documents.
3. Next, you need to cut out a sheet of the required size, spread it with PVA glue and glue it to the back of the document so that the knot and part of the threads are covered.
4. Wait for the glue to dry.
5. Sign according to the sample: “Sewn, numbered and sealed (number of pages in numbers) (number of pages in words) sheets”. A line below: “Position, signature and name.AND.ABOUT. certifier" (fill in). Even lower: “Date of certification or signing of the document” (fill in).

The certifier seals and signs the sticker at the conclusion. It’s crucial that they touch the document sheet and extend past the seal.

The completed bound document should have the following appearance from the rear:

An owner of the business, a signatory to the original, or someone with a power of attorney can certify documents.

Step	Description
1. Gather materials	Get a stapler, thread, needle, or sewing machine. You"ll also need the documents that require stitching.
2. Align the pages	Make sure all the pages are in the correct order and neatly aligned at the edges.
3. Use the stapler or sew manually	For a quick job, staple the pages at the corner. For a more secure method, use thread and a needle to stitch along the side of the pages.
4. Ensure durability	Check that the pages are tightly bound and won"t come loose with handling.
5. Inspect the result	Make sure the document looks professional and the binding is firm before submitting it.

Acquiring the ability to sew documents quickly and effectively can be quite beneficial, particularly when handling numerous papers that need to be bound. Documents that are well-bound and withstand inspections can be produced by using the right methods and instruments.

Learn the fundamentals of stitching first, using a sturdy thread and the appropriate needle. It’s important to practice, so don’t be afraid to try out various supplies and techniques until you determine what works best for you. Pay close attention to details because well-done stitching can significantly alter the finished product.

With time, speed and efficiency will come, but accuracy must be maintained first. A meticulously stitched document guarantees that everything stays firmly in place and looks professional, which reduces the possibility that an inspector will find a problem with your work.

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