Learning to archive. How to create a Winrar archive? How to create your own archive

We will tell you how to properly create an archive for an individual entrepreneur or in a newly created limited liability company (LLC). The article will also be useful for an already operating LLC, which does not have an archive, but has piles of documents.

You have just opened your own business - you have become an individual entrepreneur or the founder of an LLC. During this period, you will face several important questions:

How to properly organize work with documents?

How to store documents so that you can find what you need in a matter of minutes?

How not to lose documents?

There is only one answer to these questions: it is necessary to establish the smooth functioning of two important services - office work and archives.

The first step is to study the charter (or regulations) of the organization, develop an organizational structure and staffing table (if the organization has been operating for a long time, then the last two documents already exist).

Structure and staffing of the organization

The structure is created (usually in the form of a diagram) based on the areas of activity of the organization and, of course, the budget. The minimum structure is one employee (an individual entrepreneur or the only participant - the founder of an LLC). He is one in all persons: manager, chief accountant, secretary, archivist. However, under contracts, it can hire co-executors.

If the LLC has a small staff (for example, ten employees), then the staffing table may include:

Head of the organization - 1 unit;

Deputy head - 1 unit;

Chief accountant - 1 unit;

Accountant-cashier - 1 unit;

Secretary (also a clerk and archivist) - 1 unit;

Employees (according to the main profile of the organization) - 5 units.

At first, while the amount of work is small, the secretary successfully copes with two areas: conducting office work and creating an archive. The main thing is to put your documents in order. To do this, it is necessary to draw up a list of cases, which is based on the organization’s staffing table.

We create a list of cases

OUR DICTIONARY

Nomenclature of cases- a systematic list of headings of cases opened in the organization’s office work, indicating their storage periods.

The storage periods for documents are indicated, as a rule, according to the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the storage periods (approved by order of the Ministry of Culture of Russia dated 08/25/2010 No. 558, as amended on 02/16/2010). 2016; hereinafter - List 2010). However, there are also departmental lists.

The list of cases is compiled according to the established form. Responsibility for its preparation rests with the records management service (secretariat, office, etc.) of the organization.

An archivist (if the archive in an organization, according to its structure, is an independent division) usually helps develop a list of files.

If the organization is small or in its infancy, the functions of clerk and archivist are performed by one employee. He also develops the nomenclature of cases.

The nomenclature of files is the basis for compiling inventories of permanent, temporary (over 10 years) storage and personnel records.

The list of cases is drawn up on the organization’s general letterhead (an individual entrepreneur must also have such a form), signed by the person compiling it (responsible for the records management service) and approved by the head of the organization. The signature of the manager is placed on the “I approve” stamp and the date of approval is indicated.

After approval of the nomenclature of affairs, an order is issued (for the main activity) to approve the nomenclature of the organization’s affairs (Example 1).

After approval of the nomenclature of cases and registration of the order, all structural units (or employees) receive extracts with the headings of cases from the relevant sections of the nomenclature for use in their work. Each structural unit, having received an extract from the general (consolidated) nomenclature of files, must create folders for documents in strict accordance with the indexes and headings of the nomenclature files.

An extract from the list of cases is a copy of a certain section of the list of cases. For example, the accounting department receives an extract from the nomenclature of affairs, which includes the entire section No. 3 (“Accounting”). Accounting employees, checking the list of case headings from the extract, can correctly formulate cases even at the stage of document creation. In addition, all copies of orders (on core, administrative and economic activities and personnel) are necessarily sent to the accounting department.

The nomenclature of affairs of a small organization with a list of documents that are generated in almost every organization may look like in Example 2.

Developing a list of cases is a large and labor-intensive job. Since the purpose of this subsection is to explain the connection between the nomenclature of cases and the formation of cases and their storage in the archive, we will not consider in detail the process of creating a nomenclature of cases.

So, the list of cases was compiled, approved, and extracts from it were given to the employees. When distributing extracts, employees need to explain that they should create “crown” type folders in accordance with the names in the nomenclature of cases and only file documents corresponding to the heading in these folders.

Archiving documents into a zip file. Very convenient way for important but rarely used files, since zip files reduce the space taken up by documents on your hard drive.

• Simply select the files you want to convert to zip format.
• Right-click and select Send.
• You send the files to a "Compressed ZIP Folder".
• Verify that all the files are indeed there by double-clicking the zip folder. If so, you can delete the original files.

Record documents on a separate medium. Popular option for digital archiving - external drives on magnetic tape, external hard disks or flash drives.

In this lesson you will learn about archiver programs, you will be able to download one of these programs and install it on your computer, and you will also learn how to archive files and retrieve them from the archive.

What is an archiver

An archiver is something like this special program, with which you can archive files (folders with files) and retrieve them from the archive. In other words, this is a program that helps compress files, as well as pack them for more convenient sending over e-mail.

Now we will check whether such a program exists on your computer.

To do this, open any folder, for example, “Documents” or “ Local disk D". Right click on any file or any folder inside. A menu will open. If, among other things, there is an item “Add to archive” or an item “7 Zip”, then you have an archiver program on your computer.

And if you don’t see anything similar, then most likely it doesn’t exist on your computer. But it doesn't matter. A little later we will download a free archiver and install it on your computer. But first, let's talk about what they are.

What types of archivers are there?

Like most programs, archivers can be paid or free. That is, those that can be legally and completely free of charge downloaded from the Internet and installed on your computer, and those for which you need to pay money. If, when you checked whether such a program was installed on your computer, you saw items that begin with the words “Add to archive” (or “Add to”), then a paid archiver is installed on your computer. It's called WinRaR.

And if, when checking, you found item 7 Zip, then a free archiver is installed on your computer.

WinRaR is wonderful, very convenient program, but, alas, it is paid. If it is on your computer, then there are two options: either you don’t need to pay for it and you can use it as much as you like, or after some time it will stop working. We'll check this a little later. And if it turns out that you have an “inferior” version, then it makes sense to download and install the free 7 Zip archiver.

How to archive files/folders (WinRaR)

Now let's move on to practice. Now we will learn how to compress files and folders using the WinRaR program. If you have the 7 Zip program installed on your computer, then feel free to go below - there is information for you. If you have neither one nor the other, then even lower :)

As you may have guessed, we are interested in items that begin with the words “Add to archive.”

We need the second item in this series. For me it’s called “Add to “Folder.rar” to the archive.” You will have almost the same item, only instead of “Folder.rar” the name of your file (folder) .rar will be written.

Now let's see how much the size has decreased. Right-click on the file or folder you compressed. From the list, select “Properties”.

Now right-click on the new archive file and select “Properties”.

But this doesn't always happen. For example, if you compress photos, videos or music this way, the size may remain the same or change very slightly. To compress photos, music and videos, other programs are used, not archivers.

Now let’s learn how to unarchive, that is, get information from archives.

Actually, you don't have to do this. Try just opening the archive file. Inside you will see what has been archived. And it opens completely calmly. But still it is not very convenient. Therefore, it is better to pull out information from the archive.

Close the window and right-click on this file. We are interested in two similar items - “Extract to current folder” (or “Extract Here”) and “Extract to some name" (or "Extract to some name»).

If, when you opened the archive, there was one file or one folder in the middle of the window, then click “Extract Here”. And if there were several files (folders), click “Extract to some name"(Extract to some name).

That's all. After you click on the desired item, the files or folders will be extracted and the archive can be deleted.

Now let's find out which version of the WinRaR program you have - the one that will stop working over time, or the one that will work constantly.

To do this, we need to open any archive file. When it opens, in this window, click on “Help” or “Help” (at the top) and select “About...” from the list.

A small window will appear. If it says “40 days trial copy”, then this means that your program will stop working in the near future. It makes sense to download free program for archiving (read about this below).

And if this window says “Owner of the copy” or “Registered to”, then the program will work - you don’t have to worry, you don’t have to download anything. And there is no need to read further either.

How to Zip and Unzip Files/Folders (7 Zip)

A free archiver is installed on your computer (how to determine this was discussed just above). It's called 7 Zip. And now we will learn how to use it.

First, let's learn how to archive files and folders. This is done very simply. Right-click on a file or folder with files. The following list will appear.

We are interested in item 7 Zip. Point it at him. An additional list will appear. In this list we are only interested in one item, in my example it is called “Add to “Folder.zip””.

Instead of “Folder.zip” you will have a different name, but also with the ending .zip

Click on this item. Perhaps a window like this will appear for a while. Wait for it to disappear.

Now look carefully at the files and folders. A new file should appear. It will look something like this:

This is the file or folder that you archived.

Now let's see how much the size has decreased. Right-click on the file or folder you compressed. From the list, select “Properties”.

A new window will appear. Remember the size and close it.

Now right-click on the new archive file and select “Properties”.

Most likely, its size will be smaller than the size of the original file (folder).

But this doesn't always happen. For example, if you compress photos, videos or music this way, the size may remain the same or change very slightly. To reduce it, completely different programs are used.

Now let’s learn how to unzip, that is, get files and folders.

Actually, you don't have to do this. Try just opening the archive. Inside you will see the files and folders that have been added to it. And they open quite calmly. But still it is not very convenient. Therefore, it is better to pull information from the archives. After all, at any moment you can return it back, just as we did above.

Before you extract information from an archive file, open it.

An unusual window will open. Look in the middle - it shows files or folders that are hidden in the archive. That is, if we unzip it, then these files (folders) will come out.

Close the window and right-click on this file. In the list, point to “7 Zip”. An additional list will appear. We are interested in two similar items - “Extract Here” and “Extract to some name\" (Extract to some name\).

If, when you opened the archive, there was one file or one folder in the middle of the window, then click “Extract Here”. And if there were several files (folders), then “Extract to some name\" (Extract to some name\).

That's all. After you click on the desired item, the files or folders will be retrieved and the archive can be deleted.

Let me remind you once again that the 7 Zip program is free archiver.

Download free archiver

If you don’t have an archiver on your computer, you can download and install it completely free of charge. This program is called 7 Zip. You can download it at this address:

In our age of high technology, there are more and more users of the World Wide Web every day. Many of them are advanced users, and some are just beginning their acquaintance with the limitless possibilities of the Internet. Regular browsing on the Internet means working with various files. One of the main tools for working with files is their archiving. The article will tell you how to archive files in zip and compress the file to a smaller size.

What is archiving?

File archiving is a procedure in which the original size of any file is compressed into smaller volumes, while the quality of the files and the information they contain does not deteriorate or change. For example, if there is text file(let's say a book) is 1.5 MB in size, then using a special archiver program you can easily compress this volume to 150 KB. The benefit is obvious: the zipped file takes up much less space (in this case, 7 times), and it can also be sent by mail as one file.

Archiving can also be called packaging files into one element (folder or database). Let's give an example: let's say you need to send a large number of photographs to a friend. If you send them by email, you will have to attach each photo separately. This process will take a lot of time, because loading of each image will begin only after loading the previous one. It will be much easier to send all the photos in one folder, and it is the archiver programs that are able to pack all the files into one element.

What is it used for?

The main reason for using archivers (programs that compress or pack files) is not only to save time when sending files, space on your hard drive, but also convenience in storing data. The advantage is that archived objects allow you to save a huge number of files in one folder, while the original elements can be safely deleted from the computer’s memory, because at the right time you can simply unpack the archive folder and use the files. This way you can save a significant amount of hard drive space, the main thing is to know how to archive a file in zip.

Overview of archiving programs

The most popular program- this is WinRar, it is built into OS Windows

And it is considered very effective in terms of the ratio of compression ratio to speed. It saves files in RAR or ZIP format. The advantage of this program is the ability additional protection as electronic signature to the archived folder, but there is also a drawback: WinRar is paid program. Below will be given effective method How to archive a file in zip format.

There is another equally convenient and practical archiver called 7-Zip. Unlike the first program, it is free and can be downloaded from the official website. 7-Zip is a very simple tool even for those who are not computer friendly.

What is the difference between archivers and each other?

There are many different programs archiving files. They differ in that each of them has its own methods for compressing and storing objects. For this reason, their effectiveness may vary, because one archiver is capable of compressing a file by 5 times, and another - by 10. Another difference is the format into which the archiver converts required file. Also, each program has its own design, so when adding an element to the archive using one program, we will see an icon that will be different from the icon of any other archiver program.

How to archive a file in zip format?

First of all, you need to clarify which archiver program is installed on your computer. To do this, you need to right-click on any file and in the list of actions that opens, find the add to archiver function. If the "Add to archive" function is present in the context menu, this means that you have WinRar installed.

The next step is to select one or more files to archive. To do this, you need to select all the elements with the mouse and right-click to open the Windows context menu. In the menu list, find the “Add to archive” item and click on it. This action should open the WinRar archiver program. In the archiving menu, you need to select settings in which you can specify the desired degree of file compression. It is worth considering that choosing the “maximum compression” method takes a little more time than the usual or high-speed methods.

After setting the compression settings, you can proceed to the window where you need to specify the name of the folder and the location of future archived files. Then you need to start the archiving process using the "ok" menu item. The zipped items will appear in the specified location: a folder or just a compressed file.

How to open a zipped zip file? It’s very simple: you need to select the archive folder by left-clicking, and then call up the action menu of the archiver program itself by right-clicking. A small window will appear with options; you need to select “extract to current folder” or “extract to...” depending on where you would like to save the extracted file.

Archiving Features

We answered the question “how to archive a file in zip?”, now let’s learn about some of the features of archiving. For example, when archiving photo, audio or video files, very little compression occurs in size. WITH text formats the situation is different. Let's look at how to archive pdf file in zip. You can use a standard archiver, or you can use various online tools to convert a file from one format to any other, including zip.

How to archive files in zip on MAC OS?

The methods for archiving files are slightly different from those used in Windows. You can create an archive folder on an Apple computer as follows: select files, then right-click to bring up the action menu and select “compress objects” in the window that opens. A folder with zipped files will appear in the same folder where the original files were located.

In order to unzip files, you need to install special software that allows you to unzip files of any format. Then you need to select the archive folder, click on the right mouse button, and using installed program unpack the necessary elements. One of best programs, freely available in the AppStore, is Unarchiver.

Creating archives and working with archives

Archiving - This is packaging (compression) of a folder, file or group of files in order to reduce the space they occupy on disk when exchanging information over the Internet, as well as when creating backup copies, for example on floppy disks.

Unzipping (unpacking) - the process of restoring files from an archive exactly as they were before being loaded into the archive. When unpacking, files are extracted from the archive and placed on disk in the specified folder.

Programs that pack and unpack files are called archiving programs . Different programs differ in the format (file type) of archive files.

Self-extracting An archive file is a bootable, executable module that is capable of independently unzipping the files contained in it without using an archiver program. The self-extracting archive is called SFX archive (SelF-eXtracting). Archives of this type in the form *.exe-file.

Today, the most common methods for compressing data are in the following formats: *. zip and *.rar, which are created by programs WinZip or WinRar for Windows. These programs provide the ability to use other archivers (that is, they work with various types of archive files), therefore, if the computer where the files compressed in them are transferred does not have the specified programs, the archives can be unpacked using another archiver, if it works with files of this format.

Main characteristics of archiving programs:

speed work;

service(set of archiver functions);

compression ratio– the ratio of the size of the source file to the size of the packed file.

File compression level WITH szh– characterized by the coefficient TO With, reflecting the percentage ratio of the volume of the compressed file V c to the volume of the original file V 0:

K C =V C /V 0 *100%, and the compression ratio C compressed =100% - K C

Program WinZip And WinRar are not included with Windows. To use these archivers, you must first install them on your computer (to work, it is enough to have one of the programs since they are interchangeable). When installing these programs, the archiver program is integrated with the operating system, as a result of which additional commands appear in the context menus of objects, next to which there are characteristic program icons WinZip - And WinRar–.

Create a new archive or add files to an existing archive using the program WinZip possible in two ways.

Method I creating an archive - using context menus (without first launching the archiver). To implement it, you must perform the following steps:

Select the file(s) or folder to archive.

Call context menu and select the Add to Zip command, after which the WinZip window will open, and on top of it will be the Add dialog box.

In the Add dialog box, enter the path and name of the archive.

Click the button Add.

When archiving one file or folder, it is more convenient to use the Add to *.zip command containing the archive name (by default). This command allows you to perform an operation immediately - without opening a program window WinZip and the Add dialog box.

Method I creating an archive (with preliminary launch of the archiver). To implement it, you must perform the following steps:

Launch the WinZip program.

Enter the menu command File → New Archive or click the New button on the toolbar.

In the dialog box New Archive in field Create:(Place in:) specify the drive and folder where the created archive should be placed.

In the File name field: enter the name of the archive to be created and click the OK button.

In the WinZip window, enter the command Actions → Add or click the Add button on the toolbar.

In the Add dialog box, select the files to be archived, enter the necessary parameters and click the Add button. The selected files will be archived, and the following information will appear in the WinZip program window (Fig. 1):

To complete the operation, execute the command File →Close or close the program window WinZip -

Unzip files (extract from archive) can also be done in two ways.

Method I unpacking the archive - without first launching the archiver:

Open the window of the required folder and select the archive file for unpacking.

Call the context menu and select a command Extract to...(Extract to...). A dialog box will open Extraction.

In field Extract to:–specify the drive and folder (path) where the unpacked files should be placed.

Click the Extract button.

Close the WinZip program window.

II method unpacking - with preliminary launch of the archiver:

Launch WinZip.

Enter the command File Open or click on the button Open on the toolbar.

3. Open the folder containing the archive file and select the name of the file that needs to be unpacked.

Click the Open button

Select files to unzip.

Enter the command Actions → Extractor click on the button Extract on the toolbar.

In the dialog box that opens Extraction specify the drive and folder where the unpacked files should be placed. When unpacking all files, activate the switch All files.

Click the button Extract.

The WinZip program allows you to obtain information about files inside an archive without unpacking the archive, as well as view the contents of compressed files without extracting them from the archive. This is important, since not all archives received on a computer, especially over the Internet, are worth unpacking.

Forviewing the archive file you need to do the following:

Launch WinZip.

Enter the command File → Open .

In the dialog box Open Archive find and select the desired archive file.

Click the button Open. The names of the files contained in this archive will appear in the program window.

Double click on the name of the file you want to view. The file will open in the window of the program with which it is associated.

6. If you need to view a file in another program or you do not know which program the selected file is associated with, enter the Actions command View. A dialog box will open View, where to install the switch Viewer and select a program to view.

7. Click the button View.