Regardless of the type of activity, any organization works with people. Legal registration of employees is necessary at all stages of the employment relationship. The composition of personnel documents created in these cases includes many different types of papers, regulations and personal data.
The employer is obliged not only to competently keep documents on personnel records, but also to organize their storage, transfer to the archive and, if necessary, destruction. All these actions must comply with applicable law.
What is included in the personnel documents
All stages of the movement of employees should be reflected in the relevant papers. The personnel documents reflecting the movement of personnel include the following:
- documents related to the search and recruitment of personnel;
- documents reflecting the current activities of employees;
- normative acts regulating the labor process and personnel relations;
- various orders on personnel, both issued in a general form, and unified;
- documents including personal information about employees;
- archival documents on personnel;
- personal accounting documents and questionnaires;
- other types of documents on personnel.
Rules for paperwork on personnel
Employees of the personnel and secretarial services of the enterprise must remember the need to complete personal documents in accordance with the requirements of the law. The rules prescribed in the regulatory enactments of the enterprise shall not contradict the higher guidelines.
The correct execution of documents on the personnel of the enterprise is indicated in the relevant instructions. In it with examples and links should be indicated all the nuances of fixing on paper work with staff. This normative act is issued and approved by the management of the organization and is unlimited in nature.
Personal documents can be executed both in electronic and in paper form. If the text is written by hand, it is necessary to monitor the accuracy of handwriting and try not to make blots. Any corrected error must be confirmed by the organization’s seal and certified by the head’s signature.
Personnel records are often confidential, as they contain personal information protected by law. Only a strictly defined circle of specialists is allowed to work with them.
Personnel Orders
In the documents of the personnel service, there are two types of orders:
- orders of the enterprise for the main activity, but concerning the work of employees;
- orders on the personnel of the company.
They differ in the way they are executed, in the order of approval, signing and publication. In addition, personnel orders most often work with personal orders. They are also stored there, separate from other documents. Such orders are part of the documents on the personnel of the organization.
Most personal orders have unified forms. The convenience of working with such forms implies their unity for the company. However, the mandatory use of standardized forms is prescribed only to government agencies and budget organizations. Enterprises with a different form of ownership may not adhere to these rules.
Among personal orders, the following are most often found:
- orders for admission and dismissal:
- orders for relocation and transfer;
- travel orders;
- orders for all types of leave ;
- normative acts on certification, training and advanced training, etc.
Any order on personnel is brought to the attention of the employee whom he is concerned. If the employee for some reason does not sign the document, then an act is drawn up about this .
All personal orders must undergo mandatory registration in a special journal. At the same time, a number is assigned to them, which indicates that they are registered and their performance is monitored. A copy of the order must be filed in a personal file, the original document is stored separately for a year, after which it is either sent to the archive or destroyed.
Documents of the enterprise on personnel
In each organization, depending on the form of ownership and other features, various documents will be created on the personnel of the enterprise. Their list should be given in the instructions for conducting personnel records management.
Most often it is:
- staffing table;
- list of posts;
- employment records and blank employment records;
- copies of personal documents of employees;
- personal accounting documents and personal files of staff;
- job descriptions and other instructions and labor contracts of employees;
- orders or instructions relating to the employees of the enterprise in their main activities;
- documents on the work of the certification commission;
- referrals and other documents for training and professional development;
- documents on vacations, transfers and business trips;
- various orders or instructions on personnel;
- notes, statements and memos from employees, etc.
Each company independently determines the necessary types of documents for personnel, as well as the way they are created and stored.
Registration of personal files
The most important and complete information about the employee is entered into his personal file. The composition of documents and the peculiarities of their completion are determined by each organization independently and must be prescribed in a regulatory document. It is possible to file copies of securities both in direct and in reverse order, or to form in groups.
Personal files can be conducted both for the majority of the organization’s employees, and exclusively for managers and leading specialists. However, in practice, most organizations prefer to have a set of documents and other information about any employee, regardless of their position and status.
Categories of documents and their copies for storage in the personal file of the employee:
- Application form or personal leaflet are used to combine the basic biographical information;
- copies of identity documents and confirming education and qualifications - passport, diploma, certificates and certificates;
- copy of the work book;
- application for admission, transfer and others;
- copies of all orders for the employee;
- copy of the employment contract;
- other personal documents.
Each employee has a separate folder in which the listed documents and their copies are filed. Personal files are stored separately from other personnel documents. They contain personal data and therefore should not be accessible to unauthorized persons.
Personal card: how to apply?
A unified personal employee card is mandatory for all firms, regardless of ownership. It is a basic document intended for accounting employees of the organization.
A personal card contains all the basic information about the employee. It is usually filled by hand, but it is permissible to introduce primary information using technology. A personal card is kept all the time an employee works in the organization. When filling out the section, it is allowed to print and paste the insert.
When filling out a personal card, pay attention to the code links. They are indicated to the right of those tables in which information is unified. The information in these sections must comply with classifiers and other regulatory documents.
Personal cards will be correctly stored separately from other personal documents, in a safe or in a metal cabinet with a lock. This document contains personal information and is subject to strict accounting. When an employee is dismissed, an appropriate entry is made, and a personal card is issued for archival storage.
Workbook: registration and storage
A work book is a document confirming the work experience, experience and position of an employee. Its management is mandatory for everyone. It starts at the beginning of labor and subsequently accompanies a person until retirement.
The responsibility to procure blank forms and labor book inserts rests with the accounting department of the organization. Its employees keep them in their safe and issue them to the personnel department upon request. This is recorded in the appropriate account book. Administration is not recommended to accept blank forms and blanks of work books of unknown origin from workers.
A work book is always made out by hand. Records are made with a ballpoint pen with blue ink. If an error occurs, it must be corrected and confirmed with the signature of the administration and the seal of the organization. All information entered must comply with law and regulations.
Work books are stored separately from other documents in a safe. It is forbidden to give them to employees and all the more to third parties. If an employee of the organization needs to obtain information about the entries in this document, then a copy of all pages is made, then they are stitched, and each page is certified with a seal. Upon dismissal, the workbook is handed over to the employee on the same day.
Operational storage of personal documents
The proper storage of documents on personnel is one of the main responsibilities of personnel services. The information contained in them belongs to the category of personal and is not subject to disclosure. In addition, such documents must be stored and processed in compliance with special conditions.
Prior to signing an employment contract, a written permission to process personal data is mandatory taken from a future employee. A copy of this document is filed in a personal file or in a separate folder.
All documents relating to personal data should be kept in isolation from general papers. Access to them is allowed only to specialists of the personnel department and the first head of the organization. It is strictly forbidden to disclose personal data of employees to outside parties and organizations. The exceptions are judicial and prosecutorial authorities that have filed an official documented request.
For the storage of personal documents make up a separate nomenclature of cases. Folders and boxes of documents are placed in lockers. It is advisable to isolate them from direct sunlight and elevated temperature. For a large number of documents, it is advisable to allocate a special room.
Personal files, profiles and personal cards are kept in operational storage for as long as the organization cooperates with a specific employee. After dismissal, they are sent for archival storage.
Staff orders are kept for a year after they are issued. Job descriptions and other instructions are unlimited until their cancellation. The staffing schedule, as well as the vacation schedule, are published annually and stored in the personnel department or in accounting for another year after completion of the action.
Archival storage of personnel documents
After the end of the operational storage period, personnel data is sent to the personnel documents archive. This can be a division of the organization or a third-party, most often state-owned, organization.
The list of documents subject to long-term archival storage is as follows:
- personal files, profiles and personal cards of resigned employees;
- unclaimed work books and inserts;
- orders and instructions for personnel with expired storage;
- magazines for accounting the movement of documents on personnel;
- staffing table;
- vacation schedules;
- other documents, the need for storage of which is provided by law or by a commission.
Documents in the archive are executed by an employee of the personnel department or secretary. It is possible to store files and other papers for a long time both in the organization itself, and by agreement in a specialized institution.
Documents in a folder for long-term storage are generated by date, starting from the earliest. You should carefully monitor the physical safety of the paper and, if necessary, make and certify a copy. All sheets of the case are numbered and stitched, after which an inventory is compiled.
Folders with documents should be placed in a strict order. In the room itself, it is necessary to maintain optimal temperature and low humidity, as well as to prevent direct sunlight. Shelving should be regularly cleaned of dust, and rooms with documents should be treated from rodents and other pests.
Destruction of personal documents
Despite long-term storage, personnel documents may be destroyed. Before this procedure, a meeting of a special commission takes place, which collectively decides on the further fate of personal documents.
Destruction always occurs strictly according to the inventory, in the presence of all members of the commission. This can be burning, destruction by grinding, pressing and other methods.
The composition of personal documents is diverse and diverse. Employees of human resources services and company management should know how to properly arrange, store and destroy them.