Organization and maintenance of personnel records management is a direct responsibility of personnel service personnel. In situations of creating a new organization, transforming old or other options for reorganization, the management and personnel department need to know the main points of work: training and finding employees, hiring, transferring and dismissing staff, as well as the rules of both archival and operational storage of documents.
Competent organization of personnel records management as the basis for the stability of the company
In any organization, regardless of ownership, there are staff. It differs in number and composition, in terms of functions and skill level. The task of the personnel department is to ensure that all issues and problems associated with the employees of the enterprise are resolved as quickly and competently as possible.
The stable work of the organization directly depends on its employees. The primary task of the personnel service is competent and timely selection of employees, conducting personnel records management in accordance with the law, and timely submission of documents to the archive. This is the basis for the stable operation of any enterprise.
Personnel training for work with personnel
The instruction on HR administration clearly indicates the need for professional training for HR specialists. However, in practice, often there is a problem with the training of workers of the desired profile.
Higher and secondary special educational institutions do not graduate specialists of such a narrow qualification as “personnel records management”. Training usually takes place on the spot or at specialized courses. It is also possible to train an employee directly at the workplace using the method of mentoring.
HR management training of specialists involves the following ways:
- retraining on the basis of the second higher education;
- obtaining a higher education of a related profile, for example, “document management”, “jurisprudence”, “personnel management”, “information protection”;
- training in specialized long-term courses (at least three months), followed by an exam;
- practical work with subsequent regular training.
Normative documents regulating the work of personnel services
The activities of the personnel department and the general organization of HR administration very much depend on the current legislation and internal regulatory documents. This feature is associated with the nuances of working with a large number of personal documents, which are often confidential.
Record keeping in the personnel service is regulated by the following acts:
- Constitution, Civil and Labor Codes, as well as partially Criminal and Family;
- legislative acts on the profile of the organization in matters relating to work with personnel;
- regulations of local importance;
- various classifiers, rules and regulations of the federal level;
- internal regulatory documents, for example, instruction on HR records management;
- orders and instructions of the management.
Employees of the personnel service are obliged to strictly comply with the requirements of regulatory enactments and, above all, the Labor Code.
Search and documentation of employees
HR management begins with the search and registration of personnel. First of all, it is necessary to decide on the options for finding new employees. Among them, the following stand out particularly:
- agencies and employment agencies;
- state employment service ;
- job fairs;
- schools;
- job boards and resumes on various resources;
- other organizations;
- acquaintances and friends.
All options for finding employees have their own advantages and disadvantages, the employee of the personnel department should make the most of all opportunities to close the vacancy.
When the applicant is found, an interview is conducted with him. It is desirable that its course be documented: it is easier to make a balanced decision on hiring or refusal. In the latter case, the person shall be notified in writing of the reason within five working days. If the applicant is suitable for a vacant position, then he should be enrolled. From this begins the preparation of personnel documentation for a particular employee.
Stages of applying for a job :
- conclusion of an employment contract;
- issuing an admission order;
- making an entry in the workbook of a new employee or her institution;
- registration of a personal card;
- if the organization accepted - the establishment of a personal file;
- familiarization and signing by an employee of internal regulatory documents and instructions.
Personnel records (personal cards, staffing)
Conducting personnel records management presupposes mandatory registration of accounting records, in particular, staffing and personal cards. These documents are binding on organizations of all forms of ownership.
The staffing and number should be relevant and meet the needs of the organization. It includes the names of all posts, the number of bets indicating the vacancies for a given period.
Personal cards are unified documents containing brief data on the employee's labor activity and personal information. They are subject to strict accounting and special storage conditions, in places that prevent their deterioration and theft.
Orders on personnel, differences and design features
General clerical work in personnel work is mainly expressed in orders and instructions of management. These documents may apply to both individual employees and the entire staff as a whole. They differ in design and implementation features.
Most orders and instructions relating to specific actions with an employee have a unified form. They are subject to mandatory coordination with all interested parties and familiarization by the employee against receipt. Copies of personnel orders are stored in the personal file, and the originals are in separate folders.
Magazines on HR administration, rules for registration and storage
To account for the movement of documents, paperwork in the personnel service involves maintaining specialized journals. These are tabular documents of a multi-page format, most often unified. Usually they are started either in large notebooks, or purchased ready-made in specialized stores.
Types of personnel magazines:
- registration of incoming and outgoing documentation, including letters;
- registration of orders;
- registration of arrival and departure of employees on business trips;
- registration of applications, representations, notifications, official and official notes;
- registration of forms of labor books, their inserts;
- books of accounting for the movements of various personnel documents, etc.
All magazines must be necessarily stitched and sealed, and the sheets are numbered. They should be stored separately from all documents. Preferably in a safe or in a special closet.
Features of maintaining and storing personal files
Conducting personal affairs is optional. However, most organizations in one form or another collect employee documents. Of course, it is more convenient to do this in one folder.
A personal file is a set of documented personal information about an employee, collected and formed in a certain order. It can include a variety of documents and copies:
- copies of orders about the employee;
- copies of statements;
- copies of identification documents confirming qualifications, education, benefits and marital status;
- profile;
- specifications and reviews;
- Help, etc.
Personal files include personal information; they must be kept away from other documents. Access to them is allowed only to a strictly limited circle of officials. Upon dismissal of personnel, personal files are handed over for archival storage.
Rules for registration, storage and issuance of work books, as well as inserts
All organizations are required to keep work books for their staff, with the exception of employees taken part-time. At the initial appointment, the employer independently purchases blank forms and makes the first entry in them. The relevant data about the employee is entered on the title page. Subsequently, it is necessary to monitor their relevance and make changes in time.
For a reversal of the main part, entries are made about the employee's labor and social activities, his acceptance of constant transfers, and dismissal. All entries are numbered in the general order and are made on the basis of an order. The letter of resignation is accompanied by a seal of the organization and the signature of the head.
Entries in the work book are made by hand, with a blue ballpoint pen, in clear and understandable handwriting. Carefully monitor the relevance and reliability of the data entered. If it is necessary to correct the information, then it must be carefully crossed out with one line and enter the relevant information. This action must be confirmed by the signature of the head and seal.
They keep work books separate from other documents in a safe. It is forbidden to give them into the hands of employees or third parties without a special order of the responsible authorities.
Features of operational and archival storage of personnel documents
The storage of personnel documents is determined by their special significance. They contain personal information and are confidential. Such data is not subject to unauthorized disclosure. Otherwise, employees of the personnel service and the head of the organization are fined.
To organize the correct storage of personnel documents in the personnel service, it is desirable to have a separate room. The entrance to it should be one and be sure to be equipped with a metal door with an alarm.
Documents themselves should be stored in metal cabinets or safes. Avoid access to sunlight and dust, as well as temperature extremes and too much humidity. These simple steps will help to keep personal data.