The formation of the affairs of employees is a process that is mandatory for almost all companies. According to the rules established in Russia, each employer must have a kind of dossier for each employee. This document is able to characterize a subordinate from his very employment. Personal affairs are found not only at work, but also, for example, at the university. In any case, this document is important. It must be properly formed. But how to do that? In what cases is it not necessary to keep such documentation? What can and cannot be put in a private matter? Understanding all this is not as difficult as it seems.
Definition of a personal file
An employee’s personal dossier is a kind of document that stores all the documentation for a specific concrete frame. It consists of a cover and special papers related to the subordinate.
This kind of documentation is started from the moment of employment. And it should lead up to the dismissal of the employee. Next, the case is transferred to the archive for storage. This document cannot be destroyed for a certain time.
Formation of cases is far from the most obligatory process. In some cases, you can avoid it. But then collecting information about a particular subordinate will be very problematic. Usually this procedure is carried out in large organizations. An entire database is created in which information is displayed for each subordinate.
Mandatory or optional?
It has already been said that it is not necessary to conduct the affairs of employees. But any self-respecting enterprise has this kind of documentation. When is dossier compilation necessary and when not?
Legislation does not spell out rules on this issue. But in practice it turns out that large companies form personal files on their subordinates, while small ones do not. It is recommended that companies with a large staff turnover deal with this issue.
Often organizations conduct personal files not for all subordinates, but only for specific categories of employees. Most often they are:
- Leaders
- management deputies;
- leading specialists in the company;
- employees working with wealth (for example, cashiers);
- people who have career opportunities.
It is recommended not to be lazy and keep this kind of documentation for all subordinates. The process of forming the affairs of employees is not so difficult to remember. Only not all documents reflecting information about the frame can be stored here. What features of the process should be remembered? Even the slightest violation for the employer may not turn out the best way. Therefore, you have to carefully study the task.
Storage
It has already been said that the personal affairs of subordinates, even after the person quit, remain in the company. They are not issued into the hands, but are placed in special archives. Even electronic storage of personnel information is allowed. But in the paper version, things must take place.
There are some rules that the boss will have to follow. Keeping cases is an almost endless process. It is impossible to destroy these documents for 75 years from the date of cessation of labor.
For this reason, many companies try not to bother too much with collecting information about certain subordinates. Only a small number of corporations have existed for more than 75 years. Often, firms open and close, and personal files remain in the archives.
To simplify the storage of files, various rules are invented. Basically, the storage of these documents occurs after sorting in alphabetical order. In addition, it is recommended to create archives by year. This approach will simplify the search for information about employees who were employed in the company at a specific time.
There is another feature in this matter. The whole problem is that some personal files are stored permanently in the archives of the company. And they are not destroyed either after 10 years or after 100. The dossiers of the heads of the organization, as well as the affairs of civil servants, fall under this rule. Do not forget about subordinates who have awards, medals and various ranks.
Access
The next point is the issue of access to the studied documentation. Often, employee files contain data intended exclusively for the employer. And they do not need to know the bulk of the workers.
Often things are encrypted, access to them is available only to the head of the enterprise, as well as to the personnel officer who is involved in the formation. Ordinary subordinates are not allowed to look at the collected information.
The employer guarantees employee affairs confidentiality. Information of this kind is not made public. Upon request, copies of the documentation are provided to personnel on the day of dismissal. The company is responsible to subordinates for the safety of information that is available in personal files.
You should also remember once and for all - the dossier is not issued to subordinates under any pretext. Employees do not have the right to take personal files, as well as demand their extradition. Only upon dismissal, you can request data from here. The employer gives the frame only copies of information stored in personal files. No one else is needed. No subordinate has the right to seize this documentation with transfer to another corporation or upon final removal from employment. It has already been said that every employer has kept a dossier on employees for 75 years. This period may be extended under certain circumstances.
Mandatory components of personal files
Now a little about exactly how such documentation is compiled. In fact, the rules for the formation of cases of subordinates are not legally established. And this issue is decided by the management of the company. It itself determines what information should be stored and how to organize the dossiers of subordinates. This is the main problem of the entire formation process.
Nevertheless, regardless of the choice of rules, some data in any situation will be stored in a personal file. What kind of documents are found in all such documentation? It:
- Applicant profiles
- job applications ;
- orders for the provision of a place of work;
- applications for dismissal (if any);
- dismissal orders;
- acts on the issue of a work book (upon request or upon dismissal of a subordinate).
The above list is a mandatory security. But with other information, certain problems may arise. After all, not all information about subordinates can be entered into a private matter. There are some limitations to this. What points should I pay attention to in order to avoid complaints about improper formation of personal personnel files?
Bans
In fact, if you really delve into all the issues of registration and the formation of personal documentation of employees, you can get confused. Therefore, before starting the archive, you should remember only a few features. More specifically, the prohibitions. They are relevant for all enterprises, regardless of the established rules. It is impossible:
- Keep temporary and permanent documents in one place. In the files of employees there should be separate places in order to be able to put papers that are only temporarily in the midst of personal files. A storage location for basic information is also provided.
- "Propagate" the documentation. It is not recommended to store any documents in the files of employees with duplicates. In one folder - one copy.
- Enter too personal information. For example, about religious beliefs. Such information is generally considered redundant for the employer. Therefore, the formation of cases allows storage only of documentation useful to the employer, reflecting the quality of work of subordinates.
And what specific documents can be contained in the files under consideration? What, in addition to the above papers, in practice is found in personal affairs? To prevent mistakes, you can follow the tips for collecting information for employee files.
Common Documentation
The composition of the personal file is diverse. It has already been said that the company itself sets the rules for maintaining this documentation. Therefore, it is impossible to say exactly what is recorded in the archives. Documents that are found without fail are already listed. But in order to prevent any mistakes, a certain list of papers allowed for storage was invented. What should be in the personal file? If you exclude the previously listed objects, it remains (in the form of copies mainly):
- copy of a citizen’s passport;
- SNILS of the subordinate (copy);
- TIN (not the original);
- military ID;
- education document (s);
- photos (not personal, intended for questionnaires);
- characteristics from past employment (if any);
- job description for a particular vacancy;
- autobiography.
Do not forget that any responsible employer draws up a variety of acts in order to comply with work processes, as well as to ensure their own safety. For example, a refusal to sign a dismissal order. Such documentation should also be kept in personal files. The results of certification work and other orders that affect the work of a particular frame are a few more items that are allowed to be entered in the dossier.
Another important point is the storage of the so-called personal record. A document that can bring a lot of trouble to the employer. It must be mandatory in every personal matter. Otherwise, you can blame the leadership that some papers were attached illegally. A personal record is a special document that lists all the documentation attached to the folder. It is placed at the very beginning of the dossier. Without an inventory, the employer may have problems. The employee is able to accuse of forgery or theft of certain documents.
The formation of a personal file is not so difficult if you prepare for it correctly. The employer should simply enter here all the important information regarding the activities of the employee. But personal information about personnel is prohibited. An example of religion has already been given. The composition of the family and the particular lifestyle of the subordinate is also a taboo.
But some employee achievements should be brought into personal files. This is not a mandatory component, but it is advisable not to neglect it. Especially when it comes to a really talented frame. It is allowed to enter information on the received awards, titles, diplomas, medals, diplomas.
Not too much
Documents in a personal file may be different, this is understandable. The exact list is established by each enterprise at the discretion of the head. But the most common list of papers has already been listed. When creating and maintaining a dossier, one small rule should be kept in mind. This is a mandatory item, the violation of which is not allowed. Conducting personal affairs is a responsible occupation. It requires special care.
It is about the size of personal files. According to the established rules, it can be said that the thickness of the folder reserved for the dossier of a particular frame should not exceed 4 centimeters. If the volume is greater than the established limit, it is better to start a new business. And just somehow mark it as a continuation of existing documentation.
In practice, there are very rare cases that reach a thickness of more than 4 centimeters. Therefore, you just need to remember the established rule and not worry about its failure. If there is a lot of documentation for the frame, a special check is performed. According to its results, the employer decides to divide the dossier into several parts.
Primary requirements
The procedure for forming cases is simple. It is enough to determine which documentation can be stored here. Next, you should remember the previously mentioned restrictions. And then a business is already being created. The first step is to make a cover. It is enough to purchase special folders with the name "Case". They usually store all the documents of a particular frame.
Further on the title page (in this case, on the cover of the folder) is written personal information about the frame. Namely - full name At the bottom, the date of the start of documentation is mandatory. What should be in the personal file?
An inventory is attached as the first page. You can neglect it, but this is not recommended. This paper greatly simplifies life and removes part of the responsibility of the employer for the safety of the information carriers placed in the dossiers - that which is not indicated in the inventory is not stored in the personal file.
After that, a variety of documents are placed in the folder that are directly related to the subordinate. This is how the composition of the personal file is formed. It is advisable to place copies or originals of the documentation in the way they were received - first, the application form of the applicant, then a request for employment, an order from the employer to appoint to a particular position and so on. The case ends with an order of dismissal and a signed act on the receipt of a work book.
That's not all. The process of forming cases is a laborious work, although it is relatively simple. There is another small limitation that can bring some inconvenience to the employer. The personnel officer who implements the information in the personal file of subordinates must monitor the number of sheets in the folder. There should not be more than 250 pieces. When exceeded, the second part of the personal file for one or another employee is started.
Journal
Now it’s clear how the affairs of employees are formed in companies. The whole process does not end there. If the company decided to keep this kind of documentation, it should have a special personal affairs journal . What it is?
This component is a list of all available dossiers for employees. Here are published the numbers of established cases, personal (personal) data of subordinates, the dates of the formation of certain "personal folders".
There is no single sample magazine. The employer has every right to create such a data archive at its discretion. Recently, an extremely common form is an electronic journal. A good idea for those who do not really want to do paperwork. The main thing is to fill in the relevant journal fields in a timely manner. Then you can easily find information for each employee.
Conclusion
From now on, it is clear how the formation of a personal file occurs. This is a very simple but confusing process, the procedure for the implementation of which is in no way fixed by the legislation of the Russian Federation. Employers independently establish documents that will be stored in personal files. The form of presentation of information can also be chosen.
It is recommended not to attach original documents to personal files - only copies in a single copy. We will have to pay special attention to the dossiers of employees - leakage of information recorded in this kind of documentation can lead to problems for the manager. Indeed, when collecting data on subordinates, as already mentioned, the employer is obliged to ensure complete confidentiality of information. This rule applies to labor time, and for the entire period of storage of documentation after the dismissal of the frame. That's all. The basic information regarding the formation of personnel cases has been fully studied. The features and composition of this process should be recognized from each company. Some even try not to do this. Registration of cases (personal) is not mandatory, but very useful for the employer.