The most important structural unit of the enterprise is the personnel service. Specialists who work in it often draw up various orders, as well as organize their storage and circulation. The most popular in the organization's document management system include orders for vacation. What are the nuances of their formation? What are the storage periods for the relevant orders defined by regulatory law?
What documents do vacation orders refer to?
Before considering the question of how many vacation orders are stored, we will examine what documents they refer to from the point of view of classification of internal corporate documentation of the enterprise.
In accordance with the generally accepted approach, they are justifiably referred to as personnel orders. These sources are grouped on the basis of common features in separate cases. Personnel documents can be compiled both in standardized forms and in those developed independently by the enterprise.
Cases combining the same type of orders should not combine documents that differ significantly in terms of storage. Consider how the corresponding sources can be classified according to this criterion.
The list of terms of storage of personnel documents
There are personnel documents that need to be stored for a long time. At the same time, it does not matter in which legal form the enterprises function. So, the legislation provides that some documents must be stored for 75 years. These include, in particular:
- orders for hiring employees;
- instructions on the dismissal of workers.
There are sources that can be stored for a much shorter period - for 5 years. Such personnel documents include:
- vacation orders;
- travel orders.
Thus, the storage period for all vacation orders as a form of personnel instruction is 5 years.
These are the features of regulatory legislation. To know how many vacation orders are stored, it is necessary for any specialist in the personnel department to correctly maintain documentation for the full-time employees of the enterprise. Accordingly, the competence of these specialists may also include ensuring the safety of relevant sources.
Cases, including orders for the provision of annual leave, can, in turn, be classified into separate categories based on the availability of additional grounds for this. For example, taking into account the organizational structure of the enterprise, the distribution of employees by department and division of the company.
So, we now know how many vacation orders are stored - five years. But there are a number of features that characterize the procedure for working with documents related to the leave of employees. It will be useful to study them.
Organization of work with personnel documents at the enterprise: nuances
First of all, it is worth noting that legislative regulations establishing the procedure for organizing the circulation of the documents under consideration have not yet been adopted. Each organization independently or, possibly, taking into account the recommendations of higher departments determines the work with the relevant sources. In order to optimize the work with personnel documents, in particular with those that are related to the registration of employee vacations, various unified forms can be used.
Working with vacation documents: nuances
Speaking specifically about documents related to vacation, experts recommend storing them, taking into account the classification:
- on documents related to paid study leave;
- orders for other types of leave.
To organize the circulation of relevant documents, various magazines can be used:
- registration of vacation orders;
- fixing orders for the transfer, recall of employees from vacation.
Moreover, the relevant journals are usually kept in paper form.
Any order - on maternity leave, on training, the main contract - should be issued on the basis of some other document. These sources may also have special retention periods. Also, it makes sense to classify them into different groups in order to optimize personnel workflow.
Organization of storage of personnel documents: nuances
Let us now consider the features of the organization of storage of personnel documentation. One of the key tasks of a competent specialist here is the formation of cases. When solving it, it is important to develop, first of all, a list of storage periods for documents related to particular groups. Each source must have the necessary details. If this or that document does not meet the established requirements, then it is undesirable to include it in the case.
When organizing the storage of personnel documents, the responsible employee can use various standard lists of information about the relevant sources or use corporate standards.
Above, we gave examples of documents that can be stored for 5 years (in particular, leave orders apply to them), as well as those that an organization must place in archives for a significantly longer period. The turnover of sources of the second type can be regulated by additional internal regulations. So, if the document needs to be stored for 75 years, the company may put into force the rules in accordance with which the personnel documentation is transferred to the archive for long-term placement. In turn, documents with a 5-year shelf life in many cases there is no need to transfer to the archive. They can be placed in another secure, but at the same time more accessible for operational review of relevant documents.
An important element of personnel workflow is inventory. They, in particular, firms can use just when transferring files to the organization’s archive.
It will be useful to consider the sequence of actions of a personnel specialist when preparing documents for a vacation.
Paperwork for leave: verification of the basis for the order
As we noted above, orders of the corresponding type are issued on any basis. It must be checked. In general, this is the approved employee leave schedule. In addition, this source may be supplemented by the employee's personal application for leave.
The corresponding schedule is drawn up taking into account the provisions of the Labor Code of the Russian Federation, and the personnel officer may be required to check the procedure for the formation of this document for compliance with labor legislation. If the schedule is drawn up correctly and supplemented by other sources, an order is issued for the employee’s vacation. It can be noted that the company may adopt standards in accordance with which the details of the schedule and the documents supplementing it should be reflected in special registers. This procedure can be carried out in order to optimize staff turnover at the enterprise (in the event that the staff of the company is large enough).
Paperwork for vacation: issuing an order
Now, actually, about vacation orders. For the purposes of their design, unified forms, such as T-6 or T-6a, or internal corporate forms, can be used. Moreover, the director’s vacation order and the corresponding document drawn up for the ordinary employee can be presented in a similar structure. From the point of view of labor law, they are the same type of documents. But, of course, it makes sense to distribute them in different matters in HR administration: orders for ordinary employees are likely to be drawn up more often than a document for the head of the company.
Ordering: Nuances
Filling out a vacation order form is characterized by a number of nuances. So, when solving this problem, the personnel officer needs:
- indicate the type of vacation in accordance with the laws or local regulations of the enterprise;
- reflect the correct period of work when issuing an order for annual leave.
A finished vacation order must be signed by the head of the enterprise, unless other competent employees of the enterprise, such as the head of the human resources department, have been given similar powers.
Of course, these powers should be officially enshrined in a separate local regulatory act. It should be published, again, by the head of the organization, delegating the relevant competencies to a specific employee. In turn, the person to whom the authority to issue orders on personnel has been delegated in the prescribed manner certifies the fact of familiarization with this local standard and assumes a list of certain obligations related to the fulfillment of the relevant powers.
Paperwork for vacation: registration of the order
The finished vacation order must be registered with the personnel department. For this purpose, a special journal is used in the respective structural units of enterprises. Moreover, it can be kept in several copies, which is due to the approach taken by the personnel department to classify documents that are related to employee vacations. But if the staff of the company does not have a small and substantial need for the distribution of personnel documentation in different groups, then the journal can be kept in one copy.
Registration of orders: nuances
Among experts, there is a point of view according to which the registration of an order is a prerequisite for its entry into legal force. That is, just signing a document by the head of the company for this may not be enough.
Upon the fact of registration, orders for the provision of annual leave and other documents that belong to the corresponding category acquire a unique number, on the basis of which the source is included in the internal document management system. The organization determines the procedure for assigning this number independently. As a rule, taking into account the chronology of the formation by the personnel service of vacation orders.
Order retention period
Above, we examined how many vacation orders are stored. A certain placement period has also been set for the journals of registration of the relevant documents - it is 3 years from the moment of entering information about the last vacation order, which is recorded in the journal. In addition to these sources, other auxiliary journals may be formed at the enterprise within the framework of certain areas of the HR department's workflow optimization in the company. The procedure for filling out the relevant documents may be established by separate local regulatory acts, which are issued by the management of the enterprise.
The organization’s driver, delegating competencies to a specific employee. In turn, the person to whom the authority to issue orders on personnel has been delegated in the prescribed manner certifies the fact of familiarization with this local standard and assumes a list of certain obligations related to the fulfillment of the relevant powers.