Composition of documents on personnel, their types. What are the orders for the staff?

Regardless of the nature of the activity, any organization works with people. Legal registration of employees is necessary at all stages of labor relations. The composition of documents on the personnel created in these cases includes many different kinds of papers, regulations and personal data.

The employer is obliged not only to competently conduct documents for the registration of personnel, but also to organize their storage, transfer to the archive and, if necessary, destruction. All these actions must comply with the current legislation.

What is included in the composition of documents on personnel

All stages of the movement of employees should be reflected in the relevant papers. The composition of personnel documents reflecting the movement of personnel includes the following:

• Documents related to the search and recruitment;
• Documents reflecting the current activities of employees;
• Normative acts regulating the labor process and personnel relations;
• Various orders for personnel, both issued in a general form, and unified;
• Documents that include personal information about employees;
• Archival documents on personnel;
• Personal accounting documents and questionnaires;
• Other kinds of documents on personnel.

Rules of registration of documents on personnel

Employees of the personnel and secretarial service of the enterprise should remember about the need to issue personal documents in accordance with the requirements of the law. The rules prescribed in the regulatory enactments of the enterprise must not contradict the higher orders.

Correct execution of documents on the personnel of the enterprise is indicated in the corresponding instruction. In it with examples and references should be indicated all the nuances of fixing on paper work with the staff. This normative act is issued and approved by the management of the organization and is of an indefinite nature.

Personal documents can be issued both in electronic and in paper form. If the text is written by hand, then it is necessary to monitor the accuracy of the handwriting and try not to make blots. Any corrected error must be confirmed by the organization's stamp and certified by the signature of the manager.

Documents on the registration of personnel are often of a secret nature, as they contain personal information protected by law. To work with them only a strictly defined circle of specialists is allowed.

Orders for personnel

In the documents of the personnel service, two types of orders are singled out:

• Orders of the enterprise on the main activity, but concerning the work of employees;
• Orders for the staff of the firm.

They differ in the manner of registration, the order of approval, signing and publication. In addition, personnel departments most often work with personal orders. They are also stored there, separately from other documents. Such orders are included in the documents on the personnel of the organization.

Most of the personal orders have unified forms. The convenience of working with such forms implies their unity for the firm. However, mandatory use of standardized forms is prescribed only to state structures and budget organizations. Enterprises with a different form of ownership may not adhere to these rules.

Among the personal orders, the following are most often encountered:

• Orders for admission and dismissal:
• Orders for transfer and transfer;
• Travel orders;
• Orders for all types of leave ;
• Normative acts on attestation, training and professional development, and so on.

Any order on personnel is brought to the attention of the employee whom he concerns. If the employee does not sign the document for any reason, an act is drawn up about this .

All personal orders must pass mandatory registration in a special journal. At the same time, they are assigned a number that indicates that they are registered and monitored for their execution. A copy of the order is necessarily attached to a personal file, the original document is kept 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 characteristics, various documents will be created on the personnel of the enterprise. Their list should be given in the instructions for the conduct of personnel records management.

Most often this is:

• The staff schedule;
• List of posts;
• Labor books and blank forms of the work record book;
• Copies of personal documents of employees;
• Documents of personal records and personal files of personnel;
• Official and other instructions and labor contracts of employees;
• Orders or orders concerning employees of the enterprise in respect of primary business;
• Documents on the work of the attestation commission;
• Directions and other documents for training and further training;
• Documents on holidays, transfers and business trips;
• Various orders or orders on personnel;
• Notes, statements and job descriptions from employees, etc.

Each firm independently determines the necessary types of documents for personnel, as well as the way they are created and stored.

Registration of a personal file

The most important and complete information about the employee is recorded in his personal file. The composition of documents and the specifics of their acquisition are determined by each organization independently and must be prescribed in the normative document. It is possible to file copies of papers in both direct and reverse order or form by groups.

Personal affairs can be conducted both on the majority of workers of the organization, and exclusively on leaders and leading experts. However, in practice, most organizations prefer to have a set of documents and other information about any employee, regardless of his position and status.

Categories of documents and their copies for storage in the personal file of the employee:

• A questionnaire or a personal leaflet serves to combine basic biographical information;
• Copies of identity documents and confirming education and qualifications - passport, diploma, certificates and certificates;
• A copy of the work record book;
• Application for admission, transfer and others;
• Copies of all orders for the employee;
• A 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?

The unified personal card of the employee is mandatory for all firms, regardless of the form of ownership. It is the basic document intended for the account of workers of the organization.

The personal card contains all the basic information about the employee. Fill it usually by hand, but it is permissible to make primary information with the help of technology. A personal card is kept all the time the employee works in the organization. At filling of section it is supposed to print out and paste an insert.

When completing a personal card, pay attention to the link codes. They are indicated to the right of those tables, the information in which are unified. The information in these sections must comply with the classifiers and other normative documents.

Personal cards will be stored separately from other personal documents, in a safe or in a metal locker with a lock. This document contains personal information and is subject to strict accounting. When the employee is fired, an appropriate entry is made and the personal card is processed for archival storage.

Workbook: registration and storage

A work book is a document that confirms work experience, length of service and position of an employee. Its management is mandatory for all. It is started at the beginning of work and then accompanies a person until retirement.

The obligation to purchase blank forms and inserts of labor books rests with the organization's accounting department. Its employees store them in their safe and issue them to the personnel department on demand. This is done in the appropriate account book. Administration is not recommended to accept forms from workers and clean liners of labor books of unknown origin.

The work book is always handwritten. Records are made with a ballpoint pen with blue ink. If there was an error, then it must be corrected and confirmed with the signature of the administration and the seal of the organization. All entries must comply with the law and the instructions.

Keep labor books separately from other documents, in the safe. It is forbidden to give them to employees and especially to third parties. If an organization employee needs to receive information about the records in this document, a copy of all pages is made, then they are stitched, and each page is sealed. Upon dismissal, the work book is handed to the employee on the same day.

Online storage of personal documents

Proper storage of documents for personnel is one of the main duties of personnel of personnel services. Information contained in them, refers to the category of personal and not subject to disclosure. In addition, stored and processed such documents must comply with special conditions.

Prior to signing an employment contract with a future employee, a written permission to process personal data is compulsorily taken. A copy of this document is filed in a personal file or in a separate folder.

All documents relating to personal data must be kept in isolation from general papers. Access to them is allowed only to HR specialists and the first head of the organization. To third parties and organizations, personal data of employees are strictly forbidden to disclose. The exception is made by the judicial and prosecutorial authorities, which addressed an official documented request.

For the storage of personal documents constitute a separate nomenclature of cases. Folders and boxes with documents are placed in lockable cabinets. It is desirable to isolate them from direct sunlight and high temperature. For a large number of documents, it is advisable to allocate a special room.

Personal files, questionnaires and personal cards are stored on-line until the organization cooperates with a specific employee. After dismissal, they are sent to archive storage.

Orders for personnel are kept for a year after they are issued. Official and other instructions are unlimited until canceled. The staff schedule, as well as the schedule of holidays are published annually and are stored in the personnel department or in the accounting department a year after the completion of the action.

Archive storage of personnel documents

After the end of the term of operational storage, the personnel data is sent to the archive of documents by personnel. It can be a subdivision of an organization or an outsider, most often a state organization.

The list of documents subject to long-term archival storage is as follows:

• Personal files, questionnaires and personal cards of retired employees;
• Unclaimed labor books and loose leaves;
• Orders and orders for personnel with expired storage period;
• Journals on the recording of movement of documents on personnel;
• The staff schedule;
• Schedules of holidays;
• Other documents, the need for storage of which is provided for by legislation or by a commission.

Documents in the archive are issued by a human resources officer or secretary. It is possible to store cases and other papers for a long time both in the organization itself and under a contract in a specialized institution.

Documents in the folder for long-term storage are formed by the date, starting from the earliest. You should closely monitor the physical security of the paper and, if necessary, make and assure 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 the optimum temperature and low humidity, and also to avoid direct sunlight. Shelving should be regularly cleaned of dust, and rooms with documents to handle from rodents and other pests.

Destruction of personal documents

Despite long-term storage, documents on personnel can be destroyed. Before this procedure there is a meeting of the special commission, which collectively decides on the further fate of personal documents.

Destruction always occurs strictly on 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 multifaceted and diverse. Employees of personnel services and management of enterprises should know how to properly register, store and destroy them.