Formation of cases. Personal file of the employee: documents, tricks of reference, storage periods

Formation of employees' cases is a process that is mandatory for almost all companies. According to the rules established in Russia, each employer must have a unique dossier for each employee. This document is able to characterize the subordinate from his very job placement. 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? When is it not necessary to keep such documentation? What can and can not be put in a personal matter? It is not so difficult to understand all this as it seems.

Definition of a personal file

Personal dossier of the employee is a kind of document in which all the documentation of the relative concrete frame is stored. It consists of a cover and special papers related to a subordinate.

This kind of documentation is being created from the moment of job placement. And lead it up to the termination of the employee. Then the file is transferred to the archive for storage. You can not delete this document for a certain time.

Forming cases is far from the most obligatory process. In some cases, you can avoid it. But then it will be very problematic to collect information about a particular subordinate. Usually this procedure is carried out in large organizations. A whole database is created, in which information is displayed for each subordinate.

Required or optional?

It has already been said that it is not necessary to conduct business of employees. But on any self-respecting enterprise there is such kind of documentation. When the formation of the dossier is mandatory, and when not?

Legislation is nowhere prescribed rules on this issue. But in practice it turns out that large companies form personal affairs on their subordinates, and small ones do not. It is recommended to deal with this issue to firms with a large staff turnover.

Often, organizations conduct personal affairs not on all subordinates, but only on specific categories of employees. Most often they are:

• Leaders;
• Deputy directors;
• Leading specialists in the company;
• Employees working with material values (for example, cashiers);
• People who have the opportunity of career growth.

It is recommended not to be lazy and to conduct this kind of documentation on all subordinates. The process of forming employees' cases is not so difficult to remember. Only far from all documents reflecting information about the frame can be stored here. What features of the process should I remember? Even the slightest violation for the employer can turn out not in the best way. Therefore, we must carefully study the task.

Storage

It has already been said that the personal affairs of subordinates, even after the person has left, remain in the company. On the hands they are not issued, but placed in special archives. Even electronic storage of information about frames is allowed. But in the paper version of the case should take place.

There are some rules that the chief will have to follow. Keeping a case is almost an endless process. You can not destroy these documents for 75 years from the moment of termination of the workforce.

It is for this reason that many companies try not to bother themselves with gathering information about certain subordinates. Only a small number of corporations exist for more than 75 years. Often, firms open and close, and personal files remain in the archives.

To simplify the storage of the dossier, various rules are invented. Basically, the storage of these documents occurs after sorting in alphabetical order. Additionally, it is recommended to create archives by years. This approach will simplify the search for information about employees who have found employment in the company at a certain time.

There is one more feature in this matter. The problem is that some personal files are kept permanently in the archives of the company. And they are not destroyed either in 10 years or in 100. Under this rule, the dossiers of the heads of the organization get caught, as well as the affairs of civil servants. Do not forget about the subordinates, who have awards, medals and a variety of titles.

Access

The next moment is a matter of access to the documentation under study. Often in the dossier of the employees there are data intended exclusively for the employer. And they do not need to know the bulk of the workers.

Often, the case is encrypted, access to them is only from the head of the enterprise, as well as from the personnel officer who is engaged in the formation. Simple subordinates are not allowed to view the collected information.

The employer guarantees employees confidentiality. This kind of information is not shared in the general access. At the request of a copy of the documentation are provided to the staff on the day of dismissal. The company is responsible to subordinates for the safety of information that is available in personal matters.

It should also be remembered once and for all - the file is not issued to subordinates under any pretext. Employees do not have the right to take personal files, as well as to demand their extradition. Only when you leave you can request data from here. The employer issues to the frame only copies of information stored in personal files. The other is not necessary. No subordinate has the right to withdraw this documentation from transfer to another corporation or with a final suspension from employment. It has already been said that every employer keeps a dossier for employees for 75 years. This period may be increased in certain circumstances.

Mandatory components of personal affairs

Now a little about how exactly such documentation is drawn up. In reality, the rules for the formation of subordinate cases are not legally established. And this issue is decided by the company's management. It itself determines what information should be stored and how to systematize the records of subordinates. This is the main problem of the entire formation process.

However, regardless of the choice of rules, some data in any scenario will be stored in the personal file. Which documents are found in all such documentation? It:

• Questionnaires of the applicant;
• Applications for employment ;
• Orders for the provision of a place of work;
• Applications for dismissal (if any);
• Orders for dismissal;
• Acts on the issuance of the work book (on demand or with the dismissal of a subordinate).

The above list is mandatory. But with other information there may be certain problems. After all, not all information about subordinates can be entered into a private matter. There are some restrictions on this. At what points should I pay attention to avoiding complaints about incorrect formation of personal files of personnel?

Prohibitions

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. Or rather, prohibitions. They are relevant for all enterprises, regardless of the established rules. You can not:

1. Keep temporary and permanent documents in one place. There should be separate places in the dossier of the workers so that you can put papers that are only temporarily in the personal file. It also provides for the storage of basic information.
2. "Propagate" the documentation. It is not recommended to store any documents in the affairs of employees with duplicates. In one folder - one copy.
3. Make too personal information. For example, about religious beliefs. Such information for the employer is generally considered superfluous. Therefore, the creation of cases allows the storage only of documentation useful to the employer, reflecting the quality of the work of subordinates.

And what specific documents can be contained in the dossiers in question? What, besides the above listed papers, in practice occurs in personal matters? To avoid mistakes, you can follow the tips for collecting information for the dossier staff.

Common Documentation

The composition of the personal file is varied. 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 entered in the archives. Documents that meet without fail have already been listed. But in order to avoid any mistakes, a certain list of securities admitted to storage was invented. What should be in the personal file? If you exclude the previously listed objects, it will remain (in the form of copies predominantly):

• A copy of the passport of the citizen;
• SNILS subordinate (copy);
• INN (not the original);
• military ID;
• Document (s) about education;
• Photographs (not personal, intended for questionnaires);
• Characteristics from past employment (if any);
• Job description for a job;
• autobiography.

Do not forget that any responsible employer, in order to comply with work processes, as well as to ensure his own security, draws up a variety of acts. For example, the refusal to sign the order of dismissal. Such documentation should also be kept in private files. The results of certification work and other orders that affect the work of this or that frame are just a few points that can be added to the dossier.

Another important point is the storage of the so-called inventory of the personal file. 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 are illegally attached. A personal record is a special document that lists the entire documentation attached to the folder. It is located at the very beginning of the dossier. Without an inventory, the employer may have problems. The employee is able to blame for forgery or theft of certain documents.

Forming a personal case - the process is not so difficult, if properly prepared for it. The employer should simply enter here all important information regarding the employee's activities. But personal information about the staff is prohibited. An example was already given with religion. The composition of the family and the specifics of leading a way of life of a subordinate are also taboo.

But some achievements of the employee must be made in personal matters. This is not an obligatory component, but it is advisable not to neglect it. Especially when it comes to a really talented frame. It is allowed to enter information about received awards, titles, diplomas, medals, diplomas.

Not too much

Documents in a personal file can be different, it's understandable. The exact list is set by each enterprise at the discretion of the head. But the most common list of papers has already been listed. In the formation and maintenance of the dossier, one small rule should be kept in mind. This is a mandatory item, violation of which is not allowed. Conducting personal affairs is a responsible occupation. It requires special care.

It's about the size of personal files. According to the established rules, it can be said that the thickness of the folder assigned to the dossier of a particular frame should not exceed 4 centimeters. If the volume is more than the established limit, it is better to start a new business. And just somehow mark it under the guise of continuing the existing documentation.

In practice, very rare cases that reach a thickness of more than 4 centimeters. Therefore, you just need to remember the rule and do not worry about not doing it. If there is a lot of documentation for the frame, a special check is made. According to its results, the employer decides to divide the file into several parts.

Primary requirements

The order of forming cases is simple. It is enough to determine what kind of documentation can be stored here. Next, remember the previously mentioned limitations. And then the case is being created. The first step is to make a cover. It is enough to purchase special folders called "Case". They usually store all the documents of a particular frame.

Next on the title page (in this case on the cover of the folder) personal information about the frame is written. Namely - the full name. The date of commencement of documentation is mandatory on the bottom. What should be in the personal file?

The first page is attached to the inventory. You can neglect it, but it is not recommended. This paper greatly facilitates the life and removes some of the responsibility from the employer for the safety of the information carriers placed in the dossier - what is not indicated in the inventory is not kept in the personal file.

After that, the folder contains a variety of documents that are directly related to the subordinate. This is how the composition of the personal case is formed. It is advisable to place copies or original documents as they were received - first a questionnaire of the applicant, then a request for employment, an order of the employer about the appointment to a particular position, and so on. The case ends with the order of dismissal and the signed act on the receipt of the work book.

That's not all. The process of forming cases is a laborious work, although it is relatively simple. There is another small restriction that can bring some inconvenience to the employer. Personnel who implements information in the personal records of subordinates, should monitor the number of sheets in the folder. They should not be more than 250 pieces. At excess, the second part of the personal file for this or that employee is started.

Journal

Now it is clear how the formation of cases of employees in companies. This is not the end of the process. If the enterprise has decided to maintain this kind of documentation, it must have a special journal of personal files. What it is?

This component is a list of all available dossiers for employees. Here are published the numbers of the initiated cases, personal (personal) data of subordinates, the date of formation of those or other "personal folders".

There is no single sample of the journal. The employer has every right to create such a data archive at his own 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 fields of the magazine in a timely manner. Then you can easily find information for each employee without any problems.

Conclusion

From now on it is clear how the formation of a personal matter is taking place. This is a very simple but confusing process, the procedure for implementation of which is not fixed in the legislation of the Russian Federation. Employers independently establish documents that will be stored in personal files. The form of information representation can also be selected.

It is recommended not to apply original documents to personal files - only copies in a single copy. The dossier of the employees will have to be treated with special attention - the leakage of information entered into this kind of documentation can bring the head of the problem. After all, when collecting data on subordinates, as already mentioned, the employer undertakes to ensure complete confidentiality of information. This rule applies to the time of work, and for the entire period of storage of documentation after the dismissal of the frame. That's all. Basic information regarding the formation of cases of cadres has been studied in full. Features and composition of this process should be known from each company. Some even try not to do it. Registration of cases (personal) is not compulsory, but very useful for the employer.