KDP - what is it? Doing the KDP - what is it?

The importance of well-written personnel documentation is difficult to overestimate. Personnel documents - this is the fixing on the paper of significant legal facts. And any mistake of the personnel officer will entail negative consequences for both the wage worker and the employer, so it is so important to adhere to the rules of the KDP in personnel.

What is HR records management?

KDP - what is it? This is an area of activity that documents all labor relations and records information about the staffing and staff movement, as a result of which all personnel procedures are documented.

What is KDP from a legal point of view? All personnel documents have legal (or commercial) value. Using them as written evidence, you can defend your position in court. So, for example, the staffing table, personnel orders and payroll statements can serve as a basis for obtaining or confirming tax and profit benefits.

KDP - what is it and what is it for? Most of the correctly issued personnel documents contain extremely important information. It is on the basis of this documentation that it is possible to confirm certain rights of the employee, for example, when applying for early retirement due to work in harmful or hazardous industries.

KDP - what is this for the social sphere? Documentary recording of labor relations plays a significant role in providing pension, social and other guarantees that are provided to employees in accordance with the current legislation. All normative and legislative acts concerning the norms of labor law are necessary for the qualitative work of any human resources specialist.

KDP - what is it and what is it?

The registration of work books and contracts is, of course, a very important part of the work of any employee of the personnel service, however, personnel records management is not limited to just these moments. All the documents that must be at the personnel officer at hand, can be divided into two main blocks.

The first group includes both legislative and by-laws, explaining the norms of labor protection and labor law. All documents of this nature are required for execution.

The second group is documentation of recommendatory nature: methodological recommendations on personnel record keeping and management work.

It is important for a staff member to know which of the documents are mandatory for execution at a particular enterprise, and which ones are effective only under certain circumstances. This will avoid negative experience when dealing with staff inspectors.

When creating personnel records, the following rules should be followed:

• Internal documents (their appearance, development and approval procedure) can be convenient and understandable specifically for a given enterprise or organization;

• External documentation is drawn up according to generally accepted rules, so that these documents have legal force;

• Storage of personnel documentation is carried out taking into account the rules and requirements of the archival service.

Drawing up of instructions on personnel record keeping

The KDP instruction - what is it? In fact, this is a detailed guide to the organization of the department or personnel service and the management of cases in them. The head of the organization appoints the person responsible for the development of this document. As a rule, the head of the personnel department, the lawyer or the chief accountant is engaged in this. Also the instruction on KDP can be made also by the head of the organization (this is often practiced in small companies). When the instruction is ready, it must be approved by the order of the director or the manager, and also bears the signatures of all the officials concerned. All employees get acquainted with the instruction under the personal signature.

The main issues governed by this document are:

• List of mandatory personnel documents of the organization;
• The procedure for preparing documents that regulate labor relations;
• Rules of registration of the personnel documentation;
• The order of document circulation in the personnel service;
• Control over the implementation of documents;
• Procedure for transferring cases from the OK to the archive.

Organization of the KDP

Based on normative and legal acts, methodological recommendations, we can draw up the following scheme for organizing the entire personnel records management of the company:

1. Develop documents that are mandatory for the company (regulations, instructions, internal regulations, regulations on fire safety and fire safety).

2. Correct the staffing table. As a rule, the organization already has an established staffing table and employees who perform certain duties, but not always work record books and employment records are properly designed. You can check the staffing table by requesting information about the wages of employees and the names of their posts in the accounting department. The staff numbers of employees can be found there. Also it is necessary to check the correctness of registration of the personal files of the company's employees and to find out what documents are missing.

3. Verify that the information is consistent with the staffing table and in the employment contracts.

4. Check that the orders are OK. All personnel operations (hiring, moving to another position, raising the salary) must be recorded in the documents of the corresponding sample. They must have the signature of both the head of the organization and the employee. All the shortcomings should be corrected.

5. Check whether the work books are filled correctly.

6. To issue personal files of employees, if they were not conducted earlier.

7. To issue the necessary books and journals of accounting.

8. Make a schedule of holidays.

9. Group personnel matters.

10. To issue the nomenclature of cases.

Audit of the KDP

Audit of personnel is a comprehensive analysis of all personnel documents, verification of its compliance with the requirements of existing legislation, local acts and protocols. The correct organization of personnel records management is an urgent matter, the ignoring of which may entail certain risks.

In the process of personnel audit, not only the correctness of the documentation is checked, but also its compliance with applicable laws. Audit of personnel documents is an effective tool for solving problems arising in the financial and economic activities of the company.

Typical errors in the design of the KDP

The audit of the personnel documentation makes it possible to identify a number of basic mistakes having repeated repetition in various companies and organizations. In small institutions, there are numerous local protocols that, in fact, simply duplicate one another, or, even worse, contradict each other. All personnel workflow must be unified and minimized.

Also common mistakes are:

• Lack of approved information on the working and rest modes in the institution or its inconsistency with the data prescribed in the employment contract;
• Absence of the procedure for calculating and paying salaries;
• Errors in the staffing table;
• Absence of tariffication of labor payment;
• Violation of the rights of employees in setting rules for working with personal information and personal data;
• Incorrectly drafted employment contract.

This is not the whole list. To avoid mistakes in personnel records, it is necessary to strictly follow the regulations, legislative acts and methodological recommendations.