Forming employees' cases is a process thatis mandatory for almost all companies. According to the rules established in Russia, each employer must have a unique file for each employee. This document is able to characterize a 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? In what cases 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.
Personal dossier of the employee is a kind of document in which all the documentation of the relative specific frame is stored. It consists of a cover and special papers related to a subordinate.
This kind of documentation is being developed from the momentjob placement. And it should lead until the employee is fired. Then the file is transferred to the archive for storage. You can not delete this document for a certain time.
The formation of cases is far from the mostmandatory 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.
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 does not prescribe rules forthis 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:
It is recommended not to be lazy and lead this kind ofdocumentation 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.
It has already been said that the personal files of subordinateseven after the person quit, remain in the company. On their 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 thatobserve the boss. 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 are trying todo not bother too much with collecting 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, the files are createdall sorts rules. Basically, the storage of these documents occurs after sorting in alphabetical order. It is also recommended to create archives by years. This approach will simplify the search for information about employees who have found employment with 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.
The next moment is a matter of access to the studieddocumentation. Often, the dossier of the employees has data intended exclusively for the employer. And they do not need to know the bulk of the workers.
Often, cases are 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' casesconfidentiality. This type of information is not shared with the general public. Upon request, copies 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.
Also it is necessary to remember once and for all - the dossier is notSubordinates are given under no 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 - every employer keeps a dossier for employees for 75 years. This period may be increased in certain circumstances.
Now a little about how exactlysimilar documentation. In fact, 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 files of subordinates. This is the main problem of the entire formation process.
Nevertheless, 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:
The above list is mandatorypaper. 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?
In fact, if one really delves intoall the issues of registration and the formation of personal documentation of employees, you can get confused. Therefore, before you start 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:
And what specific documents can be contained inthe dossier 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.
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 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):
Do not forget that any responsibleThe employer in order to comply with work processes, as well as to ensure their own security is 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 ofcalled a 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 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 accuse of forgery or theft of certain documents.
Forming a personal case is not a processdifficult 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 shouldbe entered into personal affairs. This is not an obligatory component, but it is advisable not to neglect it. Especially when it comes to a truly talented frame. It is allowed to enter information about received awards, titles, diplomas, medals, diplomas.
Documents in a personal file may be different, thisunderstandably. The exact list is set by each enterprise at the discretion of the manager. 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, violation of which is not allowed. Conducting personal affairs is a responsible occupation. It requires special attention.
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 thatin thickness reach 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.
The order of forming cases is simple.It is sufficient to determine which documentation can be stored here. Next, remember the previously mentioned limitations. And then the business is already 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 this or that frame.
Далее на титульном листе (в данном случае на The cover of the folder is written personal information about the frame. Namely - full name. Below is put the mandatory date of commencement of documentation. 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 makes life much easier and removes some of the responsibility of the employer for the safety of information carriers placed in the dossier - what is not listed in the inventory is not stored in a personal file.
After that, the folder contains a variety ofdocuments that are directly related to the subordinate. That is how the composition of the personal business is formed. It is advisable to place copies or originals of the documentation as they were received - first, the application form of the applicant, then a request for employment, an order of the employer for appointment to a particular position, and so on. The case ends with an order of dismissal and a signed act of obtaining a workbook.
That's not all.The process of forming cases is laborious work, although it is relatively simple. There is another small limitation that can bring some inconvenience to the employer. The personnel officer who carries out entering of information in the personal file of subordinates has to watch number of sheets in the folder. They should not be more than 250 pieces. When exceeding, the second part of the personal file for a particular employee is started up.
Now I understand how the formation of casesemployees in companies. The whole process does not end there. If the company has decided to keep this kind of documentation, it must have a special journal of personal files. What it is?
Данная составляющая собой представляет список all available records on workers. Here are published the numbers of the instituted affairs, personal (personal) data of subordinates, the dates of the formation of certain "personal folders".
Единого образца журнала нет.The employer has the full right to create such an archive of data at its discretion. Recently, an extremely common form is an electronic journal. A good idea for those who are not too keen on paperwork. The main thing is to fill in the appropriate log fields in a timely manner. Then you can easily find information for each employee.
It is now clear how the formation takes placepersonal affairs. This is a very simple but confusing process, the procedure for which is not fixed in any way by the legislation of the Russian Federation. Employers independently establish documents that will be stored in personal files. The form of presenting information can also be chosen.
It is recommended not to apply to personal matters.original documents - only copies in a single copy. The staff dossier will have to be treated with special attention - a leak of information included in this kind of documentation may bring on 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 the entire period of storage of documentation after the dismissal of the frame. That's all. Basic information regarding the formation of personnel cases has been studied in full. The features and composition of this process should be learned from each company. Some generally try not to do it. Registration of affairs (personal) - not obligatory, but very useful occupation for the employer.
