How to apply for a personal matter for the archive

Personnel files of all resigned and retired employees should send to store in the archive (article 17 of the Federal law No. 125-F3). HR officer is obliged to prepare a folder with documents and to take it to an authorised employee of the archive from hand to hand.

You will need

• folder;
• - folder;
• pencil;
• - inventory;
• - transfer inventory.

Instruction

1. Before putting personal Affairs in the archives thoroughly prepare all available documents that remained in the personnel Department after layoffs. The legislation establishes specific time frames in which you need to have time to transfer employee records to archival storage. They should not exceed 12 months after the established dismissal.
2. Each individual case unfold in reverse chronological order. If you are in employment the first page there was a statement written by the employee on the job, in archival documents the first page is a statement written on the resignation.
3. All the leaves folded in the desired order, insert a folder, number the in order. On a separate sheet make an inventory. Under the serial number make it all the stapled sheets of record.
4. Inventory attach at the top of all pages. If you apply for a personal matter for each employee separately, place it in a cardboard folder, in big block letters write the first letter of the surname of the employee and the year of dismissal.
5. When transferring files to the archive is acceptable to stack several cases of dismissed employees in the same folder, but the number of sheets it should not exceed 250. In one folder put the case of retired employees in whose names begin with the same letter. This design of personal Affairs is most often used in large enterprises, where for one year it takes a large stream of frames.
6. All the prepared cases, make a transfer sheet that has a uniform shape. In the graph number 1, record sequence number of each case, in the column No. 2 is the index of each business item # 3 – name titles of cases No. 4 date number 5 – the number of transmitted sheets for each case separately, No. 6 – retention №7 – add-ons or existing notes.