Advice 1: How to make the case when submission to the archive

In accordance with article 17 of the Federal law 125-F3, the case of dismissed employees to be transferred to the archive. Before the surrender documents must be filed, numbered, to produce inventory and make the cover. It must be done by an authorized employee of the personnel Department.
How to make the case when submission to the archive
You will need
  • folder;
  • - all documents;
  • pencil;
  • - inventory;
  • the acceptance inventory.
Instruction
1
To refer the case to resigned employee in the archives put the documents in reverse chronological order. This means that employment you were a private matter, the first sheet of which was the statement of work. The submission of the case to the archive the first sheet is a statement about the dismissal.
2
Hemming a private matter of the employee, at the same time make an inventory of filed documents. In a personal matter for transfer to the archive file all the documents: resume, copies of education certificates, copies of orders on hiring, dismissal and other orders that were published in the working process of the employee. It can be orders to increase or decrease of the salary, on transfer, on the execution of additional duties etc. and attach all certificates which have ever presented to the employee in your organization, a copy of the labour contract, additional agreements, regulations relating to the work of the employee.
3
Hem the thing in a folder folder, number all the leaves in the upper right corner. This should be done in pencil. Top hem the inventory, sign the folder, put the code letter in the initial letter of the surname of the employee, as well as on the cover of the folder in large figures the year of dismissal from your company.
4
The accounting year of layoffs you can be one employee or several, resigned in one year. If you need accounting for several employees, you put all your personal Affairs in the same shared folder and sign the year of the dismissal on the cover. In the same folder can store up to 250 sheets. Every complex case match not only for the year of dismissal, but in alphabetical order of surnames.
5
When transferring all files to an archive, make a routine inventory. In the first column indicate the ordinal numbers of the cases, the second indexes of all cases by item. The third column is filled according to the name of headers, a fourth date, the fifth – the number of sheets, the sixth – in terms of storage, the seventh Earl you can fill out, if you have notes or additions.
Note
Employee records stored in the archives for 75 years from the date of receipt. If necessary, they are issued certificates for registration of the pension confirmation of seniority or other information, but only personally retired employee or by court order.

Advice 2: 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.
How to apply for a personal matter for the archive
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.
Note
Time archival storage of records is 75 years.

Advice 3: How to decorate the cover of the case

According to the current legislation of the Russian Federation, private business got to all workers. This requirement is mandatory only for public servants. However, in many commercial organizations there is a similar practice, particularly in relation to those employees who hold positions of responsibility.
How to decorate the cover of the case
Instruction
1
Private matter of the employee is a folder with all necessary documents (application for employment, application form or personal form of accounting personnel, curriculum vitae or resume, a copy of the order on employment, orders, incentives and punishments, etc.). Therefore to generate it remove all the necessary copies and take the originals to the employee.
2
The cover of the personal file should be prepared in the form prescribed by GOST 17914-72. It is true that currently (especially in commercial organizations) this was not always adhered to. But in order to avoid misunderstandings and problems with the regulatory authorities, must ensure that the cover of the personal file contained the required minimum information.
3
At the top right of the cover page, specify the serial number of the case (usually a personnel number). Under this room is a private matter is recorded in the "Book (magazine) of the account of private Affairs". This book should contain the following information: sequence number, surname, name, patronymic of the employee, the date that the statement of the case on the account and date of withdrawal of the case from the register.
4
In some organizations, in addition to the serial (service) number in the upper right corner of the cover still fill the column: "Foundation no.____ and Inventory No.____".
5
In the middle of the cover, write the full name of the organization. For example, "limited liability company "Vostok". Under it the abbreviated name of the organization: "OOO "Vostok", and below is the name of structural division where the employee works. For example: "the supply Department". These data indicated: "Personal number ..." in accordance with a service room referred to in the upper right part. Immediately following this, write the surname, name and patronymic of the employee in the nominative case.
6
In the lower right corner of the cover of the personal file should be such records:
- "Start date";
- "End date";
- "_____ Sheets";
- "Keep _______".
Note
The retention period of the case is determined in each case by the current legislation of the Russian Federation.

Advice 4: How to draw up documents for delivery to the archive

The paperwork for delivery to the archive is carried out after the end of the year. Therefore, prepare documents for storage in connection with the established rules. Depending on the storage time, as well as the value of the documents of the case issued in full or in a simplified system.
clearance of documents
Instruction
1
Make a range of cases for documents temporary storage (up to 10 years). Check the correctness of the case (if there are any documents with a permanent retention period). Business leave on the folders, they need to be systematized nomenclature of Affairs and to number them is not required. In the files of the case shall be at the range of.
2
For cases of long-term storage (over 10 years)is:
1. Back cover case ( solid filed in a folder or cover of durable thread four puncture or can be twisted).
2. Numbering of pages (black lead pencil in the upper right corner, not touching the text of the document).
3. Compilation of page of labels (indicate how many sheets hemmed, if there's any damage, sign and put date).
4. Drafting internal documents inventory (for businesses with highly valuable documents, personal, forensic and investigative Affairs, etc.). At the end of the inventory, indicate the number of documents in the case and the number of sheets of inventory.
5. The execution of all details of the cover of the case (name of institution, structural subdivisions, office index of deeds, the title of the case, the retention period of the case.
3
For documents of permanent or long term storage, make an inventory. It should include individual case number, as well as reveal the title of the case, its content and composition. The inventory also must specify the retention period of the case. Specify the number of cases and the number of the first and last things and sign and date. For business personnel, a separate inventory.
4
Hand the prepared case to the archive. Worker of archive in your presence check of the item or inventory number of cases, will make the inscription page, write down the number of missing cases put a date of acceptance-transfer of Affairs. The inventory shall be endorsed by signatures of the persons who carried out the handover of cases.

Advice 5: What are the duties of inspector of Department personnel

Inspector of the personnel Department (Manager HR administration) refers to the service personnel. He had important work documents that requires practical skills and excellent knowledge of employment legislation. Over recent decades there has been a clear distinction between the functions of the inspector of the personnel Department and other professionals of service of staff.
Inspector of the personnel Department - 100% of the beneficial profession!
The primary duty of the inspector of the personnel Department - work with documents. There was a time when he was engaged in document management, records management, interviewed when applying for a job, perform the functions of Supervisory authority for the protection of labour, the company solved management issues with the heads of departments.

When there was a distribution of roles among all employees service personnel job descriptions had been prescribed the duties, rights and responsibilities of inspector personnel.

A thorough approach to the design documents and validation of their filling - that is what distinguishes an experienced professional HR administration.


Three "whales" of personnel work



Knowledge such inspector of the personnel Department simply can not do:

1. The labour code and its latest changes (amendments).
2. Rules of conducting and storage of work record cards, manufacturing of forms of employment record and provide their employers.
3. The program "1C: Salary and personnel Management (public institutions working on the platform "1C: Salary and Personnel").

Accordingly, these three parameters it is necessary to know perfectly.


What skills should an inspector of the personnel Department?



1. To form individual files for each employee.
2. To issue orders on employment, transfer, dismissal.
3. Filling, maintain records and keep employment records in accordance with the labor laws.
4. Keep a record of the provision of regular holiday in the enterprise.
5. To monitor compliance with vacation schedule.
6. To issue orders for the grant of leave without pay.
7. Reporting on the quantitative and qualitative composition of employees.
8. To prepare all necessary documents for registration of employees into retirement.
9. Daily enter relevant data in the register of working time.
10. To fill sick leave.
11. To analyze the reasons for the dismissal of employees.
12. Prepare documents for submission to the archive for storage.
13. To exercise control over the observance of labour discipline on manufacture, etc. etc.

This list can be continued indefinitely. It all depends on the internal standards of the company and its personnel policy.


Qualities that should be possessed by the inspector of the personnel Department



The specificity of the work of the inspector of the personnel Department is the proper paperwork and properly stored. Therefore, the inspector of the personnel Department should be attentive, responsible, diligent. But it's not just paperwork.

Inspector of the personnel Department should be able to comply with the formalities. But every paper does not forget about employees.

Always be pleasant with your colleagues!
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