Complete your personal business in the employee immediately after the issuance of the order on employment. There is not a standardized format, so you need to develop it themselves. Photocopy of employee's passport, certificate INN, the insurance pension certificate and other documents are available, for example, driving license, medical certificates.
On the first page should be an inventory of all documents available at the time of employment, and which will appear in the process, for example, orders to leave, any of the additional agreement to the labour contract.
In the internal inventory, specify the names of the documents, their numbers, date of making and number of the sheet in the individual case. Signature, name of compiler and date of compilation. To help provide information make an inventory in tabular form.
After all documents are collected, place them in chronological order, then number them, starting with the list (page No. 1). Next, make a cover of the personal file. Be sure to include the name of the organization according to constituent documents, the ordinal number of the personal file, the date of preparation. Express and field below specifying the date of termination of the employment contract. Also after dismissal you will need to specify the number of pages in the job.
Do not forget to specify the title of the case – the surname, name and patronymic of the employee in full. You can also write to the office-employ the employee. After the dismissal of the case is stitched and placed in the archives.
Personal Affairs are kept by the personnel employee or other person performing his duties. Access to data is limited. Once a year employees need to obtain information about the conduct of Affairs; it is better, if after reviewing they will sign.
Advice 2: How to sew contracts
Documentation in some companies is stored for decades. To important papers don't get crushed or lost, they need to be filed into folders from hard cardboard or plastic. To identify each contract let's separate room.
To need the contract was easy to find, get the book keeping. Assign the document number and enter it into this log. In addition to the number, enter the date of the agreement. The journal entry should look like this: 1. contract No. 123ТП from 22.02.2011. In notes you can specify the essence of the contract, when required by the corporate style documentation.
If the company has multiple legal entities, create for each of my book contracts. Use symbols symbols. For example, the agreement of JSC "Masha and bears" record as 123MM. And securities of JSC "Three little pigs" mark 123ТП. Assign rooms in order to avoid confusion.
When the contract has passed all approvals, signed by the CEOs of both sides, stamped, it can be filed in a folder. Choose the folders in hard cover - they will ensure the documents safety. For each legal entity requires its own folder.
Before how to hem a document to a folder, carefully remove the clip holding the leaves. Take the hole punch and punch new holes. Attach the document to a folder, and secure his special antennae. Peel off one contract from another clean A4 sheet.
Filed contract and other method. This will require a transparent file. Every document put in a separate file and secured in a folder.
Do not store in the same folder too many contracts - they can bruise. The folder should be easy to close, the individual sheets should not stick out.
Storage folders with contracts, have a separate shelf in the closet. On the folder write the company a legal entity which owns the documents. This will allow you to quickly find the necessary papers, if necessary.
Folders with contracts of three years ago, there is no need to always keep on hand. Place them in cardboard boxes, signing, the company legal person who has signed the documents. Box send to the warehouse. Choose to store dry place. Humidity is detrimental to the paper.