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 hem your documents
In the course of their activities account to the employee or the entrepreneur has to process many documents. The document flow increases in direct proportion to the success of business development. Many works are widely known, but the beginners all the technology, hardly anyone will tell. From this tutorial you will learn how to hem your documentsso they are not confused and not lost.
Use transparent files are not very. It is better to filed documents, using a hole punch. Of course, transparent files are useful for storing documents that girocolli not: the documentsthat made on forms Gosznak, the documents with holograms and other securities, protected from forgery. For the rest of the documents to use the files is impractical.
To girocolli precisely, you can use the binder, leveling every next paper on the previous one. In the same folder as the documents are aligned, however, if you need to move a document to another folder, it is likely that he will act outside of the pack.
The best way of filing documents is to use a hole punch with stop. Then each document holes will be located on one and the same place. Documents, bound in this manner will have the most clean look and extra holes in them do not have.
When the binder in addition to the location of the holes should also correctly Orient the paper. For documents that are placed across the sheet is allowed to rotate 90 ° counterclockwise.
For compound documents quite often use brackets staples or paperclips. The truth is, they have a drawback: fastened with staples or staples the stack of documents in the attachment points is convex, which complicates paperwork. To connect the sheets of a multisheet document better a drop of PVA glue. In most cases it takes less time, and the bundle of documents is not thickening.
If the document size is smaller than the standard sheet, it must first be pasted on a standard sheet, after which it can be laced with other documents.
Advice 3: 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.
Advice 4: 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;
- - inventory;
- - transfer inventory.
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.
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.
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.
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.
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.
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.
Time archival storage of records is 75 years.