Registration and storage period of business trip orders

Meaning

The effectiveness of the functionality of an enterprise of any size is determined, among other things, by the state of its office work. It is impossible to work where there is no order. In order to introduce the numbering of orders, their indexing and to implement a systematic policy of consistent paperwork, there is an order on the numbering of orders. Employees responsible for personnel records management in the company carry out:

• filling out work books;
• formation of personal files, as well as job descriptions;
• drawing up orders for personnel;
• control over the formation of staffing and compliance with the vacation schedule;
• storage of documentation, if necessary - delivery of it to archives;
• if necessary, make changes to existing papers.

Why are orders numbered in personnel records?

Personnel records management is a set of documents in the form of orders, statements, additional explanations, which must be organized according to a specific system established in the organization to facilitate work with documentation.

What is the meaning of order numbering, its basic principles

In organizations with a small number of personnel, keeping track of orders by numbering is not so difficult, but when the number of employees reaches one hundred people or more, this places an additional burden on the personnel employee and allows:

• Systematize accounting
• Conduct analysis of related documents
• Makes it easier to find an order
• Organize storage

Different categories of personnel documents have different retention periods:

• Orders issued before 2003 must be stored for 75 years
• Field 2003 50 years

Each enterprise determines the order in which orders are numbered independently. However, there are generally accepted norms that are usually followed.

As a rule, the order number is presented in the form of numbers - the serial number of the order and a letter code - an index indicating the type of document and (or) its shelf life. The index is added to numbers using a slash, hyphen or other symbol.

Examples of indexes include:

• “ls” - orders for personnel;
• “p” - about hiring;
• “y” - about termination of the employment contract;
• “k” - about the appointment of a business trip, etc.

Important! From the beginning of the year, numbering must begin all over again, from one. The exception is educational institutions; their start date is September 1st.

The procedure for registering orders and its necessity

The process of registering orders, as well as numbering, allows you to systematize documents in a certain order. The registration log must be kept separately for personnel and for the activities of the organization as a whole, since they have different shelf life, as well as numbering.

The personnel journal consists of the following subsections:

• order number (with index);
• date of its preparation;
• FULL NAME. the employee for whom it was created;
• the structural unit where he works;
• job title;
• Personnel Number;
• number and date of the employment contract;
• the essence of the order is brief;
• a receipt for familiarizing yourself with the order or receiving a copy of it

The journal for accounting of main activities includes the date of compilation, as well as the responsible persons with signature, that is, it is shorter and more concise.

Important! If there is a need to make changes to the order, you will have to issue a new one with additions and changes and indicating the reasons; it is registered according to generally established rules in the organization.

What to do if there is an error in the order

Inclusion in an already existing order is not prohibited by law, but a certain list of conditions of compelling necessity for this is provided. Amendments to the order are required when circumstances arise that make the administrative document or its individual paragraph factually or legally inaccurate.

The most common circumstances include:

• When local and regulatory acts of the organization itself change
• If necessary, make adjustments to the personal data of the employee for whom the order was issued

Important! It is prohibited to make changes to an already existing order.

To correct it, publish a new one, indicating in it:

• Reasons for changes.
• Reason for making changes.
• Indicating actions to officials or a structural unit of the company that they must perform in connection with a change in the order.
• A link to the amended order or position in it, its date, number and name.
• Indication of the employee who is entrusted with control over the execution of the document.

When completing a large number of corrections, it is better to collect them in an appendix, which will be reflected in the new order.

The execution of an order to amend a previously issued order is issued in paper form. Desirable details include:

• Company name;
• Name and date of the document;
• Registration number;
• Place of drawing up the order;
• Document text;
• Signatures of responsible persons;
• Mark about the performer;
• Visas for order approval (if necessary).

Sample order on numbering in personnel records management

LIMITED LIABILITY COMPANY "TOPOLYOK"

TIN 920897654, checkpoint 920101001, Moscow, st. Sevastopolskaya, 1

ORDER No. 1

Moscow 06/13/2018

I ORDER:

• Introduce, starting from 2021, alphanumeric indexing of administrative documents for the personnel of TOPOLYOK LLC using the following registration letter indices: orders for hiring an employee - P (reception); 2. orders to terminate an employment contract with an employee - U (dismissal);3. orders to transfer an employee to another job - PR (transfer of an employee);4. orders for granting leave to an employee - O (vacation);5. orders on violation of labor and production discipline - N;6. the remaining orders are K (cadres).
• Control over the implementation of this order is assigned to the head of the personnel department, O.N. Petrova.

General Director O.R. Veselkin

The following have been familiarized with the order:

Head of HR Department

TOPOLYOK LLC

06/14/2018 Petrova O.N.

Answers to common questions

1.Question No. 1:

Is it necessary to keep records of orders in an organization?

Answer:

The procedure for recording orders in an organization is not established by law, but based on practice, it is much easier when all documents are in chronological order, under their own numbering and designated by their letter.

Thus, orders for personnel with the designation LS lie in their own folder, and for vacations in another, for business trips in a third, and if the need arises to find the right one, there is no need to leaf through each folder, as if they were stored in one and numbered all in a row.

This type of HR management is very convenient and allows you to save a lot of time, both for the HR employee and for the inspection commission.

2.Question No. 2:

What are the rules for numbering?

Answer:

It is considered an unspoken rule that with the onset of the new year, that is, from January 1 every year, a new countdown in the numbering of orders begins, except for educational and municipal institutions, their registration changes from September 1.

To save time in future searches, think over your numbering; it is better to add a letter designation to it, as well as the year of publication. Keep accounting journals for each type of order; this will also help in processing information in large organizations.

In large enterprises, it is worth installing more expanded order numbering for a clearer search. If your organization has branches and structural divisions, it is worth establishing a single numbering that everyone will use; it will be convenient and understandable.

Thus, at the beginning of each year, it is worth discussing whether the director and personnel officer are satisfied with the existing numbering or whether any amendments should be made. Subsequently, when the need arises to divide and increase orders, adjustments can be made.

Source: https://zen.yandex.ru/media/id/5b017ea555876b749b0f191f/5bbc515e44c10400ae66ea0f

Types of orders

Numbering of documents of this type is necessary for quick orientation in the company's papers. Inspection organizations are usually interested in the state of affairs with the numbering of orders, their presence in their places and other fundamentally important aspects of office work.

Orders are divided into different types. In particular:

• By personnel. For long-term - until 2003 - 75 years, for short-term - 5 years. Short-term orders include orders on reprimands, vacations, business trips, etc. And the long-term group of orders includes papers on hiring, dismissal, change of name and other personal data.
• By main activity. All other orders that do not fit into the personnel orders can be placed in this group.

Regulatory regulation

Each organization issues and signs various documents in the course of its activities. Not provided for by law

general document flow system within the enterprise, as well as the numbering procedure.

Only in certain government bodies is such activity regulated by orders of higher departments in relation to specific services. These include: Federal Tax Service, Federal Treasury, Federal Service for Labor and Employment and other government agencies.

Non-state enterprises independently develop rules for document management within their enterprise, which are fixed by order. But these rules should not contradict the Federal Law “On Archival Affairs” dated October 22, 2004 No. 125-FZ, as well as the Decree of the State Standard of the Russian Federation “On the adoption and implementation of the State Standard of the Russian Federation” dated August 3, 2003 No. 65-FZ and the Order of the Ministry of Culture of the Russian Federation “ On approval of the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods" dated 08/25/2010 No. 558.

Thus, the procedure for document management at the enterprise is established by the organization itself and is fixed in official documents. The procedure for assigning a registration number is selected based on the size of the organization and the number of its employees, as well as from the document flow of the enterprise as a whole.

This procedure is necessary both for the convenience of using the documentation of the organization itself, and for monitoring by third-party services.

Is it possible to indicate the registration number of an order through a fraction, if you need to retroactively insert an order between already registered orders, for example: order dated 03/03/2012 No. 1, the next one 05/05/2012 No. 2, and between them you need to insert an order dated 03/04/2012 No. 1/ 1?

Specifics

The order on the numbering of orders is intended not only to document that the organization is starting to number written orders of the manager or persons with appropriate authority. The document is intended to fix the system of letter indexes. Each of the indexes has its own decoding, for example:

• “p” - the employee is hired;
• “y” - dismissal occurs;
• “ls” - orders for personnel;
• “k” - business trips, and separately “vk” - business trips within the organization and “zk” - foreign business trips;
• “from” - the employee goes on vacation.

Indices are adopted by each organization separately, depending on its specifics and size. Small companies may limit themselves to two or three indices. Large companies are moving to a new “level” of numbering, since it is more convenient to conduct office work.

In short, even if the organization has already adopted rules for registering orders, a separate order dedicated to the numbering of orders will not be superfluous.

We seal documents

Since the current legislation does not contain rules requiring the maintenance of a log of travel orders, there are no rules regulating its registration and storage.

However, these requirements can be enshrined in the employer’s internal documents by analogy established for the preparation of typical documents.

Thus, the law requires mandatory sealing of the accounting book and the movement of work books with a seal or wax seal (clause 41 of the rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).

In this case, the seals to be installed must comply with GOST 31282-2004.

Accordingly, the employer, at his discretion, can establish a mandatory requirement for the business trip log book to be sealed, since it, like the work record book, is a personnel document.

Elements of the order on the numbering of orders

The paper is drawn up in free form, but the attached sample contains:

• Company name and details. Ideally, the order is printed on the organization’s letterhead.
• Name and number of the order. By default, this order is signed with the first number, since papers before it are not numbered.
• Place of signing.
• Date of preparation.

All this is necessary information for all documents of this type. After the introductory part comes the main part of the order on the numbering of orders. It contains data about:

• The period from which orders are numbered. This may simply be the year the numbering began.
• Listing of accepted letter indices. The list would be quite appropriate.

• The one who is entrusted with control over the execution of the signed order. This could be the manager himself, his deputy or an individual employee. The responsible person will be responsible for compliance with the accepted numbering of orders.

The order is completed by the signatures of the head of the organization and the employee responsible for implementing the order.

Nuances

It happens that for orders on core activities, the company’s personnel department leaves only a digital code. This numbering system is also one of the acceptable options. Letter indexing in orders will immediately follow the number through a vertical bar or hyphen. Such procedures are accepted in the preparation of official documentation.

The procedure for maintaining orders in a company must be prescribed in the adopted regulations on personnel records management. Otherwise, the decisions made will be legally incorrect.

What is it: concept and essence

Numbering represents the assignment of a serial number to a document

.

The number is assigned on the day of signing outgoing correspondence and on the day of receiving incoming correspondence.

Attribution is a sign that it has legal force. The process of numbering means its registration in the general document flow system of the enterprise. It is no longer possible to remove or get rid of such a document.

Numbering serves the main purposes

:

• systematization of documents at the enterprise;
• convenient search;
• implementation of control actions over signed documentation.

Deadlines

The frequency of issuing such an order is once a year. Each subsequent business year is a reason for a new signing. Thus, orders from different years have less chance of ending up in one folder. Transferring papers to the archive becomes a more streamlined process. Therefore, most heads of organizations prefer to sign an order on the numbering of orders at the beginning of the new year, in January. The only exceptions will be organizations in the sphere of education and culture. Their year begins on September 1, and it is advisable to count written orders from this date.

Possible mistakes

Most often, factual errors are made in orders: the location and local acts of the company have changed, a reference to the adjusted laws is required, etc. Simply reprinting the order will be incorrect in such cases.

In order to legally formalize amendments that arise over time, it is necessary to create a separate appendix to the order on the numbering of orders. It indicates the goals, reasons, and specific places of adjustment in the paper. The law does not limit the number of such applications. However, if there is a large volume of documentation, it is worth considering the issue of signing a new order, making all the necessary amendments.