The legislation of the Russian Federation does not oblige individual entrepreneurs and organizations to open personal files for their employees. This is neither an obligation nor a recommendation. Only for civil servants, when they are hired, are personal files unconditionally drawn up, since this is required by law. Nevertheless, when employing citizens as individual entrepreneurs, organizations, as a rule, also open a personal file for them.
It should be noted that organizations have the right to register a file both for each employee and selectively, only for certain categories. Most often, regardless of what vacancy or position the applicant is employed for (a specialist, a boss, his deputy, etc.), the personnel department opens a personal file for him and maintains it as long as the employee is registered and works in the organization.
The concept of “forming a personal file of an employee” is quite transparent and implies, first of all, the collection of all documentation that relates to the person hired. This issue is usually dealt with by an authorized employee of the personnel department.
Personal affairs are usually recorded in a journal, the template of which you can compile yourself. The actual registration and formation of a personal file is carried out simultaneously and chronologically in the following way:
- Attached to the case are documents that are drawn up and accepted upon employment. But several copies of one document are not stored in one personal file.
- The title and other positions are filled in, then the corresponding serial number is assigned to the case.
- A list and an internal inventory of the attached documents are drawn up.
Properly generated personal files of employees are stored autonomously, separately from other documents. If necessary, entries are made in them, changes are made, the composition of the attached documents is double-checked, and some of them are removed as unnecessary.
During the entire period of an employee’s working life, various additional documents may be attached to his personal file. For example, orders from the employer to reward, apply or remove a disciplinary sanction. This also includes additional agreements, existing employee statements, results of medical examinations, completed certification and other documents.
All documentation that is filed with the case can be divided into three groups. The first includes those that are compiled during employment, the second includes those that are directly related to the labor process itself. The third group includes documents that are drawn up upon the dismissal of an employee.
Normative base
First of all, a local regulatory act (regulations or instructions for maintaining personal records) should be developed, which prescribes the rules and requirements for the design, content, maintenance, storage of personal files, etc.
When compiling an employee’s personal file, the requirements for its registration are regulated by the following regulations:
- Labor Code of the Russian Federation (Chapter 14).
- Federal Law of July 27, 2006 No. 152 “On Personal Data”.
- Federal Law of October 22, 2004 No. 125 “On archiving in the Russian Federation.”
- “Basic rules for the work of archives of organizations”, approved by the decision of the Board of Rosarkhiv dated 02/06/2002.
- GOST R 6.30-2003, adopted by Decree of the State Standard of the Russian Federation dated 03.03.2003 No. 65-st (from 01.07.2018 ceases to be valid due to the introduction of the National Standard of the Russian Federation GOST R 7.0.97-2016, approved by Order of Rosstandart dated 25.05.2017 No. 435 -st).
- Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558 “On approval of the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods.”
You can also refer to the regulatory documents regulating personnel work in this area in government agencies, which can help in the development of LNA:
- Federal Law No. 79 dated July 27, 2004;
- Federal Law of March 2, 2007 No. 25;
- Decree of the President of the Russian Federation dated June 1, 1998 No. 640;
- Decree of the President of the Russian Federation dated May 30, 2005 No. 609.
Rules for maintaining and registration
In budgetary and commercial organizations, personal files can be kept for all employees or selectively. For example, only for managers or for management and financially responsible persons, etc.
The registration, management and storage of files are usually carried out by personnel services. This responsibility is assigned to them by order of the manager. How to properly prepare an employee’s personal file (sample) can be seen below.
A list of persons who are allowed access to personal files must be approved: to familiarize themselves with materials and receive them for temporary use to perform certain work.
According to the definition of GOST R 7.0.8-2013, “A file is a document or a set of documents related to one issue or area of activity, placed in a separate cover.” Accordingly, the registration of an employee’s personal file, a sample according to GOST, is, relatively speaking, a folder in which papers containing information about the employee, his work activity and length of service are filed.
The formation of a case begins from the moment an employee is hired. It is kept in a single copy. A separate folder is created for each employee. Information within the file is placed in chronological order. If copies of personal documents of employees are kept in the file, they must be properly certified. As a rule, all materials related to the employee’s work activities are attached to the personal file. They can be roughly divided into three groups. Documents related to:
- registration for work (consent to the processing of personal data, questionnaire, copies of educational documents, various certificates, employment contract, employment order, liability agreements, non-disclosure of confidential information, etc.);
- the labor process itself (additional agreements to the employment contract; orders on transfers, incentives, imposition of disciplinary sanctions, assignment of categories; certificates (conclusions) of periodic medical examinations (examinations); certification sheets; notifications; copies of documentation on advanced training, etc. );
- dismissal (resignation letter; dismissal order).
Conducting a case involves: entering into accounting documents records of all changes in biographical data and work activity, attaching incoming materials and their withdrawal, issuing information and certifying copies, filling out an internal inventory, periodically checking the state of affairs, closing and transferring to the archive, etc. d.
Personal files are subject to accounting and are registered in the appropriate journal. You can develop its shape yourself. Most often, case numbers, dates of their establishment, headings, and closing dates are entered in the columns.
Registration of personal files of employees in preschool educational institutions
The document is generated when an employee is hired. Experts will tell you which documents can be stored in it and which cannot.
Download documents on the topic
How to register an employee’s personal file
Having an accessible and organized source of information about each working specialist at hand is very convenient. In state and municipal service, as well as in relation to military personnel, it is necessary to maintain the employee’s personal file. Other employers have the right to refuse this optional but practical form of systematization of all data about each employee.
To create an employee's personal file, first determine which documents are allowed to be stored in the folder and which are strictly prohibited.
After hiring a new specialist, create a separate folder where you include the appropriate range of documents. As you work, simply add new documents to the folder that are directly related to the employee’s work.
Place all documents in a certain sequence. In general, keep all folders in the personnel department.
Rules for civil servants
What to include in an employee’s personal file, what documents should be in it, is not defined by law. An exception is made only for government employees.
Cases are opened against them without fail, including in folders the relevant documents, personal data, and a number of other information about entry into the civil service, its completion, and termination.
This is necessary to ensure the activities of the government agency, taking into account Part 3 of Art. 42 of the Law on Civil Service.
Rules for commercial organizations
In commercial sector organizations, the procedure for conducting office work, designing and storing folders for employees’ personal files is determined by local regulations.
What should be in the folder
- internal inventory of all case documents;
- personal sheet for personnel records;
- questionnaire;
- addition to the personal sheet for maintaining personnel records;
- employee's autobiography;
- completed application for employment;
- employee job description;
- characteristics obtained and letters of recommendation provided;
- personal statements submitted by the employee;
- an employment contract (EA) and executed additional agreements to it;
- copies of all personnel orders in relation to a specific specialist;
- certification sheets;
- results of completed medical examinations;
- reviews of officials about the specialist;
- document certifying the case.
During the entire period of the employee’s work, the personnel officer must update the folder with new documents that are directly related to the employee’s work. The last document in the folder will be a copy of the dismissal order.
How to file an employee’s personal file: sample
Download a set of documents for registration
Accountant V.N. was appointed responsible for maintaining personnel records in the organization. Zaitseva. She filled out the personal file of the employee - chief accountant A.S. Glebova.
Cover page of the employee's personal file (sample)
View sample
The document included an internal inventory, an employee’s questionnaire, a personal sheet for personnel records, an addition to it, and a certification sheet.
What documents should not be placed in employee personal file folders?
Do not store documents in the folder that are not directly related to the employee’s work.
When conducting business, comply with the requirements for the protection of personal data. It is not safe to place copies of personal documents required for employment in the employee’s personal file (sample). When conducting an inspection, Roskomnadzor may regard this as a violation of the rules for processing and storing personal data. Read more: Roskomnadzor inspections in 2021
Collect and process personal data in accordance with established rules. For example, when applying for a job, you only have the right to ask the applicant to show his passport, military ID, diploma, and so on to the personnel service.
Based on them, enter all the information into the card, after which return the original documents to the applicant.
Such rules are established by Article 65 of the Labor Code of the Russian Federation (resolution of the Fifteenth Arbitration Court of Appeal dated March 14, 2014 No. A53-12557/2013).
Exceptions are established for the state and municipal sectors. The folders include a number of documents, including photocopies of passports. Reason: Regulations approved by Presidential Decree of May 30, 2005 No. 609.
If you decide to store photocopies of documents in employee file folders, obtain their consent not only for processing, but also for storing copies of the relevant documents.
The consent must indicate the specific purpose for storing photocopies of documents. The HR officer should check the regulatory justification for storing such photocopies.
Judicial practice shows that it is impossible to store copies of personal documents of employees unless there are sufficient grounds for this.
★ Consent to the processing of personal data: download
Attention!
Consider what should be in the employee's personal file. If photocopies are kept in a folder without a reason, purpose or consent obtained, the organization may be fined a large amount upon inspection. Reason: Article 13.11 of the Administrative Code. These copies will be required to be destroyed immediately.
If upon review it is determined that copies are still on file, they must be destroyed within 30 days after the purpose of processing has been achieved. For example, the folder contains a child’s birth certificate, and the benefit has already been paid. The procedure for destroying such documents is not established by law. The employer has the right to determine it independently.
Registration of an employee’s personal file: sample according to GOST. Internal inventory of documents
When you design a folder, immediately make an internal inventory of it. Do this rationally when hiring an employee. File all the cases and describe them.
Add an inventory as new documents arrive in the folder until the employee leaves. If the files were filed without an inventory, make one and stick it on the inside of the cover. This procedure is specified in clause 4.30 of the Rules, approved by order of the Ministry of Culture dated March 31, 2015 under No. 526.
The procedure for maintaining personal files of employees is established by Appendix No. 27 to the Rules, approved by order of the Ministry of Culture dated March 31, 2015 No. 526.
The internal inventory is signed by the employee who is appointed responsible for its preparation. Before submitting the file to the archive, indicate the number of documents in the file and the number of inventory sheets.
Enter the final entry on the inside of the inventory. Such rules are established by the specified Appendix.
Sample internal inventory
See the example and use it in your work
★ An expert from the magazine “Personnel Business” will tell you how to correctly draw up and use a personal file inventory in your work. From the article you will learn whether all documents need to be entered into a personal file and how to enter information into an already generated inventory.
How to prepare documents when maintaining personal files of employees
Follow simple rules to keep your papers organized.
Rule 1
. Arrange documents in your file as they become available in chronological order.
Rule 2
. The folder should contain no more than 250 sheets. If there are more of them, it is necessary to prepare the second volume taking into account clause 4.20 of the Rules, approved by order of the Ministry of Culture dated March 31, 2015 under No. 526.
Rule 3
. Number all sheets of your personal file in Arabic numerals using a simple graphite pencil or numberer. Please note that ink and colored pencils cannot be used.
Rule 4
. Place numbering on each sheet. There is no need to number all pages. Number the internal inventory separately from the documents stored in the folder.
Where and how long to store folders for employee personal files
Keep folders in the HR department for all employees who currently continue to work in the organization.
Transfer to the archive all the files of those who have already left the company. To make the transfer, sew the employee’s personal file with four punctures, placing it in a hard cover, or bind it.
Everything needs to be done so that each sheet can be easily read, and if necessary, view the relevant details. Remove staples from all documents before filing or binding. At the beginning, file the form with the internal inventory, and at the end, place the certification sheet.
Certification sheet for the case
View and use
On the cover, write down the date when you finished teaching it. Indicate the number of sheets, take into account all sheets without exception, including the inventory and the certification sheet. Put the expiration date on the cover.
Shelf life
Keep files that were completed before January 1, 2003 for 75 years.
Keep files that were completed after January 1, 2003 for 50 years.
Maintain personal files of managers at all times.
Keep for at least 75 years the folders that were created during the period of civil service that is not the state civil service. They must be stored regardless of the date of creation.
★ An HR System expert will tell you how to create and store an employee’s personal file. The article presents the procedure for maintaining and storing files, and provides answers to the most common questions asked by personnel officers.
How much to store and where
In the HR department, employee files are kept throughout the entire period of their work in the organization. For these purposes, a special place is equipped to prevent access to them by third parties, as well as the possibility of their theft or loss. Typically these are locked safes or metal cabinets or rooms.
When an employee resigns, the personal file is closed. The case is closed - this means that it is completely processed and completed. In this case, first, an internal inventory is filed with a final record of the number of sheets and documents in it, and at the end - a certification sheet. The title page indicates the date of closure of the case (date of dismissal) and the period of its storage, which begins to be calculated from January 1 of the year following the year of closure.
The personal files of those dismissed are kept in the organization for three years, then are handed over to the archives. If the file was created after 2003, then its storage period is 50 years, if earlier - then 75 years (Article 22.1 of the Federal Law of October 22, 2004 No. 125). If your personal file contains documents with different maximum storage periods, then the entire file is stored according to the older period.
source: gosuchetnik.ru
“Personnel officer. Personnel records management", 2011, N 11
RULES FOR THE FORMATION AND REGISTRATION OF AN EMPLOYEE’S PERSONAL FIELD
A HR employee needs to have accurate, complete, objective information about the organization’s employees. Data related to the work activity of each employee is collected in a kind of dossier - a personal file. Whether it is necessary to maintain personal files and what documents can be stored in personal files is discussed in this article.
General rules for systematizing documents and creating files
Dictionary of personnel records management. A case is a collection of documents or a document related to one issue or area of activity, placed in a separate cover. Cases are considered initiated from the moment the first executed document is included in them.
Formation of a case - grouping executed documents into a case in accordance with the nomenclature of cases and systematization of documents within the case (GOST R 51141-98).
A moving case is a case whose documents reflect the resolution of an issue lasting more than one year (company charter, personal file, criminal case, etc.).
In order to quickly search for documents, as well as to ensure their safety, systematization and formation (grouping) of documents into files is necessary.
The rules for grouping various types of documents and their further formation into files are set out in the Basic Rules for the Operation of Archives of Organizations [1]. The principle of forming cases is based on the retention period of documents. The storage periods for documents are established by the Federal Archive Service and apply to all organizations regardless of their form of ownership. The storage periods for documents are indicated in:
— List of standard archival documents generated in the scientific, technical and production activities of organizations, indicating storage periods (approved by Order of the Ministry of Culture of Russia dated July 31, 2007 N 1182);
— A list of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods (approved by Order of the Ministry of Culture of Russia dated August 25, 2010 N 558).
It should be noted that there are serious doubts about the latter document. The decision of the Supreme Arbitration Court of the Russian Federation dated 09/06/2011 N 7889/11 “On the refusal to satisfy the application for recognition as partially invalid Order of the Ministry of Culture of the Russian Federation dated 08/25/2010 N 558” says that this Order of the Ministry of Culture of Russia, which approved the List and storage periods of archival documents of public and private organizations , was declared not to have entered into force, since it was not officially published in full. On this basis, the Supreme Arbitration Court of the Russian Federation refused to recognize it as inconsistent with the law and ineffective. The applicant (OJSC MMC Norilsk Nickel) demanded that this Order be declared illegal on its merits, since, in his opinion, it does not comply with the Federal Law “On Archival Affairs in the Russian Federation”, was adopted in violation of the powers of the Ministry of Culture of the Russian Federation and violates the rights and the legitimate interests of the applicant in the area of his business activities, illegally imposing on him the obligation to store and provide shareholders at their request with an unreasonably wide range of documents.
This Decision of the Supreme Arbitration Court of the Russian Federation may be reviewed in the manner of supervision within a period not exceeding 3 months from the date of its entry into legal force.
Documents, in accordance with their historical, economic, cultural and other value, have the following storage periods:
— temporary storage (up to 10 years inclusive);
— long-term shelf life (over 10 years);
- permanent shelf life.
State archives receive only documents with a permanent storage period; documents up to 10 years of storage remain in the organization or enter the departmental archive of the organization (archive of the organization).
The main requirement for the formation of files is the grouping of permanent and temporary storage documents into separate files.
Only in exceptional cases, documents of different retention periods, but related to the consideration of one issue, are placed in one folder, but after a decision is made and the case is completed, the documents are reformatted.
Documents are compiled into a case within 1 calendar year. The exception to this rule is moving cases.
The moving case is included in the list of cases for the next year with the same index.
The documents are placed in the file with all related attachments and additional materials that arose in the course of resolving the issue. In cases where applications are large, they can be formed into separate volumes. Documents are included in the file only in one copy, so drafts and duplicate copies are not filed in the file.
The thickness of each case should not exceed 30 - 40 mm, this is about 250 - 300 sheets. If there are more documents, the case is divided into two or more volumes.
Features of creating an employee’s personal file
Dictionary of personnel records management. A personal file is a systematized set of personal and primary accounting documents characterizing the employee’s work activity.
An internal inventory of a case is a document containing a list of documents included in the case, and is intended to record documents of certain categories of permanent and temporary (over 10 years) storage periods, the recording of which is caused by the specifics of this documentation (especially valuable, personal files, etc. .).
It is necessary to be especially careful when creating an employee’s personal file, since the storage period for this file is 75 years and the documents in this case serve as confirmation of the entries in the employee’s work book.
Article 42 of the Federal Law of July 27, 2004 N 79-FZ “On the State Civil Service of the Russian Federation” (as amended on July 11, 2011) obliges the personnel service to reflect the entire period of civil service of an official in his personal file, but in other organizations maintaining a personal file is not necessary . However, in accordance with Part 1 of Art. 17 of the Federal Law of October 22, 2004 N 125-FZ “On Archival Affairs in the Russian Federation” (as amended on July 27, 2010), documents on personnel are especially highlighted among those archival documents whose safety is required to be ensured by state bodies, local governments, organizations and citizens engaged in entrepreneurial activities without forming a legal entity.
The composition of personal file documents is not fixed by law.
Personal files are opened for managers of all ranks, specialists, employees who have material or information resources, who own valuable or confidential information, documents, and databases. Personal files are usually not opened for workers (including temporary workers) and technical staff of organizations. All necessary information about them is reflected in the personal registration card of form N T-2 or N T-2GS.
Composition of employee personal file documents
A personal file is opened after the issuance of an order to hire an employee.
A personal file is formed in two stages:
— in the process of hiring an employee for a position after signing an employment contract and issuing an order for employment;
— in the process of maintaining a personal file during the employee’s working life.
At the first stage, the documents in the personal file are arranged in the following sequence:
— internal inventory of case documents;
— copies of diplomas of education and the award of academic degrees, certificates of conferring academic and honorary titles, award documents, various certificates and other documents confirming certain personal data;
- a copy of the employment order.
Drawing up an autobiography, resume and application, as well as the procedure for entering them into the employee’s personal file, is not mandatory and depends on the accepted hiring procedure in a particular organization.
When creating a personal file, it should be taken into account that, in accordance with the Labor Code of the Russian Federation, an application for employment is not the basis for hiring an employee (the basis is an employment contract), that is, it is not necessary, and autobiographical information is duplicated in the personal card, as well as summary.
At the second stage, documents are located in personal files as they are received.
An internal inventory is compiled to record documents of certain categories of permanent and temporary (over 10 years) storage periods, the recording of which is caused by the specifics of this documentation (especially valuable, personal files, etc.).
The specificity of compiling an internal inventory of documents in a personal file is that it is included in the file immediately upon its establishment and is filled out as it is maintained. That is why the internal inventory provides for the inclusion of new documents in the personal file, as well as the removal of documents from the personal file, and the replacement of originals with copies (recorded in the “Note” column).
If the case is already bound and filed, then the internal inventory of the documents of the case, certified by the compiler, is pasted at the top edge to the inside of the front cover of the case.
It should also be noted that when preparing a file for submission to the archive, the internal inventory sheets are numbered separately from the personal file sheets.
Copies of educational documents must be certified by a HR employee. A mark on the certification of the copy is affixed with a special stamp or done by hand. The copy certification mark includes the following elements.
A copy of the employment order must also have a mark on the certification of the copy, drawn up according to the sample specified above. Otherwise, it will be a photocopy or a copy that has no legal force.
You should not write “Copy is correct”, since it is already clear that this is a copy and not the original. When a copy is issued outside the organization (and personal records will be transferred to the archive), a stamp is affixed to it.
source: hr-portal.ru
Personal files of employees - what documents are needed in 2021 - Center Pro
What documents should be in the personal file (hereinafter - PD) of an employee in 2021 and should the personnel officer know what kind of papers need to be kept in the employee's PD? Misunderstanding of these 2 seemingly simple questions is increasingly becoming the cause of conflict situations in companies. For example, when an employee is not given full notice of dismissal.
Today Lyudmila Kim, a practicing lawyer with ten years of experience and one of the authors of the “Question and Answer” column, agreed to open this topic for readers of the “Legal Ambulance” website.
The list of documents in an employee’s personal file, as a rule, means a list of mandatory documentation that directly relates to the work activity of a particular employee, provided by him in accordance with the current legislation of the Russian Federation or drawn up at the place of work. The folder with the LD is kept in the employer's HR department.
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At the same time, today in most organizations directors independently maintain records, and therefore do not always have complete information about the contents of the package of papers. It is worth noting that this is not surprising, because in 2021 the law does not oblige the employer to personally initiate such cases, leaving this to HR specialists.
Important : Also, from January 1 of this year, Rostrud employees, giving explanations on this matter, emphasized that the responsibility to know which documents can be stored in the employee’s personal file and which cannot is the direct responsibility of the personnel officer.
Unfortunately, in our practice we still encounter cases involving violation of this rule and attempts to avoid significant fines for ignoring this recommendation.
List of documents in the employee’s personal file
The list of documents in the employee’s personal file is a list of mandatory documentation related to work activities, which is stored in the personnel department.
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In many organizations, HR officers manage employees' personal files; They don’t always know what documents are needed. And this is not surprising, because the law does not oblige you to have them in principle. This means that this is an initiative of the HR department. And, at first glance, its employees decide for themselves which papers to request.
But this opinion is wrong. The HR officer is required to know what documents can be stored in the employee’s personal file from 01/01/2019. More precisely, Rostrud provided clarifications in the report for the second quarter of 2021. But in practice, violations are still common, and in order for the organization to avoid a fine, check the contents of the stored documentation.
What documents are included in an employee’s personal file?
To avoid breaking the law, the HR department has the right to store only those papers relating to a specific employee that were created directly in this company. These include:
The personnel officer files each additional paper in a folder, observing chronological order, and compiles an inventory.
Documents in the employee’s personal file for verification by the labor inspectorate must without any problems be supplemented with consent to the processing of personal data. An internal inventory indicating a complete list of contents is also required.
What documents cannot be stored in an employee’s personal file 2020
In accordance with the explanations of Rostrud, any official papers not related to work activities are subject to the ban. It’s easier to remember this: we don’t even keep copies of what government agencies issue:
- passport pages;
- certificate of assignment of TIN;
- SNILS cards;
- marriage and birth certificates;
- military tickets.
Their presence in a personal file is a violation of a citizen’s constitutional right to privacy. Collecting such information without the individual's consent is prohibited.
In addition, their storage violates the norms of Federal Law No. 152-FZ of July 27, 2006. For this, an administrative fine is provided under Part 1 of Article 13.11 of the Code of Administrative Offenses of the Russian Federation. And, as judicial practice shows, even consent to the processing of personal data in this case is not an excuse.
What is allowed, but with the consent of the employee
When wondering what should be kept in the personal file of an employee 2021, one cannot help but mention medical books, although they are not stored in the personal file. If the job involves contact with children, food or medicine, the employer must request it. You can store it, but subject to consent to the processing of personal data from the employee.
The same goes for documents:
- about education;
- about advanced training;
- no criminal record;
- certification sheets;
- characteristics from previous places of work.
Work records should be kept separately from other personnel documentation. As a rule, a reliable safe is allocated for them, to which only the personnel officer has access.
How to lead correctly
When creating an employee’s personal file, you need to understand what should be included in it in 2020. However, it will not be possible to form it once and forever. Information must be updated promptly.
And this can only be done upon a written application from the employee. On his own initiative, the personnel officer has no right to make any adjustments.
The HR department can only issue a case to someone on the orders of the manager. Moreover, this also applies to the person to whom it is instituted. An interested person can familiarize themselves with the materials at any time, but they cannot be taken outside the office without the appropriate permission from management.
If a third party wishes to obtain the folder for review, it must submit a formal request. The transfer can be carried out after receiving the manager’s resolution and drawing up an act in two copies.
How long to store
We found out what documents are stored in the employee’s personal file. And obviously, their shelf life may vary. Therefore, a deadline has been set for the entire folder as a whole. Initially, they remain in the HR department for three years after leaving. Then you can transfer them to the archive for a legally prescribed period.
Source: https://centrproh.ru/personal/lichnye-dela-sotrudnikov-kakie-dokumenty-neobhodimy-v-2020-godu.html
How to draw up an extract from an employee’s personal file
It is stored for at least 75 years according to the rules of office work. Personal files of employees are registered in a special journal or accounting book and stored in a safe. Filling out your personal file and making the necessary changes is the responsibility of the HR department.
The file of each employee is stored in a separate folder, which has its own number, with the last name and initials, as well as the date of entry to work. In the course of work, the personal file is replenished with other documents.
Zaitseva. Zaitseva completed the personal file of the chief accountant A.S. Formation of a personal file Form a personal file (a set of documents containing information about the employee and his work experience) in a separate folder for each employee. This is a convenient form of systematizing personal data.
As a rule, in organizations personal files are opened for managers, specialists, and financially responsible employees. Situation: is the organization obliged to maintain personal files of employees?
No, I don't have to. It does not include documents that are supposed to be kept for 10 years or less. These include: copies of orders to change surnames, disciplinary sanctions, granting vacations, as well as certificates of salary or family composition, medical, etc.
In this case, number the sheets of the internal inventory separately.
Documents in the personal file are arranged in chronological order (p.
How to draw up and execute an internal inventory for a personal file
To systematize and record all attached documents in the personal file, an inventory is drawn up. It is intended not only to register incoming documents, but also all changes associated with them. For example, to record the seizure of a specific document or its return.
In general, the law does not require an inventory to be drawn up, but often its presence is simply necessary. Especially when personal files are transferred to the archive for long-term storage (more than 10 years).
There is no required sample inventory. Therefore, it should be compiled arbitrarily, guided by available samples. The main thing is that it fully fulfills its purpose. Its location can be different: most often it is fixed on the inside of the cover or hemmed to the latter.
As for the form, it is most often designed in the form of a table, which involves including standard information about each document.
| No. _ _ | Index | date | Title and summary | No. of sheets | Date the document was included in the file | Note |
In addition, the inventory must have an individual number and include information about the employee (full name), the number of attached documents and sheets of the inventory itself. When completed, it must be certified by an authorized employee (inspector of the personnel department), signing and dated in a specially designated place. When developing your own version of the internal inventory of documents attached to your personal file, you can use the following template.
You can draw such a table by hand or on a computer. If there is a large number of attached documents, it is necessary to prepare several pages, which must be numbered as part of the inventory. To complete the inventory, you can use either regular blank sheets of A4 or letterhead (either one or the other to choose from).
Employee's personal file
A personal file is a group of documents that contain information about an employee and his work activities. It is created by a personnel service employee after the employee is hired (based on the hiring order).
The documents included in the personal file are divided into:
- Formalized upon admission to work.
- Added during working life.
- Documents on termination of the employment contract.
The first group includes: The second group includes: Documents located in the personal file are filed in the “Case” folder in chronological order during his working career.
Copies must be certified by an employee of the HR department. When registering a case, the requirements of GOST 17914-72 must be observed. An internal inventory of documents must be completed.
The employee should be familiarized with his personal file approximately once a year.
Cover (title) of the personal file
The design of a personal file begins with its cover. In fact, the cover is the same folder on which the title is drawn up. It is developed independently, but usually does not contain much information.
As a rule, they write on it: the name of the organization, department, case number and its title (full name of the employee for whom it is filed). Below indicate the shelf life (start date, end date), number of sheets. You need to leave some space at the top for the stamp. You can design the title page separately, on one sheet, and then stick it on the folder in the right place. In practice, this standard title page template is used most often, and it looks like this.
Alternatively, when developing a title page, it can, among other things, include a list of documents attached to the case, as well as employment details. The second title template with inventory recommended for use is given below. It can be remade, modified, supplemented. It should be noted that there is space for a photo, and there is a list of documents that usually appear when applying for a job.
Personal file: we form and formalize
Copies of documents presented by the employee when hiring: - passport or other identification document; — documents on education, qualifications or special knowledge; — insurance certificate of state pension insurance; — military registration documents for persons liable for military service; — certificate of tax registration of an individual; — certificates of the results of a preliminary medical examination (examination) (if required by law). 2. Documents arising during the employee’s activity in the organization: - application for employment; — certificates of results of periodic medical examinations (examinations); — copies of documents confirming the employee’s right to tax deductions, for example, a child’s birth certificate; — copies of documents establishing disability and limited ability to work; — copies of the employment contract and agreements to it on changes in the conditions of labor relations; — copies of orders on hiring, transfer, promotion, application and removal of disciplinary sanctions for work and other orders relating to a specific employee; — a copy of the agreement on full financial liability; — non-disclosure agreement (for employees who have access to such information)
The procedure for creating and the composition of an employee’s personal file
* Due to frequent changes in legislation, information sometimes becomes outdated faster than we can update it on the site. * All cases are very individual and depend on many factors.
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* Call the hotline: Moscow and the region - +7(499)350-84-28 St. Petersburg and the region Currently, there is no such document not only in unified forms, but also in recommended ones. The current legislation provides for the formation of LD only for the civil service, where the nomenclature and reserve of employees are formed.
The storage period for records depends on the category of employee and the storage period for the documents contained in the file.
This could be a letter of resignation, an order to terminate an employment contract, an extract from the work record book, etc.
p. Upon completion of the formation of the personal file, the materials contained in the folder are stitched with a strong thread at the bottom of the pages, in increments of 1–1.5 cm. The sheets are numbered in pencil in the upper right corner. The title page contains the employee’s personal data and information about the period of his work at this enterprise.
A photograph is not a required element of the cover. The inventory is one of the main documents of the LD.
It is necessary to approach the preparation of the inventory in good faith, since it is this that allows you to quickly find the necessary documents, as well as check the completeness of your personal file. Only one LD can be opened per company employee. Collecting information by secret methods is punishable by law.
If you are engaged in maintaining employee records, then remember about the law on confidentiality of information. In cases where the charter of your enterprise stipulates the need to register LD, you should draw up a list of persons who have access to them.
The employee himself has the right to familiarize himself with his personal file. In the practice of large companies, employees are introduced to the LD without fail, upon receipt, as a rule, once a year. Personal records may not be disclosed to third parties except at the request of law enforcement agencies.
It is prohibited to store LD in branches that are not a legal entity and cannot be an employer. Personnel department inspectors may be subject to penalties in the amount of 500 rubles for each incorrectly completed document. But this applies only to unified forms, which do not include the personal files of employees.
There is a simple and effective way out of the situation. The electronic format for maintaining personal files reduces representation costs for staffing and eliminates many problems.
Common mistakes when filling out and maintaining personal files
Error 1. Work books are stored separately from personal files and other personnel documents. A separate safe or another place within the personnel department is allocated for them. Access to them is open only to personnel officers.
Mistake 2. Individual entrepreneurs and organizations open personal files for their employees at their discretion. At the same time, there are practically no restrictions on this part. They have the right to register a case for an employee who works on a permanent basis or temporarily, part-time. The time of employment also does not affect the formation of personal files.
The exception is citizens who have entered into a GPC agreement. In principle, cases are not opened against them. They also don’t open multiple cases for one employee.
Composition of employee personal file documents
application for a job; employment agreement (contract), additional agreements; personal personnel record sheet and addition to it; education documents (copies); documents confirming the position (copies or extracts), including extracts from the minutes of founders, shareholders, academic councils, documents of competition commissions, test results; job descriptions (regulations); certification sheets, reviews, submissions; passport details, marriage certificate, etc.
But only a separate case must be opened for each civil servant (this is a regulatory requirement). During the registration process, the following information must be reflected on the cover of the personal file (a sample is provided at the link): the title of the personal file will indicate the last name, first name and patronymic of the specific employee in the nominative case; in case documents there may be variations in the spelling of the employee’s last name, first name or patronymic.
In this case, they must be recorded in the header of the personal file (usually in parentheses). For example: Akhmerova Aislu Nasimovna (Alla Nikolaevna) Sukhoruchko (Kalinina) Vera Olegovna, in the case of formation in a general case, the letters with which the surnames of employees begin, whose personal files are included in this volume, are added to the title name: Personal files of employees dismissed in 2010, “A”-“N” in the personal file may contain documents dating back to an earlier date than the date of the hiring order (however, this is not taken into account when determining the deadlines for the employee’s personal file); It is important to record the number of case sheets.
Inventory of documents in the employee’s personal file
- a sample of this register is presented in this article - is provided for by the current archival rules.
Read more about the meaning and procedure for filling out the inventory below. The inventory of documents is drawn up in the form of a register, into which information about the documentation that formed/amended the personal file is entered in chronologically strict order.
We will tell you in this article how to organize HR records management in a company from scratch. Personal files of employees in non-state (non-municipal) companies are classified as archival documents of private property (subclause 3, part 1, article 3 and subsection 3, part 1, art.
9 of the Law “On Archival Affairs” dated October 22, 2004 No. 125-FZ).
As for their shelf life, it is:
- at least 75 years old, if they were created before 2003 (subclause 3, clause 1, article 22.1 of law No. 125-FZ),
- at least 50 years if they were created after 2003 (subclause 3, clause 2, article 22.1 of law No. 125-FZ).
Based on the above, it is clear that such a register as an inventory for documents with a very long shelf life must be present in the file. To complete the inventory, a unified form is provided, approved by the Archival Rules (Appendices 2, 10).
- serial number;
- index;
- date of compilation (or deadlines and storage period);
- title;
- sheet numbers.
For forms and types of orders for personnel, please follow the link.
The inventory must be signed by the compiler (usually the same employee who maintains the personal file) with a mandatory decoding of his position and full name. The date of compilation must be indicated - it is entered upon completion of filling out the personal file.
In order not to make mistakes when filling out the inventory, we suggest that you familiarize yourself with the sample, which shows the correct completion of information about personnel documentation.
You can view the above inventory on our website: Employees’ personal files must contain an inventory.
How to draw up an extract from an employee’s personal file
In place of the temporarily seized document, a substitute certificate is inserted, which must indicate the date, the reason for the seizure, the signature of the employee who issued the document and the one who received it for temporary use.
It is also advisable to set the date of photographing. In accordance with the definition enshrined in GOST R 51141-98: “BUSINESS” is a set of documents or a document related to one issue or area of activity, placed in a separate cover. The cover of the “case” is designed in accordance with the requirements of GOST 17914-72 “Cover of long-term storage cases.
Types, sizes, technical requirements." An internal list of documents is drawn up for a “case” opened against an employee. Employees must be periodically familiarized with their personal files (usually once a year).
However, it is useful for every personnel officer to be able to create an employee’s personal file without errors. An employee’s personal file consists of the cover of the personal file and the employee’s documents, which contain comprehensive information about the employee and his work activity (if we are talking about a student, then information about his training).
For entrepreneurs, unlike government agencies, maintaining personal files of employees is not necessary, since the procedure for personnel records of employees of private companies is established by local regulations, and not by law. Download a blank form Download a completed sample The title of the personal file in this case is the first, patronymic and last name of the employee, which must be indicated in the nominative case.
Since many of the documents filed in the personal file folder are of particular importance, it is necessary to create an internal inventory of them. It is best to make it in the established format, which is contained in Appendix 11 to the “Basic Rules for the Operation of Organizational Archives” (decision of the Board of Rosarkhiv dated 02/06/2002). Initially, a personal file includes documents accompanying the hiring procedure, since it is opened immediately after the issuance of an order to hire an employee.
- A photocopy of a diploma, advanced training document, etc.;
- Photocopy of SNILS;
- If the employee is liable for military service - a copy of the document confirming this;
- Photocopy of TIN;
- Documentation of passing a professional examination and medical examination (if this is provided for by the company’s activities);
- A certificate stating whether the citizen has a criminal record or lack thereof (if provided for by law);
- A job application written by the employee personally;
- Autobiography;
- A copy of the employment contract;
- A photocopy of the work record;
- Materials about certification (if carried out);
- Employee photographs that are periodically updated;
- Description of personal file.
This list may change and be supplemented, depending on what activities the company conducts and what personnel policy it implements. The list of documents that are usually found in an employee’s personal file includes: To make searching for information about an employee more convenient, an inventory of the employee’s personal file with a list of all documents (document number, its name) is included in the personal file.
In addition, all documents must be placed in the file in chronological order: the very first ones that were included when the person was hired, then those that appeared during his activity. It is prohibited by law to include in the file information about the personal life of an employee, about his views on politics and religion, if he did not give written consent to this.
Requirements for the registration of an employee’s personal file The identical registration of all personal files and careful maintenance of a log of personal records is designed to eliminate the possibility of losing important documents. 2 The procedure for creating a personal file Only government agencies are required to maintain personal files for their employees.
