How to file personal files of dismissed employees in the archive

In the activities of every organization, great importance is given to personnel documents. The need for this documentation is dictated by the state requirements for maintaining and preserving all documents related to the work activity and length of service of each employee. Given the long storage periods for documents, there is a need for continuous archiving of personnel documents.

In accordance with existing legislation, personal files and other documents should be prepared in a timely manner for archival storage. First, an examination is carried out to determine the value of the documents, based on the results of which a number of documents are selected for long-term storage in the archive. Archiving personnel documents necessarily includes such procedures as registration of files and inventory of documents in the archive. When filing documents in the archive, the following circumstance should be taken into account: documents drawn up in accordance with all the rules are placed in personal files. For those cases that are not subject to archival storage, acts are drawn up, on the basis of which such documentation is subject to destruction. The procedure for this procedure is also clearly regulated.

The final stage of archiving personnel documents is the transfer of prepared documentation to the enterprise archive for further storage for the period established by law (individual documents are stored for 75 years). Actually, the process of archiving personnel documents itself is a responsible and time-consuming job. To ensure complete safety of documents in the enterprise archive, special requirements are imposed on the rules for storing personnel documentation and access to it. However, there is an alternative option to ensure that documents are properly archived and stored securely. To do this, you should contact a company that provides professional services for archiving personnel documentation, which will be cheaper than creating and maintaining your own archive.

Archival storage of documents in the organization

Submitting documents to the archive is one of the key stages of office work.
We are talking about the internal archive of the organization. The most difficult issues are the time period and rules for storing archival documents, since the requirements and regulations are scattered across different legal acts. Any organization has documentation (management, personnel, accounting), which is filed annually in a single file and must be stored. A complete methodological list of standard management documentation and storage periods for each of these case files are given in Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 (as amended on February 16, 2016). The Labor Code (everything related to the investigation of an industrial accident - 45 years) and Law No. 125-FZ “On Archival Files in the Russian Federation” (on personnel, any file created before 2003, must be kept for 75 years, any later file - 50 years). The procedure for working with accounting and tax documents is determined by the Tax Code, Law No. 402-FZ “On Accounting” and a number of by-laws.

Organizations constantly operate expert commissions, whose activities include the assessment and examination of the enterprise’s production documentation in the process of office work and transfer to the archive, as well as setting storage periods. Every year, this service decides which documents are to be kept and which can be destroyed.

We transfer HR documents to the archive

“Human Resources Department of a Commercial Organization”, 2009, N 5

We transfer HR documents to the archive

The procedure for liquidating an organization is quite complex and time-consuming: it is necessary to transfer fixed assets, pay off debts to suppliers, employees and the state, check with the tax authority and carry out other necessary measures. In such a hustle and bustle, it is important not to forget to transfer the company’s archive to an organization that will ensure its storage. All documents relating to personnel (orders, personal cards, memos, explanatory notes, etc.) are an integral part of the archive and the organization, and a HR specialist is directly involved in the process of transferring documents for storage.

The basic rules for the work of archives of organizations were approved by the Decision of the Board of Rosarkhiv dated 02/06/2002 (hereinafter referred to as the Rules), and it is they that organizations should be guided by when creating an archive of documents.

The provisions of clause 9.7 of the Rules are the basis for the procedure for transferring cases. In particular, it established that upon liquidation of an organization, its documents are subject to transfer to the organization that is its legal successor.

What if there is no legal successor? Then let's turn to clause 9.7.1 of the Rules: when an organization is liquidated without a legal successor, documents with a permanent shelf life and documents on personnel are transferred to the archive of a higher organization. If it is impossible to transfer documents to a higher organization, by decision of the commission formed for the transfer of affairs and property (liquidation commission), agreed upon with the relevant archival management body, these documents are transferred to the state archive.

That is, liquidated organizations that do not have a legal successor have two options: transfer of the archive of the liquidated enterprise to a higher organization or to the corresponding state archive.

To whom and what documents should I submit?

During the liquidation procedure, the personnel officer must contact the archival management body operating in the territory of the constituent entity of the Russian Federation. The local administration usually has information about its location. The department will definitely ask you about the number of cases to be transferred for archival storage, separately for each category (permanent, temporary (over ten years), temporary (up to ten years) and for personnel).

The category of personnel documents includes documents generated in the activities of personnel services and accounting (orders, personal cards, personal payroll accounts, etc.). When selecting documents to be transferred for archival storage, pay attention to section. 8 List of standard management documents generated in the activities of organizations, indicating storage periods <1> (hereinafter referred to as the List).

———————————

<1> Approved by the Head of the Federal Archive Service of Russia on 10/06/2000.

Here is an approximate list of documents on personnel that may exist in an organization:

— orders for personnel (or instructions, notes, etc.);

— job descriptions;

— personal files of dismissed employees;

— employment contracts;

— personal cards of dismissed employees, including temporary ones (form T-2);

— characteristics of employees;

— documents (extracts from minutes, reports) of the competition commission for filling vacant positions, electing persons (employees) to positions;

— minutes of meetings of the commission to establish length of service for the payment of bonuses for length of service;

— lists of employees;

— books (magazines, cards) recording the reception, movement (transfer), dismissal of employees;

— journals of personal affairs, personal cards, employment agreements (contracts);

— books (magazines, cards) recording the issuance of work books and inserts for them;

— unclaimed personal documents (work books, diplomas, certificates, etc.);

— personal accounts for employee salaries or payroll statements;

- accident reports.

In addition, the archive requests additional documents, such as a certificate of state registration, charter, constituent agreement, etc.

Preparing documents

In accordance with clause 9.3 of the Rules, all documents are transferred for permanent storage to the state archive in an orderly state with the appropriate scientific reference apparatus and insurance copies for particularly valuable and unique documents.

The formation of cases is the grouping of executed documents into cases in accordance with the nomenclature of cases of the personnel service. When forming cases, the following requirements must be observed:

— documents of permanent and temporary storage are grouped into separate files;

— each document placed in the file must be drawn up in accordance with the requirements of GOST and other regulations;

— documents of one calendar year are formed into the case;

- the case should contain no more than 250 sheets, its thickness should be no more than 4 cm.

Registration of cases involves systematization of documents in the case, numbering of sheets, drawing up a sheet of evidence for the case, and drawing up, if necessary, an internal inventory of documents.

The documents of the case are filed, intertwined in four holes with harsh threads. Considering the intensity of the use of personnel documents when fulfilling requests of a socio-legal nature, high-quality cardboard with increased density should be used when performing bookbinding work and filing files. Documents are filed and bound so that the text of all documents, dates and visas can be easily read. In preparation for stitching, metal clips, pins or staples from a stapler are removed from documents.

The headings of cases in the annual section of the summary inventory of personnel cases are systematized according to nominal characteristics in the following sequence (clause 3.7.23 of the Rules):

— orders (instructions) for personnel;

— lists of personnel;

— personnel registration cards (in the absence of a separate inventory);

— personal files (in the absence of a separate inventory);

— personal accounts of workers and employees for wages (salary statements);

— unclaimed work books (in the absence of a separate inventory);

- accident reports.

Personnel orders are structured so that each case is limited to orders issued within one calendar year. Within a year, orders must be arranged in chronological order. Sometimes, due to a violation of the order of registration of internal documents, a failure in the numbering of orders may occur, for example: an order dated August 7 is numbered 93-k, and an order dated September 15 is numbered 84. In this case, arrange orders by date.

Attention! The appendix to the order is an integral part of it, which means it must remain with it. Acts, statements, memos that are the basis for issuing orders must be removed from the orders and formed into separate cases, since they are not an integral part of the orders.

When compiling personal files of employees for transfer to the archive, we recommend combining several files. Within each personal file, documents should be arranged in chronological order: first the application form, resume, letters of recommendation, then documents on education and only then on admission and transfer. The matter must be completed with documents confirming the dismissal: an employee’s statement, an order, etc. Particular attention is paid to the correspondence of the internal inventory of documents of the personal file, compiled by the personnel officer, with the actual content of the case.

If personal files were not kept, there must be personal cards of employees. They are formed by the year of dismissal of employees and are systematized alphabetically according to the first letters of their last names, first names and patronymics. If in your company personal cards are an integral part of the personal file, then you should consult with the employees of the archival institution on how to display this fact in the file inventory.

In addition to the above documents, unclaimed work books and other documents, such as certificates, certificates, etc., left over from dismissed employees who did not receive them for any reason, must also be transferred to the archive. The transfer of such documents is carried out as follows. Documents are systematized by year of dismissal of employees based on dismissal records. Work books, if records of dismissal were made in them at one time, are not difficult to systematize by year. If there are no records of dismissal in the work books, the personnel service needs to make them on the basis of existing documents on personnel (orders, personal cards, personal accounts, etc.) and certify them with the seal of the organization.

Since unclaimed documents are originals, they should not be stapled when creating cases. It is best to put them in cardboard folders with ties and design the cover. For each such case, you need to draw up an internal inventory in the form given in Appendix 10 to the Rules, for example:

INTERNAL INVENTORY

1

documents units hr. N —————

2 (two)

Total ———————————— documents.

(in numbers and words)

1 (one)

Number of internal inventory sheets —————————.

(in numbers and words)

HR Department Inspector Zaitseva / A.I. Zaitseva/

date

The numbers in the first column are entered within one case in gross numbering.

The document index required for the second column is indicated in accordance with the nomenclature of cases. If the nomenclature of affairs in the organization has not been compiled, which happens very often in commercial organizations, this column will have to be left empty.

When filling out the third column, you need to consult the archive: it is better to indicate only the date of issue of the work book or the deadlines, that is, from the beginning of the records to the last record recording the dismissal.

In the “Document Title” column, enter its actual title and the full last name, first name and patronymic of the former employee in the genitive case. For persons who changed their last name during the period of work in the organization, the last last name under which the employee left the enterprise is used as the main one. It is indicated first, followed by the previous surname (in parentheses).

Since unclaimed documents are personal, the sheets of such a case cannot be numbered and the fifth column will remain blank.

At the beginning of each case, a blank sheet of paper is placed, and at the end - a certified sheet in the prescribed form.

We draw up a certification sheet and the cover of the case

At the end of each case, blank forms for the certification sheet are filed, and at the beginning - blank forms for the internal inventory of documents. It is extremely important to number all sheets (except for the certification and internal inventory) included in the case. This is done in Arabic numerals with gross numbering in the upper right corner, without touching the text of the document, with a black graphic pencil or numberer.

Attention! The use of ink or colored pencils to number the sheets is prohibited.

After the cases are formed, the certification sheet and the cover of the case are drawn up. The certification sheet indicates in numbers and in words the number of numbered sheets in the case, the presence of missing and lettered numbers, and, if necessary, the number of sheets of the internal inventory of the case is indicated. It is not allowed to place a certification inscription on the reverse side of the last document of the case or on the cover of the case. Such a certification sheet is drawn up to take into account the number of sheets in the case and record the peculiarities of their numbering in the form of Appendix 9 to the Rules.

CASE VERIFICATION SHEET N _____

The file contains ___________________________ sheets filed and numbered,

(in numbers and words)

including:

letter numbers of sheets __________________________________________;

missing sheet numbers ________________________________________

+ internal inventory sheets ________________________________________

Job title

employee Signature Explanation of signature

date

The certifying sheet is signed by its compiler, indicating the position of the latter and the date of compilation. All subsequent changes in the composition and state of the case, for example the addition of new documents, are noted on the certification sheet with reference to the relevant act.

When filling out the cover of the case, you need to consider the following points:

— the cover of the case is drawn up in the prescribed form (Appendix 11), which indicates the name of the organization, structural unit, case index, archive code of the case, number of the case (volume, part) for the annual section of the consolidated inventory of cases, title of the case;

- when the name of a structural unit changes during the period covered by the case documents, or when the case is transferred to another organization, the new name of this organization or the successor organization is indicated on the cover, and the previous name of the organization (structural unit) is enclosed in brackets.

- in cases where the case consists of several volumes, the general title of the case and the title of each volume are placed on the cover of each volume;

- on the cover of the case, the extreme dates of the case are indicated in Arabic numerals - the year(s) of establishment and completion of the case;

- if the case includes documents (appendices, etc.), the dates of which go beyond the last dates of the case, then under the dates of the case, a new line is made about this: “The case contains documents for ... year(s).”

If the case is a journal of registration of orders or instructions, then the date of the case will be the exact calendar dates of the first and last entries in the journal. The deadlines for a personal file are the dates of signing the order for the hiring and dismissal of the person for whom the file was opened.

In addition to the listed documents, an inventory of personnel cases is compiled. When compiling an inventory of affairs of the HR department, it is necessary to fulfill a number of requirements:

— each case is entered into the inventory under an independent number. If the case consists of several volumes, then each volume is entered under an independent number;

- the inventory columns are filled out in strict accordance with the information that is included on the cover of the case;

- when adding consecutive cases with identical headings to the inventory, the entire title of the first case is written, and all other similar cases are designated by the words “same”;

- the systematization of cases in the inventory and assigning a number to it are established by the archival service.

Other recommendations for filling out the inventory should be obtained from specialists at the archive to which the documents will be transferred, since not everything is taken into account in the Rules.

What to do with documents whose storage periods have expired?

It happens that at the time of liquidation of an organization, the storage period for some documents has expired. An appropriate act is drawn up for such documents, and further work on their destruction is carried out in accordance with the procedure established by clauses 2.4.1 - 2.4.7 of the Rules. Moreover, let us remind you that the destruction of documents is carried out at special recycling points, where you need to receive the appropriate receipt, the presence of which is reflected in the act. The receipt itself will be an attachment to it.

By the way, documents whose storage periods have expired, according to clause 2.4.2 of the List, include documents of permanent storage that were deposited in the process of office work of the liquidated enterprise. If the enterprise does not have a legal successor, it will be easier to destroy them, since this will create fewer grounds for the need to store them. State archives, as a rule, try not to accept such documents. But if there is still a legal successor, he may need these documents in his work. In short, this issue needs to be worked out and resolved with the receiving party, based on the practical value of these documents.

N.I. Borodina

Journal expert

"Human Resources Department

commercial organization"

Signed for seal

22.04.2009

nomenclature of affairs of the personnel department list of documents for transfer list of transferred documents sample

Preparing files for archival storage

A certain preparation of cases for transfer to archival storage is required, which consists of combining disparate documents into a single file. The volume of the folder containing the archive file should not exceed 250 pages. When designing one folder, you need to:

• sew (4 punctures) or bind all pages;
• number the pages in the upper right corner;
• draw up an internal inventory of documents - table of contents;
• prepare a certification sheet (mark the number of pages, compliance with numbering, etc.; certified by the signature of the compiler);

Sample filling and form of certification sheet

• make a hard cardboard cover for each case (with the name of the organization, title, last dates, registration number of the “Case” folder);

Sample cover design for the “Case” folder

How an archive of personal files of dismissed workers is compiled

After the dismissal of employees at the enterprise, the HR department must know how to properly and for how long documents should be saved. They organize the process of storing personal files of workers who left the organization, not by their last name, first name, patronymic, but in order according to the dates of the orders. Next, they are carefully stitched together for the year by number, an inventory is attached and transferred to the archive of the personal files of dismissed employees, distributed by year.

The need for an archive

Cases for transferring documents to the archive are formed by name in different folders. This needs to be done correctly. In one folder you can store data for vacations, and in the second there should be documents for dismissals.

Separately, the personnel service employee lays down the grounds for transfers and awards.

But documents need to be folded and stapled to form an archive of dismissed employees in a sequential order. Must be stored for at least 75 years . During the archiving process, documents are divided taking into account standard storage periods. After the end of each year, it is necessary to staple all orders and archive the personal cards of employees dismissed from the enterprise.

The documents are then sealed and presented to the archivist. If you don't have a file cabinet, you can lock the folders in a fireproof cabinet. Documents of dismissed employees should be kept separately from those of active employees.

Legal entities, ordinary citizens and government officials are required to ensure the integrity of information about previously employed employees for a certain period. Representatives of companies and citizens have the right to request information to gain access to the archive of personal files of laid-off workers.

Personnel department employees issue certificates and copies of documents free of charge for presentation to the pension fund and social security authorities for receiving benefits.

The available data is also used as evidence. Then the previously seized documents are given to the owner.

Formation of a personal file

The procedure for collecting information about employees is strictly regulated. The documentation should include:

• Application form and resume.
• Personal sheet of the HR department.
• Characteristics of the employee.
• TIN, insurance certificate.
• Employment contract.
• Orders on transfers, vacations and business trips.

You need to know how to store the personal files of dismissed employees. Thus, an employee’s personal card, created on the basis of a dossier, is left in the company’s personnel policy until the end of the working year. Within three years after leaving the organization, documents undergo archival and technical processing. After this, they are transferred to the archives of the institution.

You can store documents in the archive if you have an annual inventory. The HR department collects a list of employees who left the company over a certain period of time. The date of dismissal is indicated on the cover of each case.

Storage systematization

According to the instructions, only original documents can be submitted to the archives. Photocopies may be left as attachments to orders for admission, dismissal or relocation. Personal cards of workers should be stored according to the following rules:

• Cards for former employees are kept on paper.
• They are put into folders with further numbering and firmware.
• On the cover of any created folder there are numbers and the number of cases in it.
• The HR department can store cards of currently employed employees.
• The personnel officer hands over all personal cards of employees dismissed from the organization to the archive and stores them by date, and within the dates they distribute them alphabetically.

Storage is organized in special cabinets to protect from fire and moisture.

The law establishes the time for which documents must be preserved. The main rules were approved back in February 2002 by the Board of Rosarkhiv.

The rules for creating an archival fund do not apply to papers with a storage period of less than ten years. Personal files of dismissed citizens are stored as follows:

• Employment contracts, cards and personal files are saved for 75 years.
• Data on admission and relocation - 5 years.
• Questionnaires - at least 12 months.
• Extracts from reports - 75 years.
• The lists of employees are also 75 years old.
• Informative data on tariffs and salaries - 10 years.
• Acts of accounting of labor books - 36 months.
• Substitution applications are valid for 3 years.

The files of dismissed workers are transferred to the archives. They are processed after the end of the year. Depending on the storage time and value of documents, cases can be processed in full or according to a simplified scheme. Documents of managers, managers and persons with degrees and awards are stored indefinitely, while personal cards of dismissed employees who do not hold management positions are stored for 75 years .

Source: https://trud.help/docs/arhiv-lichnyih-del/

Preparation of documents for archival storage

After the separate “Case” folders have been collected, you need to make a general inventory of them.

In this way, inventories of the “Case” folders for permanent and temporary storage and “Case” for the personal fund are compiled.

Inventory of “Case” folders, in turn, are subject to separate accounting. They must also be included in archival storage according to a separate inventory.

You can download sample forms for inventories of archival files using the link

Employee's personal file

A personal file includes documents reflecting information about the employee and his work activities, or about the student and his studies at the university. As a rule, a personal file is formed over a long period of time during work or study. They are part of the personnel documents. Currently, personal files for employees are mandatory in accordance with the Decree of the President of the Russian Federation dated For other areas of activity, there is no mention in regulatory documents of the obligation to maintain personal files. In fact, for most organizations this becomes voluntary.

Rules for storing archival documents

Archives for storing “Case” folders are located in separate rooms that guarantee the safety of stored documentation. The premises must be dry, heated, well ventilated, and comply with fire safety and sanitary standards. Thus, the archival service guarantees the protection of stored “Case” folders from damage.

In addition, the archive must be securely protected (with the help of metal bars on the windows, security alarms, etc.), and then the “Case” folders will not be damaged by strangers or stolen.

All “Case” folders are placed on special numbered shelves; long-term storage is in boxes or cases; less valuable ones (up to 10 years) can be placed in bundles. It is prohibited to place individual “Case” folders on the floor or window sills.

If the volume of “Case” folders is very large, archive staff can draw up so-called topographic maps that will help navigate among the shelves and racks

Storing personal files of employees in the HR department

The HR department should keep records of only working employees. They are placed in a specially designated place, excluding access to them by third parties, as well as the possibility of their theft or loss. These must be specially equipped locked safes (metal cabinets) or rooms.

At the storage location, files are arranged in a vertical position by serial numbers, in alphabetical order, by structural divisions, etc. A list of LDs located in it is placed in the storage facility.

All cases are subject to accounting and are recorded in a separate journal. The form of the journal has not been approved, so it can be developed independently, in terms of functionality for a specific organization.

Every day at the end of the working day, HR employees check the availability of cases in the storage room. Then the cabinets (safes) or rooms are closed and sealed. If the absence of LD is detected by the responsible employee, measures are taken to return it or search for it.

Why does a company need its own archive?

The law obliges the company to take measures to store documents that are generated in its activities.
Thus, documents on personnel with which the personnel department works must be stored for 75 years after the dismissal of an employee (clause 6 of the Regulations on the Archive Fund of the Russian Federation, approved by Decree of the President of the Russian Federation of March 17, 1994 No. 552). And the order of the Government of the Russian Federation of March 21, 1994 No. 358-R “On improving the safety of documents on personnel” recommended that companies, regardless of their form of ownership, include special clauses in their charters (regulations). They must spell out all issues related to the recording and safety of documents on personnel and their timely transfer for storage in the event of liquidation of a legal entity. Therefore, any company must develop a set of measures that ensure conditions for storing documents. It is best to create an archive for these purposes and regulate its competence at the local level (develop a Regulation on the company archive). The Basic Rules for the Operation of Organizational Archives (approved by the decision of the Board of Rosarkhiv dated February 6, 2002) will help you create an archive. In addition, provisions on the storage of documents are contained in the Federal Law of February 8, 1998 No. 14-FZ “On Limited Liability Companies” (Article 50) and in the Federal Law of December 26, 1995 No. 208-FZ “On Joint-Stock Companies” (Art. 89). These regulations state what documents business companies are required to keep.

Can a company not create its own archive?

Maybe. Paragraph 2 of Article 13 of the Federal Law on Archiving in the Russian Federation dated October 22, 2004 No. 125-FZ states that companies have the right (and not the obligation) to create archives for the purpose of storing archival documents generated in the process of their activities. If a company does not create its own archive, it can transfer its documents for storage to the state archive (clause 20 of the Regulations on the Archival Fund of the Russian Federation). In this case, the company enters into an agreement with the institution of the State Archival Service on the transfer of documents for state storage.

Violation of the rules for storage, acquisition, recording or use of archival documents is subject to administrative liability.

Penalties - a warning or an administrative fine from 300 to 500 rubles (Article 13.20 of the Code of Administrative Offenses of the Russian Federation). Responsibility for the correct storage of archival documentation lies with an employee of the archival service or another person vested with appropriate authority. And if the company does not have a person responsible for storing documents, the head of the company is responsible for the safety of documents.

If a company is liquidated, where are its documents sent for storage?

When a company is liquidated, documents are transferred to a higher organization or legal successor. In case of their absence (for example, as a result of bankruptcy) - for storage in the state or municipal archive. Before transferring cases, it is mandatory to check the availability of documents, as well as their scientific and technical processing. Documents are transferred to the successor organization or to the state (municipal) archive only according to inventories. Based on the results of the transfer, an act of the established form is drawn up, which records the number and technical condition of the transferred cases, and the absence of cases is noted. And the inventory of cases is attached to the act, which is signed either by the chairman of the liquidation commission or by the bankruptcy trustee.

Legal regulation

In this article we will talk about how to overcome mistakes that arise when creating personal files for employees. Just in case, let's say a few words about what constitutes a personal matter.

Personal file - a selection of documents about an employee

The personal file begins with the documents that are drawn up upon admission to work (personal personnel record sheet, autobiography, application for employment, a copy of the hiring order), continues and ends with copies of orders for transfers, part-time work, awards, dismissal of an employee, etc. .

Don't forget

It should be noted that personal affairs are mainly conducted in the records management of those personnel services that are government bodies and whose employees, in accordance with current legislation, are classified as civil servants. In other organizations, personal affairs are conducted at the discretion of personnel services. Due to the fact that current legislation requires maintaining only personal files of civil servants, many commercial organizations currently simply refuse to maintain personal files, leaving only personal cards for personnel records management.

How to submit an employee’s personal file to the state archives

This stage can be divided into several stages: The above stages are carried out not only in the personnel service, but also in other structural divisions of the organization in accordance with the general requirements of Russian legislation in the field of records management and archiving. Formation of cases in the personnel service. The formation of cases is the grouping of executed documents into cases in accordance with the nomenclature of cases of the personnel service. Documents that correspond to the title of the case in their content are placed in the case; however, it is prohibited to group draft and doublet copies of documents, as well as documents that are subject to return, into cases.

Author: Valeria, August 18 in Labor, safety and health, employment. Tell me who has encountered the transfer of personal data under Art. How long after the dismissal of an employee must documents be submitted to the archives, and which ones exactly? And is it even necessary? You will need to contact the archive at the place of registration, they will explain everything to you in detail and give you a list of necessary documents.

The required Confirm Password field has not been filled in. Consent to the processing of personal data is required. It is mandatory for all employers, see

VIDEO ON THE TOPIC: They cannot be stored in one case! — Elena A. Ponomareva

6.1. Rules and terms for storing personnel documentation

Throughout the life of any enterprise, a large number of documents are generated. The personnel service in this case is not only not an exception, but is also a structural unit of the organization in which the largest number of different documents arise, which can only be rivaled by accounting. As a rule, at any enterprise, sooner or later the question arises about the further fate of documents generated in the activities of the enterprise. And in this case, there are usually two extremes - either every year more and more space is allocated for the ever-growing volume of papers, but at the same time they adhere to the principle of “not a single document in the trash”, or at the end of the year the maximum number of documents is simply destroyed, since the manager and/or the chief accountant considered them simply outdated. None of the above approaches reflects the correct and, most importantly, lawful storage of the organization’s personnel documentation. Unfortunately. No separate regulatory act has yet been issued regulating the rules for storing only personnel documentation, and therefore it is necessary to be guided by the general rules and terms of storage of documents generated in the course of the organization’s activities.

Ensuring the correct storage of the document is necessary for the purpose of rational organization of documentation support for the organization’s activities, as well as strict compliance with current regulations in the field of documentation and information.

The manager is responsible for the safety of the organization’s documents. Documents should be stored in locked cabinets that protect them from dust and exposure to sunlight. The seizure and release of documents from permanent storage files is not permitted.

It is necessary to note that the organization has the right to enter into an agreement with the archive and subsequently transfer for storage to the archive documents generated in the course of the organization’s activities, the storage period of which has expired. If such an agreement is not concluded, the organization will archive only orders on the personnel of employees and payroll records.

The main document in the field of establishing storage periods for documents is the List of standard management documents generated by the activities of organizations, indicating storage periods (approved by Rosarkhiv on October 6, 2000, as amended on October 27, 2003) - hereinafter referred to as the “List”. This list is intended for use as the main regulatory document when determining storage periods and selecting standard management documents for storage and destruction, i.e., common to all or most organizations (including non-governmental ones). The list serves the purposes of preserving, organizing and qualitatively replenishing the composition of the Archival Fund of the Russian Federation. The list is used in the formation of cases, in the preparation of case nomenclatures, in the development of document classification schemes, in the development of departmental lists of documents, approximate case nomenclatures, as well as in the practice of the work of expert verification commissions (EPC) of archival bodies and expert commissions (EC) of organizations.

The specified List of personnel documentation contains two sections:

section 7 includes documentation on employment, labor organization, labor standards, tariffs, remuneration, labor protection;

section 8 contains documents on working with personnel: hiring, relocating, dismissing employees, improving their qualifications, conducting certification, as well as rewarding;

The storage periods for documents specified in the List apply to all organizations, regardless of whether their documents are received for storage in state or municipal archives or not.

Organizations apply the document retention periods specified in the List in different ways. Temporary retention periods apply to all organizations. The permanent storage period is applied by those state and municipal organizations whose documents are received for storage in the relevant archives in the prescribed manner, and by non-state organizations with which relevant agreements (contracts) have been concluded, i.e., sources of archive acquisition.

Organizations whose documents are not deposited in state or municipal archives, i.e., are not sources of archive acquisition, can apply a permanent storage period. Organizations that are not sources of acquisition of state and municipal archives store permanent documents according to the List as follows. State and municipal organizations – 10 years. Non-governmental organizations - at least 10 years; the further storage period of documents is determined by the organization in accordance with current legislation and/or the need for practical use of documents.

Certain documents with a permanent storage period according to this List must be stored in organizations of all forms of ownership, the documents of which are not received in state and municipal archives, until the liquidation of these organizations, which is due to the current legislation and/or the long-term practical significance of these documents. Personnel documents include the following documents that are subject to permanent storage:

personal files (applications, autobiographies, copies of orders and extracts from them, copies of personal documents, characteristics, personnel records sheets, questionnaires, certification sheets, etc.) of the head of the organization; members of the governing, executive, and control bodies of the organization; employees who have state and other titles, prizes, awards, academic degrees and titles;

list (staff list) of employees; lists of members of the governing and executive bodies of the organization; veterans and participants of the Great Patriotic War and other military operations; awarded with state and other awards, awarded state and other titles, prizes

The storage period for documents is calculated from January 1 of the year following the year in which they were completed. For example, the calculation of the storage period for cases completed in 2005 begins on January 1, 2006.

O means that documentation is of practical use only. Its storage period is determined by the organization itself, but cannot be less than 1 year.

Reducing the storage periods established by the List is prohibited. An increase in the storage period for documents provided for in this List may occur in cases where this is caused by the specific features of the work of organizations.

To organize and carry out work to determine storage periods and select documents for storage and destruction, organizations create permanent expert commissions (EC), which include the most qualified specialists from the main structural divisions, chaired by one of the organization’s senior officials, and may also be invited representatives of the relevant archival institution, if the organization has a contractual relationship with it.

In their work, expert commissions are guided by legal acts, regulatory documents, instructions from the Federal Archive, archival management bodies of the constituent entities of the Russian Federation, the List, regulatory and administrative documents of the head of the organization.

Expert commissions determine, together with the archive and records management service, the procedure for selecting documents for storage and destruction in the organization, organize an examination of the value of documents and monitor its implementation.

Documents whose storage periods are determined by the List “permanently” are subject to state or municipal storage and are transferred to archives or, by decision of a non-governmental organization that is not the source of acquisition of the state or municipal archive, are stored by it independently.

Monitoring the correct application of the List is carried out by Rosarkhiv, archival management bodies of the constituent entities of the Russian Federation and local governments, and archival institutions.

It should also be noted

that original documents of the organization must be stored. In the event of loss or damage to the original document of the organization, a duly certified copy of such document must be stored. For each case of loss or damage to the original document of the organization, an appropriate act must be drawn up indicating the reason for the loss or damage, attached to the copy of the organization document transferred for storage and subject to storage with it. The specified act must be signed by the head of the structural unit and approved by the sole executive body of the organization, and in case of loss or damage to accounting documents and financial statements - also by the chief accountant of the company.

As a rule, documents to be stored until they are transferred to the archives of the company are stored in work rooms at the location of the organization.

Documents of the company transferred for storage to the archive of the company must be located in premises specially designated for this purpose.

The company's documents stored in the company's archives must be located in locked cabinets that ensure their complete safety.

The issuance of documents to employees of the organization (persons in labor or civil law relations with the organization) is carried out against receipt with the permission of the head of the organization or a person authorized by him. Documents are issued for temporary use to employees of the organization for a period of no more than one month. After the expiration of the specified period, the document must be returned to its place of storage.

For each issued document, a substitute card is created, which indicates the type (name) of the document, the date of its issue, the last name, first name, patronymic of the person to whom the document was issued, the date of its return, and also provides columns for receipts for receipt and acceptance of the document.

Table 1 shows the storage periods for basic personnel records in the organization.

Table 1