How to correctly formulate an employee’s personal file
Maintaining personal files of employees is legally provided only for state and municipal services (Federal Law dated July 27, 2004 No. 79; Federal Law dated 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, etc. .).
They can also be obligated to be maintained by industry regulations or by order of a higher organization (management company). Other employers are free to decide for themselves whether to engage them or not. It must be remembered that a personal file is the personal data of the employee. Compliance with the requirements for their protection is the direct responsibility of employers (Chapter 14 of the Labor Code of the Russian Federation, Federal Law No. 152 of June 27, 2006).
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How to shape
A personal file begins to be formed from the moment of employment. A separate folder is created for the employee. The name of the organization, case number, full name are indicated on the title page. employee, start and end dates of maintenance, number of sheets, storage period.
All documents in the file are placed in chronological order. The documents drawn up when applying for a job are most often arranged as follows:
- questionnaire (if maintained);
- application for employment (by law, it is not required at all, but some employers, in the old fashioned way, ask their employees to write such applications);
- a copy of the employment order (the original, as a rule, is stored separately in the nomenclature folder);
- a second copy of the employment contract;
- duly certified copies of documents: passport, SNILS, TIN, military ID (registration certificate), etc. (in general, which copies to store and why is determined by the employer himself, but the processing of personal data should be limited to the achievement of specific, predetermined and legitimate purposes, this is stated in Article 5 of the Personal Data Law).
During the period of work in the organization, the file is replenished with other materials related to the performance of work activities: orders (copies) on transfer, promotion, disciplinary sanctions; liability agreements, additional agreements, certification documents, advanced training documents, etc.
An indispensable appendix to the case is an internal inventory - this is, in fact, a list of all the papers attached to the case. It also records information about the seizure or replacement of any documents. The inventory is compiled in the prescribed form, which is given in Appendix 10 of the Basic Rules for the Operation of Archives of Organizations, approved by the Decision of the Board of Rosarkhiv dated 02/06/2002.
How to archive the personal file of a dismissed employee
It includes data on how many sheets are stitched and numbered. This sheet also indicates whether there are damaged documents in the case, or whether new ones have been attached. The certification sheet is pasted onto the cover of the case from the inside. The HR employee puts his signature on this sheet.
An employee’s personal file is kept in the archive for 75 years; for managers, this period is usually longer.
But at the same time, if on the last working day an employee asks for copies of the necessary documents, this can be done; in this case, the file will not have to be stored, and the archive will be unloaded.
Conclusion If you are an individual entrepreneur, then you don’t have to keep personal files for your employees. Although it is better to do this, because based on practical experience it becomes clear that thanks to the personal file, you can instantly obtain the necessary information about the employee.
How to create an archive of personal files of dismissed employees?
- All personal files for employees are kept on paper and placed in folders with subsequent firmware and numbering
- On the covers of each newly formed folder, serial numbers and the number of cases located there are indicated.
- In the HR department, only folders with documents of actually working employees are subject to current storage.
- All folders with papers of those fired should be archived and stored by date and within dates in alphabetical order if possible
IMPORTANT: current and archival storage must be organized in special cabinets inaccessible to moisture and fire. Storage periods for the personal files of dismissed employees The period during which it is necessary to store documents is determined by the legislator.
The basic rules were enshrined by the Board of Rosarkhiv on February 6, 2002.
Archive of personal files of dismissed workers
In the course of work, the personal file is replenished with other documents. The last, final document in the personal file folder will be a copy of the order to terminate the employment contract.
This order follows from clauses 3.5.3 and 3.6.18 of the Rules, approved by the decision of the Rosarkhiv board on February 6, 2002. Documents are located in the personal file in chronological order as they are received (clause
3.5.5 of the Rules, approved by the decision of the Rosarkhiv board of February 6, 2002). Storing personal files In the HR department, keep the personal files of working employees only. Transfer the files of resigned employees to the archives for storage.
Sew personal documents with four pins into a hard cardboard cover (binder) or bind them in such a way that you can read the text of all documents, including dates, visas and resolutions.
Before filing (binding), remove staples from all documents.
State Archives: how to submit an employee’s personal file
When preparing files for filing (binding), metal fasteners (pins, paper clips) are removed from the documents. 3.6.5. Permanent files consisting of highly valuable documents or non-format documents are stored in closed, rigid, three-flap folders with drawstrings or in boxes. 3.6.6.
If there are unclaimed personal documents in the file (identity cards, work records, military IDs), these documents are placed in an envelope, which is filed in the file. If there are a large number of such documents, the latter are removed from the files and a separate inventory is drawn up for them.
3.6.7. At the end of each case, a blank form of the certifying sheet is filed, and at the beginning of the case (to record especially valuable documents) - a form for the internal inventory of the case documents. 3.6.8.
The procedure for creating an employee’s personal file after dismissal
When an employee is dismissed, his personal file is closed. To do this, it is necessary to check its design: check the presence and location of materials included in the inventory, the numbering of sheets.
At the end of the check, the inventory must be closed by making a note about the number of documents in the file (in numbers and in words); the sheets of the inventory itself are taken into account separately. Next, draw up a certification sheet (Appendix 9 to the Rules). Documents are drawn up on separate sheets and signed by the originator. If any changes are subsequently made, they must be noted on the certification sheet, referring to the relevant act.
Procedure for conducting personal affairs
A personal file (PD) is a set of documents relating to one employee and containing information about his labor (official) activities and length of service.
In budgetary organizations, as a rule, records are maintained for all employees. However, it is possible to conduct them selectively, for example, only for management personnel, financially responsible persons, etc. By maintaining we mean:
- timely entry of records of all changes: personal and biographical information, job position, etc.;
- inclusion of incoming materials and their withdrawal;
- issuance of case materials, certification of copies;
- maintaining an internal inventory;
- periodic checking of the state of affairs;
- closing and preparation for transfer to the archive,
etc.
The procedure for maintaining and the list of documents attached to the LD is approved by local regulations.
How much and how to store
In the organization, personal files are stored in specially equipped places. These can be metal cabinets (safes) or premises that prevent access to them by third parties, as well as theft or loss of information. Cases are subject to accounting and are recorded in a separate journal. You can arrange them in storage by serial numbers, alphabetically, etc.
Personal files of dismissed persons are subject to being archived after three years after their closure, and for municipal employees - after 10 years of storage at the last place of service.
It is necessary to take into account that if a personal file was opened after 2003, then its storage period will be 50 years, if earlier - the storage period is 75 years (Article 22.1 of the Federal Law of October 22, 2004 No. 125). If materials with different storage periods are attached to it, the entire file is stored for the maximum period.
How to store personal files of employees in an organization
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According to current legislation, only government agencies are required to keep personal files of dismissed employees.
Commercial organizations provide archival information on their own initiative, which facilitates further work if it is necessary to confirm work experience for a pension or obtain other documents.
Employee’s personal file: what should be there, requirements for its registration and storage
» Business organization » Registration » Office work » Formation and storage of personal files of employees of the organization
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An employee’s personal file is a package of documents containing personal information about the employee, as well as information related to his activities in this organization.
What is the procedure for conducting them?
The legislation does not directly indicate that every employer must create a personal file for an employee.
Therefore, the management of organizations has the right to independently resolve this issue.
But, at the same time, the law obliges to issue a personal card of the T-2 form for each hired employee.
After the mandatory use of unified forms was abolished in 2013, there has been controversy over whether the card is mandatory.
But, despite the abolition of unified forms, there are instructions in the legislation that confirm that the employer is obliged to maintain a T-2 card. In particular, according to the Rules for Maintaining Work Records, the employer is obliged to enter information about work into the employee’s personal card.
— on managing personal files of employees:
Since the law does not provide information on the procedure for maintaining an employee’s personal file, it must be established by the employer himself. This procedure must be prescribed in one or more local regulatory documents of the organization. For example, in the instructions for office work.
Instructions for maintaining personal files of employees (PD) should regulate the following issues:
- what documents are included in the LD;
- who forms the LD;
- where folders with employee IDs should be stored.
If there are no instructions for office work, then the procedure for conducting personal affairs can simply be approved by a separate order for the organization.
If the enterprise has a personnel department or a personnel officer, then it is he who is charged with the responsibility of creating the personal files of employees.
A personal file continues to be formed throughout the entire period of a person’s work in a given organization.
Formation of an employee’s personal file
Since a personal file is one of the HR documents, when preparing it you must adhere to the following rules:
- all documents contained in the personal file must be neatly executed and properly secured;
- documents that involve entering data into them (personal card, orders, etc.) should not contain corrections or errors; they cannot be drafts. Entries in such documents can be made by hand or using a computer;
- The LD, which stores copies of the employee’s individual documents, such as an employment contract, must be stored in a place inaccessible to unauthorized viewing of the documents contained in it.
As a rule, all documents in a personal file are filed in a binder or stored in a folder with drawstrings, and they must be located in the sequence established by the instructions.
What should it contain
The personal file may include the following documents:
- personal card form T-2, and it must be created for each employee, regardless of whether personal files are formed at the enterprise;
- copies of personal documents that the employee provides when applying for a job (passport, SNILS, Taxpayer Identification Number, diploma, military ID);
- employee application for employment;
- one copy of the employment contract and additional agreements thereto;
- a copy of the employment order;
- statements and copies of orders reflecting the employee’s movements within the organization (change of job title, transfer, etc.);
- documents evidencing the employee’s right to perform the work assigned to him (driver’s license, medical certificates);
- notes on penalties and awards received by the employee;
- a copy of the dismissal order;
- resignation letter or other document that served as the basis for termination of the employment contract.
— composition of the personal file:
Source: https://rubizinvest.com/kak-hranit-lichnye-dela-sotrudnikov-v-organizatsii/
Preparing a personal file for archiving
Hello. I have to archive the personal files of all employees, except the general director, in connection with their transfer to another employer. What documents must be present in personal files in this situation, and are there any specific requirements for processing personal files for filing in the archive? If possible, refer to the legislation. thank you in advance.
Employees of the personnel department of enterprises and organizations whose work is not related to public service are not required to maintain personal files of employees. However, if there is a need to maintain personal affairs and in fact they are conducted in personnel records along with other affairs of the enterprise, they are subject to accounting in the nomenclature of the enterprise’s affairs, and their formation and execution is carried out in accordance with the current rules of record keeping. When creating personal files for employees, it is necessary to comply with the requirement of the Labor Code of the Russian Federation (Article 65) regarding a specific list of documents provided by employees when concluding an employment contract. The procedure for the formation of personal files and the requirements for the preparation of personal files transferred to the archive are approved by the “Basic Rules for the Operation of Archives of Organizations”, approved by the decision of the Board of Rosarkhiv dated 02/06/2002. According to clause 3.5 of these Rules, the procedure for creating a personal file is as follows: Documents that, in their content, correspond to the title of the case are placed in the file, while it is prohibited to group draft and doublet copies of documents (with the exception of especially valuable ones) into files, as well as documents subject to return. The personal file should contain no more than 250 sheets, with a thickness of no more than 4 cm. Inside the file, documents should be arranged so that their content consistently covers certain issues. In this case, documents are arranged in chronological order (incoming - by date of receipt, outgoing - by date of departure) or alphabetically by authors and correspondents. Attachments to documents, regardless of the date of their approval or preparation, are attached to the documents to which they relate. Applications with a volume of over 250 sheets are formed into a separate volume. Since maintaining personal files in commercial organizations is not a mandatory requirement, then when creating a personal file, you independently compile a list of documents to be entered into it: For example, such documents include: documents on the employee’s education, information about assignment to work; characteristics, letters of recommendation (if available); documents reflecting issues of admission, internal transfer (transfer) and dismissal of an employee (his personal statement, copies or copies of orders and other documents). Requirements for registration of personal files accepted into the archive: In this case, complete registration of files includes: filing or binding of the file; numbering of sheets; drawing up a certification sheet, as well as drawing up (if necessary) an internal inventory of documents; making the necessary clarifications in the details of the cover of the case (clarification of the name of the organization; registration index of the case; deadlines of the case; title of the case) Cases of temporary (up to 10 years inclusive) storage are subject to partial registration. In this case, it is allowed not to systematize the documents in the file, not to number the sheets, not to draw up certification notes - clause 3.6.3 of the Rules).
How to stitch personal employee cards
The attachments are numbered separately from the envelope: first the envelope, and then each attachment in the envelope with the next number.
To take into account the number of sheets in the file, record the features of their numbering and physical condition, a certification inscription is drawn up, the form of which can be found in the “Useful Documentation” section on p. 28 magazines.
We considered the specifics of filling out the certification sheet in the recommendations for issuing orders for personnel, published in the 7th issue of the magazine on p. 5-6 in the article “We form and formalize cases with orders from the head of the organization for personnel.”
Employment agreements, contracts The peculiarity of the formation of employment agreements and contracts is that, according to clause 219 of the List of Standard Documents-2006, employment agreements and contracts have a shelf life of 3 years after the expiration of the agreements and contracts, contracts with civil servants - 75 years.
Question about creating personal employee cards
Attention Details in the System materials:
- Answer: How to issue a personal employee card in form No. T-2
Registration of a personal card Personal cards for employees must be maintained by all organizations, regardless of organizational and legal forms (clause 2 of the resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1, clause
12 Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).
The obligation to maintain them is also confirmed by the fact that the personal card duplicates the information entered in the employees’ work books, and the employer is obliged to familiarize the employee with each such entry against the signature in the personal card (clause
12, 41 Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225). The form of personal card No. T-2 was approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004. № 1.
Prednalog.ru
Important
TIN, insurance certificate, birth certificate of children); copies of all orders on appointment, transfer, incentives, business trips, vacations, etc.
;employment contract; certification data; characteristics; I want to draw the moderator's attention to this message because: A notification is being sent... Svetlana-Omsk [email hidden] Russian Federation, Omsk #84[263900] October 19, 2011, 5:25 Thank you for the answers!!! Then, I must Should I even create a Personal File for each employee? and, if possible, please provide a link to a regulatory document about this.
https://youtu.be/PysWNMK07hA
And another question: If the employee does not have a document on education or does not have any education at all, then should I request a Certificate of Secondary Education? I want to draw the moderator's attention to this message because: A notification is being sent...
Storing personal cards
A personal card is a document containing the personal data of an employee. According to existing requirements, the personal card of employees of organizations of all forms of ownership, which are sources of acquisition of state municipal archives, in the prescribed manner must be transferred to state, municipal archives or stored in the organization.
This recommendation can be used by non-governmental organizations storing personnel documents.
The article discusses the features of drawing up a delivery inventory for the entire set of personnel files for a specific year, together with orders for personnel, personal files and other documents on personnel, the storage period of which exceeds 10 years, as well as a special case of this practice - drawing up an inventory of personal cards for filing in the archive if only one person quit during the year.
Vote:
At the same time, information about the marital status, education, place of work (division of the organization), position, place of residence or place of stay of citizens, other information contained in the documents of citizens accepted for military registration is clarified; … 31.
In order to collect, store and process information contained in the personal cards of citizens subject to military registration, organizations and their officials: a) identify citizens subject to military registration at their place of work and (or) place of residence, and take the necessary measures to register them with the military; b) maintain and store personal cards of citizens registered with the military in the manner determined by the Ministry of Defense of the Russian Federation.
Rice. 1 Personal cards belong to the category of temporary (over 10 years) storage. According to Art.
Is it possible to fill out T-2 card sheets on a computer and print them out?
Personal cards refer to unified forms of primary accounting documents for recording labor and its payment. There are two forms of personal cards: form N T-2 and form N T-2 GS (MS).
Form N T-2 GS (MS) is issued for civil servants, form N T-2 - for all other employees. The personal card contains the employee’s personal data (date and place of birth, education, place of residence, etc.) and is filled out when he starts working.
During the employee’s working life, information about his appointment to a position, transfers in position, vacations, and dismissal is entered into his personal card. A personal card is also important because experienced personnel officers are well aware that it is connected with maintaining military records.
And this largely determines the need to create personal cards in the form of a card index.
Source: https://24-advokat.ru/kak-sshivat-lichnye-kartochki-rabotnikov/
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.
What documents from the employee’s personal file are archived?
Ministry of Culture of Russia dated August 25, 2010 No. 558). Read more about dismissal here: Thus, orders for hiring, transfer, dismissal and other orders for personnel must be kept for at least 75 years. An exception to this rule is orders for granting vacations, sending on business trips in Russia (as well as other documents about business trips: assignments, reports, etc.), as well as orders for penalties.
They only need to be stored for five years. Employment contracts, personal cards and personal files of employees must also be kept for 75 years, and personal files of managers - permanently. The staffing table is also required to be maintained at all times. Workplace certification materials should be stored for 45 years, and in difficult, harmful or dangerous working conditions - 75 years. Keep the labor regulations even after replacing them with new ones. Shelf life is one year.
Rules for using information
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.
