Logbook for registering orders for personnel: sample, form, filling out

Decoding the concept of “personnel”

The personnel of any organization are all those people who work in it under the terms of an employment contract. It does not matter whether a person works on a permanent basis or whether his work is temporary, urgent or seasonal.

Thus, all orders issued in relation to these individuals are considered personnel orders. These may be orders

employment,
abbreviation,
vacation,
material incentives,
disciplinary action,
on duty,
transfer to another position, etc.

Today, the list of such orders is open, which means that the personnel department of each organization has the right to independently create a list of them. In this case, information about all these orders must be entered in the appropriate registration journal.

The only exception is the management “top” of the company - orders on the appointment of a director and chief accountant, as well as other employees mentioned in the charter, relate to orders on the main activities of a legal entity. This means that they do not need to be entered into the log of personnel orders.

Is it necessary to keep a log of orders?

Is it necessary to keep a log of personnel orders for personnel?

Meanwhile, the form of the logbook for registering personnel orders for personnel (in particular, the vacation logbook) is not approved by law. Consequently, the employer himself determines the procedure for registering such orders in the local regulatory act of the organization (for example, Instructions for Office Work), which can also provide for an automated registration form - automatic assignment of numbers to orders when they are generated in the 1C program.

form of a book of accounting for the movement of work books and inserts in them (approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 N 69), forms of log books for workers leaving on business trips from the sending organization, and accounting for workers who arrived at the organization to which they are sent ( approved by Order of the Ministry of Health and Social Development of Russia dated September 11, 2009 N 739n), the form of a log of inspections of a legal entity, individual entrepreneur, carried out by state control (supervision) bodies, municipal control bodies (approved by Order of the Ministry of Economic Development of Russia dated April 30, 2009 N 141), etc.

How to properly keep a log of orders

After the journal is completed, it is necessary to formalize the end of its maintenance. To do this, you first need to lace all the pages and fasten them with a cord. Then they write down the number of sheets (not pages), put a date and a signature with a transcript (last name, initials). These entries are made by the responsible person who kept the journal throughout its entire period (or the person replacing this employee).

Document number – numbering occurs in continuous order, from the beginning to the end of the year. Documents, information about which is recorded in different journals, have different numbering - documents on main activities, personnel, etc. have their own order.
This is followed by the date of publication of the document - from this day it usually comes into force.
Then the title is given (exactly as in the order). Here you can write a brief summary.
The number of sheets and attachments is marked with a slash “/”.
In the “responsible” column, enter the surnames and initials of the employees who are responsible for the implementation of the issued order.
In the “familiarize” column – the surnames and initials of employees who must familiarize themselves with the text of the document in writing (under signature).

How to fill out and keep a log of orders

It is necessary to avoid correcting entries in the journal (erasures, additions, deletions), this may be considered an error, which leads to the closure of the case . To avoid complaints from inspectors and not close the case, do the simple thing: rewrite the log without errors.

Is it necessary to keep a log of personnel orders for personnel?

Orders: orders on hiring, on granting leaves to employees, on dismissal of employees, on transfers, business trips, on appointing a person responsible for maintaining, recording and storing work books, etc. (Articles 62, 68, 84.1, 193, etc. Labor Code of the Russian Federation, clause 45 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225)

Documents on the processing and protection of personal data of employees (a document establishing the procedure for processing personal data of employees, their rights and obligations in this area (if this is not established in the internal labor regulations), written consent of employees for the processing and transfer of personal data to third parties, Art. Article 86-88 of the Labor Code of the Russian Federation, Article 6 of the Federal Law “On Personal Data”)

Is an individual entrepreneur required to keep a log of personnel orders?

Order log But it is better to draw up a sample in advance and use standard documents in the future. Regardless of the organizational form of a legal entity, the authority to issue orders initially belongs to its head. Activity in the individual entrepreneur format assumes that the business owner has full rights to manage his brainchild and bears full responsibility for the results of its work. The issued order must receive a serial number and be registered in a special journal. You can use them as they are or adapt them to your own needs. IP;

The procedure for recording orders in an organization + a sample logbook Important After the phrase “send on a business trip,” the fields of the order intended for the specialist’s data are filled in. The manager indicates the last name, first name and patronymic of the employee sent on a business trip, the position held, and the name of the structural unit in which the employee works.

Is a log of orders for personnel required in 2018?

Information about the employee Who is responsible for maintaining the journal can be written on the covers of the document, on each or the last sheet. Each sheet must be protected from withdrawal and attachment. Therefore, the journal is stitched. Reflection of the full name must be complete, and the name of the position, specialties and professions - according to the staffing table. Erasure, correction, deletion are not allowed (as discussed above) If it is necessary to correct what is written, the entry is crossed out so that it can be read. A new entry is made in the same column. If there is a “Note” item, a correction is written in it. If there is no such item, then you can make a mark below, similar to how this is done in work books (the entry such and such in column such and such is invalid). Then new information is written down. The registration log is an internal document. It cannot be passed on to anyone other than HR department specialists. Transfer is possible only if there is a written order from the management. The head of the department or other official of the company can familiarize himself with the journal only in the presence of the persons responsible for maintaining it. The journal is regularly transferred to the head of the department so that he can check whether decisions are made in a timely and correct manner, and can also prepare a report. , report, analyze personnel work The indexation procedure is being developed in the company -

is there a link to the document on the basis of which the order was issued (employment agreements, legal regulations, etc.);
is there a date, name, number, is the place where the order was prepared stated?
is there a title and text, signature;
is there a mark confirming the approval of the order with an authorized specialist of the company.

It is mandatory to keep a journal of orders at the enterprise

When documents are registered, they are indexed. That is, each document must be assigned a specific number and symbol (index). Indexes are necessary when searching, recording and systematizing documents. The registration index is not repeated during the year.

We also note that labor legislation does not contain the obligation of the employer to keep logs of orders. Consequently, the employer has the right to independently determine whether to keep one logbook for all orders, several logbooks for each type of order, or not to keep logbooks at all. There are no standard forms of logs for registering orders for personnel activities, therefore the personnel service of an organization has the right to develop them independently. A complete list of books and magazines maintained by the personnel service, as well as their storage periods, are indicated in the list approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558.

Is an individual entrepreneur required to keep a log of personnel orders?

If the office did not carry out subsequent registration of orders, then the order can be recorded retroactively. Method two. If subsequent registration was carried out, then a memo is written to the head of the organization, and it describes the current situation.

Is it necessary to have a log of orders for personnel?

Note”, a correction is written in it. If there is no such item, then you can make a mark below, similar to how this is done in work books (the entry such and such in column such and such is invalid). Then new information is written down. The registration log is an internal document. It cannot be passed on to anyone other than HR department specialists. Transfer is possible only if there is a written order from the management. The head of the department or other official of the company can familiarize himself with the journal only in the presence of the persons responsible for maintaining it. The journal is regularly transferred to the head of the department so that he can check whether decisions are made in a timely and correct manner, and can also prepare a report. , report, analyze personnel work The indexing procedure is developed in the company - Sample filling If we compare the magazines maintained in different companies, we will see significant differences.

At the moment, the forms of some registration logs have been approved - their maintenance in paper form is mandatory for organizations: the form of a book of records of the movement of work books and inserts in them (approved by Resolution of the Ministry of Labor of Russia of October 10, 2003 N 69), forms of log books of employees leaving for work business trips from the sending organization, and accounting for employees who arrived at the organization to which they were sent (approved.

Is it necessary to keep a log of orders?

The archival shelf life of up to 75 years includes issued orders on the enrollment of employees, dismissal, transfer to another division of the company, registration of bonuses and encouragement. Orders for obtaining promotions, qualifications and high work ranks are also subject to storage for 75 years.
They keep orders on vacations, penalties, business trips and duty at the enterprise for up to 5 years. This category includes orders for work outside normal hours and for monetary compensation for overtime overtime.

Is there a need for management? The logs are stored for 5 or 75 years. As we have already said, the order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558 prescribes the required period during which it is necessary to preserve the logs of documentation on orders in relation to all activities of the organization. Based on this, it becomes obvious that it is mandatory to maintain logs. Written or electronic? The registration journal can be maintained electronically. The legal framework does not provide for any special form of order documentation, which, in addition, has special reservations about its execution.

Is a journal for registering orders for personnel required in an institution?

Orders on the work of the administration should be kept for 5 years, while documents regulating the main activities of the enterprise are in permanent storage. Log books are a type of documentation that is intended for internal use only.

Those orders in accordance with which the first person of the company is appointed to a position are orders for the main activity, and not for personnel. Separate orders are prepared in accordance with the unified form of primary accounting documents for personnel records. They are listed in Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1.

Is it necessary to keep a log of vacation orders?

Log book of employees hired while the employee is on maternity leave, child care leave Not provided for Arbitrary To reflect data on employees hired while employees are on maternity leave, child care leave, as well as period of their work 75 years Journal of personal affairs Not provided for Arbitrary To reflect and record the personal affairs of employees 75 years Journal of registration of agreements on liability Not provided for Arbitrary To record contracts of liability, their types and employees with whom such agreements are concluded 75 years Journal accounting for pre-trip medical examinations of drivers Provided for by order of the USSR Ministry of Health dated September 29, 1989 No. 555 Established by the Instruction approved by order of the USSR Ministry of Health dated September 29, 1989

https://youtu.be/VZpgEoCVjCs

Why do you need a magazine?

The meaning of the journal is not difficult to understand: it allows you to systematize data on the orders of enterprise management in relation to subordinates, as well as optimize work with them.

In order for the information to be complete, all orders without exception regarding the personnel of the enterprise must be recorded in the journal in chronological order.

If necessary, the magazine helps to quickly find the necessary order, and also, in the event of complex disputes between the employer and the employee and the case is brought to the labor inspectorate or the court, it makes it possible to confirm or refute the legality of certain actions of each party to the labor relationship.

Basic rules for drafting

There is no unified uniform form of the journal, so company employees can create it in any form or, if the organization has a developed and approved document template, based on its sample. In this case, the document must include a number of mandatory information. These include:

Business name;
date of opening of the journal, date of its end;
position, last name, first name and patronymic of the employee responsible for its management;
document storage period.

The main part of the journal is best formatted as a table, which should be divided into several columns. You must enter in them:

serial number of the order, date of its issue;
document number, its type, content;
Full name and personnel number of the employee to whom it concerns;
the basis for issuing the order.

If necessary, the table can be supplemented with other information, or, conversely, reduced.

What to pay attention to when registering

Like the content of the magazine, its design is entirely left to the editors. The journal can be created in simple handwritten or electronic form. Moreover, if the journal is kept on a computer, it is not necessary to duplicate it in printed form. Well, if the company’s management considers it necessary to maintain a document in a “live” form, then you can use both simple blank sheets of paper and company letterhead for the journal.

IMPORTANT! The order must indicate the person responsible for maintaining the order register.

It is necessary to stamp the journal only if the norm for endorsing such documents using stamps is enshrined in the local regulations of the company.

Typically, these magazines are quite impressive in volume and have dozens of pages. In such cases, all sheets of the journal must be numbered, fastened together with a strong thread, writing on the outside the date of creation of the document and affixing the signature of the responsible person.

When is the log compiled and released into the production process?

Since personnel accounting orders are formed from the first day of the company’s operation, they must be registered in a certain way. Today there are no uniform requirements for the preparation of this document approved at the state level , so this format can be approved by a local regulatory act of the organization, for example, in the “Regulations on the company’s office work.”

There are requirements for maintaining the orders themselves for personnel, but the format of their registration log can be developed by enterprise specialists independently.

On the other hand, you can buy a ready-to-use journal from online or bookstores. HR consultants, based on their own experience, have developed a convenient format for this management document and distribute it in various ways. It all depends on the needs and capabilities of the company.

You can buy a ready-made magazine:

laced;
numbered;
sealed;

You can familiarize yourself with the recommended examples of creating a magazine on the Internet pages of websites on personnel records management and, based on them, develop your own format. The main requirement is the fact that it must be started with the start of the organization’s activities .
Who keeps and how the safety training log is filled out - see here. In what cases is an order to change the staffing table issued? Read this article.