An order is a document of great practical importance. It indicates some specific action: hiring and firing an employee, disciplinary action, the need to introduce new technology, and much more. The clerk must ensure the storage of this type of documents and the ability to quickly find the right one. For this, each order is assigned a unique identification number.
It is necessary
- - orders;
- - logbook;
- - instruction on personnel records management;
- - 2 or 3 folders.
Instructions
Step 1
The registration form for orders is not strictly regulated by law. There is a standard instruction published by Rosarkhiv on November 27, 2000, which states that the numbering of orders by personnel and main activity should be carried out separately within a calendar year. If you work in a small firm, where the secretary also performs the work of a clerk, start 3 folders and 3 registration journals.
Step 2
Draw up instructions for office work. It can consist of just a few items. Indicate which orders should be stored for 5 years, and which ones - 75. Write into which arrays the orders for your enterprise are divided into and how you decided to designate them. Orders for the main activity are usually numbered with a sequential number, and personnel orders - with a number and a letter. For example, the number may look like "Order No. 2-l / s" or "Order No. 2-k". For documents with different shelf life, come up with different designations. For example, short-term can be marked as personnel, and long-term - as personnel.
Step 3
Divide orders by personnel into 2 parts according to shelf life. Documents on the provision of regular or educational leave, short-term business trip, incentives and disciplinary sanctions are stored for 5 years. File orders for employment, transfer, dismissal, long business trips and long vacations into another folder. Write the name of the folder and the expiration date on the covers of the binders. Fill in orders for the main activity separately
Step 4
In large firms, orders are issued by different services. Documentation for the main activity, as a rule, is kept by the secretary, and for the personnel - by the personnel department. Accordingly, each has its own folder and its own accounting books. It is enough for a HR specialist to start 2 books and 2 folders, dividing documents by retention period. However, with a very large document flow, each folder is often divided according to the types of orders. If your enterprise has adopted a separate storage system, still number the orders in order within the general array and register them in one journal.
Step 5
Orders for the main activity may apply not only to the entire company, but also to individual divisions. Develop code for each department or department. It can be a letter or a number. Do not forget that the designation of orders for the main activity should differ from that which is accepted in the personnel records management of your company. In this case, the numbering goes within the general array "main activity".
