When drawing up personnel orders, it is necessary to pay great attention to their legal significance. To be legally binding, they must contain a number of necessary details, including the registration index or, in other words, the document number. The rules for registering orders are determined by the local document of the institution, but there are also general rules.
Instructions
Step 1
The order number of the order for personnel is also its registration number (index). The numbering of all orders (orders) for personnel should be kept during the office year separately for each group of administrative documents in special registration forms.
The business year usually coincides with the calendar year (January 1 - December 31). But there are exceptions, for example, institutions of culture, education, etc., in which the office year begins on September 1.
Step 2
To begin with, differentiate all orders into separate groups. Divide papers according to their shelf life into documents of long-term storage and documents of short-term storage.
In large organizations with a large number of employees, for convenience, select within the array of orders with the same storage period several groups on a homogeneous subject.
For example, documents of long-term storage can be divided into groups: orders for admission, orders for dismissal, orders for transfer. And papers of short-term storage can be differentiated into series: orders for vacations, orders for business trips.
In organizations with a very large number of staff, it is sometimes necessary to develop letter designations of orders for each category of personnel.
Step 3
Further, register each of these groups of orders on personnel in special forms. As a registration form, you can use a journal, registration and control cards or an electronic document management system. Each of these forms has advantages and disadvantages.
Registration and control cards and electronic filing cabinets, which usually duplicate each other, are more convenient for organizing and searching. Logs provide more information security.
Registration forms do not have a strict standard, but usually contain the following data:
- the date;
- serial number of the order;
- who signed (position, surname);
- a summary of the order;
- base;
- performer.
Step 4
Now, to number orders by frame, you just need to look into the corresponding journal and assign the next index to the document.
