In accordance with Article 17 of Federal Law 125-F3, the files of retired employees are subject to transfer to the archive. Before submitting documents, they must be filed, numbered, inventoried and decorated with a cover. This must be done by an authorized personnel officer.
It is necessary
- - folder;
- - all documents;
- - pencil;
- - inventory;
- - delivery list.
Instructions
Step 1
To transfer the case of a resigned employee to the archive, arrange the documents in reverse chronological order. This means that when you were employed, you made up a personal file, the first sheet of which was a job application. When transferring the case to the archive, the first sheet will be a letter of resignation.
Step 2
When filing an employee's personal file, at the same time draw up an inventory of the documents to be filed. In a personal file for transfer to the archive, file all available documents: a questionnaire or resume, copies of education documents, copies of orders for employment, dismissal and other orders that were issued in the course of the employee's work. These can be orders to raise or lower wages, to transfer, to perform additional duties, etc. Also attach all the certificates that the employee has ever presented to your organization, a copy of the employment contract, additional agreements, regulations related to the employee's work.
Step 3
File the file in a folder with a binder, number all the sheets in the upper right corner. This must be done with a simple pencil. At the top, file the inventory, sign the folder, put the letter code on the initial letter of the employee's surname, as well as on the cover of the folder in large numbers the year of dismissal from your company.
Step 4
You can keep track of the year of dismissal for one employee or for several who quit in one year. If you are accounting for several employees, then put all the personal files in one common folder and sign the year of dismissal on the cover. A maximum of 250 sheets can be stored in one folder. Form each complex case not only by the year of dismissal, but also by the alphabet of surnames.
Step 5
When transferring all cases to the archive, draw up a delivery list. In the first column, indicate the ordinal numbers of cases, in the second, the indices of all cases according to the nomenclature. The third column is filled in by the name of the headings, the fourth - by dates, the fifth - by the number of sheets, the sixth - by the shelf life, the seventh column you can fill in if there are notes or additions.
