The personal files of all retired and retired employees must be sent to the archive for storage (Article 17 of Federal Law No. 125-F3). An employee of the personnel department is obliged to prepare folders with documents and transfer them to the authorized employee of the archive from hand to hand.
It is necessary
- - folders;
- - binder;
- - pencil;
- - inventory;
- - transfer inventory.
Instructions
Step 1
Before submitting personal files to the archive, carefully prepare all available documents that remained in the personnel department after the dismissal of employees. The legislation establishes certain deadlines within which it is necessary to have time to transfer personal files of employees for archival storage. They should not exceed 12 months after the dismissal took place.
Step 2
Arrange each personal file in reverse chronological order. If during employment the first page was an application written by an employee for a job, in archival documents the first page will be a letter of resignation.
Step 3
All sheets folded in the right order, file with a binder, number in order. Make an inventory on a separate sheet. Enter all the bound pages of your personal file under the serial number.
Step 4
Attach the inventory at the top of all pages. If you are filling out a personal file for each employee separately, place it in a cardboard folder, in large block letters write the first letter of the employee's last name and the year of dismissal.
Step 5
When transferring cases to the archive, it is permissible to put several cases of retired employees into one folder, but the number of sheets in it should not exceed 250. In one folder, put the cases of retired employees in one year, whose names begin with the same letter. Such registration of personal files is most often used in large enterprises, where a large flow of personnel passes during one year.
Step 6
For all prepared cases, draw up a transfer sheet, which has a unified form. In column No. 1, write down the serial number of each case, in column No. 2 - the index of each case according to the nomenclature, No. 3 - the name of the headings of the cases, No. 4 - dates, No. 5 - the number of sheets transferred for each case separately, No. 6 - storage periods, # 7 - additions or existing notes.
