Maintaining special documentation is an integral part of the personnel department of an enterprise. At the same time, a personal file is mandatory for each employee. In the future, personal files are archived in special folders.
Necessary
- - personal documents of the employee;
- - list of documents;
- - a folder for a personal file.
Instructions
Step 1
Start registering a personal file for an employee immediately after being hired. There is no unified form for filing a case, so you can develop it yourself. Create copies of the employee's passport, retirement insurance certificate, TIN certificate and other personal documents, if needed, such as a medical certificate and driver's license.
Step 2
Design a cover for your personal file. Indicate the name of your organization in accordance with the constituent documents, put the serial number of the case and the date of its preparation. You can also write the duration of the employment contract with the employee. Leave space for notes about dismissal, transfer, etc. In the center of the cover, place the last name, first name and patronymic of the employee in full, his position.
Step 3
The first page of the personal file should contain an inventory of the employee's available documents. The best way to compile an inventory is in electronic form. Be sure to include the name of the authorized employee and the date of the inventory. Information about the available documents can be placed in the form of a table, noting the number of each of them and making the necessary notes. At the bottom of the inventory there should be the signatures of the compiler and the employee for whom the personal file is being compiled. Attach copies of existing documents after the list. This is followed by all papers related to the workflow, for example, a vacation order, agreements on changes in the employment contract, etc.
Step 4
File your personal file in the archive folder. These documents should be kept by a personnel specialist or director of the company under limited access to data. Employees can receive any of the documents in a personal file by agreement with the manager and under a personal receipt. When an employee is dismissed or transferred, the personal file is transferred to a special archive about former employees of the company.
