In the personnel services of organizations, enterprises, a large number of documents are stored: orders for hiring, granting vacations, transfers, awards, additional cash payments, dismissals and others. The importance of preserving such documents is due to the need to keep records of the documents of each specific employee. The task of correctly and promptly forming documents in the case is entrusted to the personnel officers.
Instructions
Step 1
Formation of cases is the placement of executed documents into cases. Group documents into cases for each calendar year, except for cases that were formed initially and are not within the same calendar year. Such cases include: personal files of students, employees, workers, forensic cases, pension cases, medical history, as well as other accounting documents.
Step 2
The final formation of the personal files of students, students, postgraduates should be carried out upon graduation from an educational institution or postgraduate study; workers and employees - upon their dismissal; medical history - after providing the patient's discharge; court cases - immediately after the end of the trial and the delivery of the decision; pension cases - after pension payments have been terminated.
Step 3
When preparing for archival storage, combine the personal files of employees who were dismissed into personal files, if the number of sheets does not exceed two hundred and fifty. The same applies to persons who have graduated from an educational institution. You can also create an individual personal file as a separate storage unit. This rule applies to personal files of permanent storage.
Step 4
When creating personal files, consider the different retention periods. With regard to cases of long-term and permanent shelf life, form them separately, and also include them in different inventories.
Step 5
Group orders by personnel into cases according to the established retention periods. Within each personal file, documents are entered in chronological order, that is, from the beginning to the end of the year, as well as by the date of their approval, compilation, registration.
Step 6
Cases that are formed from personal accounts, personal cards, work books, as well as outfits of personal files, systematize strictly in alphabetical order. When using this design, carry out additional clarification by indicating the first three letters in the names of the persons on whom a personal file has been opened.
