A personal file is a collection of documents that contain information about an employee from the moment of signing the order for hiring to the date of issuance of the order for dismissal. In our country, it is mandatory to maintain personal files only for civil servants. However, most enterprises and organizations prefer to organize and record employee data.
Instructions
Step 1
The personal file, as a rule, contains the following information about the employee: a personal record sheet, copies of education documents, a copy of the order and application for employment, an employment contract, amendments and additions to it, documents on certification and advanced training, and also other documents that are necessary for the personnel service (a copy of a marriage certificate, birth certificate, passport, military ID, etc.).
Step 2
The personal file of each employee is drawn up in a separate folder with a cardboard cover - a binder. It contains the requisites: surname, name, patronymic of the employee, date of opening the case. After the employee is dismissed, the personal file is closed. Documents must be submitted to the archive without fail.
Step 3
Closed personal files are numbered, an internal inventory of case documents is drawn up. The documents in the folder are collected in chronological order - from the moment the employee arrives to the date of dismissal. An internal inventory is drawn up in the same order. The numbering of the inventory sheets is separate from the numbering of the personal file documents.
Step 4
Personal files of employees are issued only to the manager or other persons by order of the manager, as well as to the employee himself. Information stored in a personal file is confidential, which means it cannot be disclosed to strangers. It is forbidden to make changes to the previous documents of the personal file, as well as to extract them.
Step 5
The HR department only keeps records of current employees. The documents of the dismissed employees are transferred to the archive. They are stored there for 75 years, and the personal files of managers, managers, as well as those who have awards and degrees, are indefinite.
