Biography of an employee
Tags: office work, personal data of an employee Andrei Zhuravlev, Head of the Sector of the Evaluation, Development and Training of the Personnel of the Onega Group of Companies, Practice shows that the formation of an employee’s labor biography in the form of a personal file is of certain benefit. All information about the employee is concentrated and ordered in one place - this contributes to the safety of documents; Operational access is provided to them - this contributes to the rapid search for information in the preparation of any report and request.
The article discusses the most important requirements for the formation and storage of the employee’s personal file, the registration of the cover, the main documents included in the personal file are listed. Personal cases of employees are part of the documents on personnel. A personal file includes documents reflecting information about the employee and his work or about the student, the student and his education in the educational institution.
As a rule, a personal file is formed over a long period of time all the time of work or study. The rules for maintaining primary work documents are established in the manner determined by the government or by the authorized body of Art. These rules are reflected in the instructions on the procedure for the formation, maintenance and storage of personal files of employees, approved by the Decree of the Committee on Archives and Consolidation, under the Council of Ministers of the Republic of Belarus from the Instruction, establishes the procedure for the formation, maintenance and storage of personal affairs of employees in state bodies, institutions, organizations of RB of all forms of ownership.
It should be noted that the procedure for the formation, maintenance and storage of personal affairs of students of the institutions of secondary, professional, secondary special and higher education is regulated by the instructions for conducting personal affairs of students in secondary specialized educational institutions, approved by order of the Minister of Education of the Republic of Belarus from when it is necessary to start a personal file a personal file - this is a set of documents containing the most complete information about the employee and his labor activity part one of the part, in other words, in other words, in other words, in other words, in other words, in other words, in other words, in other words, in other words, in other words, in other words, in other words.
A personal file is a folder containing primary personnel documents located in a certain order of the documents in the personal file of the employee are placed as they appear. According to the instructions in organizing work with personal matters, 3 main stages are distinguished: 1. Formation of a personal file. Conducting a personal file. Accounting, use, storage and preparation of the personal file of the dismissed employee for transfer to the archive of the organization.
An independent personal file is being formed for each employee. It is then allowed in the process of preparing for archival storage to group personal affairs in groups by years of dismissal, that is, to sew them in the total case, especially with a small number of personal files formed a year. In this case, the internal list of documents should contain information with the list of personal files included in it by the name of the employees and the number of sheets of each case in order to facilitate its use in the future.
But it is more appropriate and convenient for further work to sew things as independent storage units, and start a separate business for each employee. The formation, maintenance and operational storage of personal affairs in accordance with the instructions is carried out by the organization’s personnel service, but in practice, this work is often carried out by the assistant manager or legal adviser.
However, this often leads to errors and violations, since such work is not included in the duties of legal advisers or assistant manager. The lawyer must be attracted to the general legal examination of the correctness of personnel office work. Control over the registration and storage of personal affairs by the legislation is assigned to the head of the organization, personal files are carried out only to employees of the organization, that is, to persons consisting with the employer in labor relations on the basis of the concluded labor contract of paragraph.
Personal cases are not underway to citizens who carry out work under civil law contracts, contracts for the provision of services. Relations of the parties arising from civil contracts are regulated by civil law and do not fall under the validity of the Labor Code of Art. In other words, personal files are formed for full-time workers and grafting workers, because an employment contract is concluded with these categories of employees.
The instruction determines the circle of employers and employees on whom personal affairs should be conducted, and applies to state bodies, institutions and organizations of the republic of all forms of ownership. Foreign employees of representative offices of foreign legal entities do not fall under this list. Labor and related relations of foreign workers of diplomatic missions and consular institutions of foreign states accredited in the Republic of Belarus are regulated by the law of the corresponding foreign state of Art.Normative and legal acts establish the mandatory conduct of personal affairs for managers and specialists, scientists, public servants, as well as other employees in cases determined by the legislation of the Republic of Belarus.
Since the legislation strictly does not require personal files of the workers, only personal personnel or personal cards can be filled on them, although many organizations are underway for all employees. The procedure for issuing a personal case is drawn up in accordance with the requirements established by regulatory legal acts and methodological documents on office work from the beginning of the establishment of an employee’s labor relations from this employer Ch.
And they arise from the moment a person hits work under an employment contract. This means that the employee’s personal file is formed after the signing of the employment contract and the publication of the order, the decision of the meeting of the founders, decisions, etc. The employee’s personal file has a logical construction: the first documents that record the process of hiring, then the documents arising in the process, and the personal file is completed with documents to dismiss the employee.
In the process of conducting a personal file, the documents in it are included in the chronological sequence of part three of the item. Personal affairs of the employees are subject to strict accounting of the clause of the Personal Affairs Book of Personal Affairs, which is maintained by the personnel specialist, is to be taken into account. The magazine is stored in the personnel service of the organization.
A sample of the completed form of the journal of personal files of employees, see in the section “Useful Documentation” on p. A personal file begins with the cover, which should contain the name of the organization, the serial number from the journal of registration of the personal affairs of the employees, the personal data of the employee of the name and the timing of the start and end of the conduct of the personal file.
The heading of the personal file is the surname, name and patronymic of a particular employee in the nominative case. If the documents of the case have information about the change in the surname, name or patronymic of the employee or various options for writing them in the main documents, then they should be recorded in the heading of personal file, for example: “Akhmetova Alla Nasimovna”; "Sergeeva Kalkina Irina Olegovna." The dates of the beginning and ending on the cover should be affixed with the same as in the orders of reception and dismissal from work.
Sometimes these dates are determined according to the dates of reception and dismissal from work, but we consider the last option not entirely correct, although permissible. In the personal file, there may be documents dating from an earlier date than the date of the order for hiring.
These are recommendations, documents on transfer from another organization, but they do not affect the determination of the extreme dates of the employee’s personal file. Personal affairs are stored in the personnel service separately from other cases in order of numbers or in alphabetical order. The shelf life of the personal files of employees is 75 years, it does not depend on the age of the employee and begins to count from the moment of his dismissal.
A sample of the completed cover of the employee’s personal file, see the “Useful Documentation” section on p. After the cover in the personal file, there is an internal inventory of documents, and then the primary documents submitted by the employee when applying for work are located. After the publication of the administrative document on the acceptance of the appointment, the collected documents are placed in the case in the sequence established by paragraphs at the stage of the formation of the personal file, the documents are included in it in the prescribed manner, regardless of the sequence of their occurrence.
For example, when applying for a job, the applicant submits copies of education documents, then he fills out a personal personnel list, writes an application for employment, autobiography, and only after that the personnel specialist will fill out an internal inventory and addition to a personal sheet. The procedure for filling out and submitting documents may be different, but when forming a personal file, all the documents submitted are located in it in the manner prescribed by the instructions, which is based on many years of practice of conducting personal affairs in various organizations.
A personal sheet of personnel records and an addition to it, copies of education documents, an application and an order to hire a job are the main documents of a personal file, without which the very meaning of its maintenance is lost. The internal inventory of the internal inventory contains information about the names of the documents included in the case, their indices and dates and is filled out as the documents included in the personal file, and not after terminating its maintenance and preparation for the transfer to the organization’s archive, as it is sometimes found out when checking the personnel paperwork, taking into account the importance of documents included in the personal file, it is required to compile an internal inventory according to a certain form.
It is always numbered separately from other documents. Then, in the process of preparing for the archival storage of the completed personal file, the number of sheets of the internal inventory is noted in the lister sheet.See the sample of the completed internal list of personal files in the “Useful Documentation” section on p. Autobiography: for and against the inclusion of autobiography in the personal business causes many disputes, since according to the requirements of Art.
The composition of the personal file documents is included in the instructions, it defines the procedure for the location of documents in the personal file, but the mandatory compilation of these documents can be reasoned in otherwise. Autobiography is a document containing a brief presentation of the main stages of life and the activities of the employee in chronological order.
It is compiled by the employee independently in any form and reflects the following information: - surname, name, patronymic; - the resulting education where, when and in which educational institutions he studied; - labor activity; - public work, participation in elected bodies; - attitude to military service and military rank; - the presence of government and other awards and rewards; - Information about the marital status of the family, mother, children, children, all of these data, can be useful to personnel service when compiling reports, preparation of certification, etc.
Additional documents for some categories of employees in relation to civil servants, scientific and teachers, young specialists and some other categories of employees provides for the inclusion of additional documents in the personal file of the employee, for example, areas of the service are included employment, and for young specialists - a referral to work after graduation; A direction for armor for military servicemen, dismissed from the Armed Forces of the Republic of Belarus, etc.
Labor contracts contracts with employees may include part two of the item in personal affairs. If personal affairs are not on all employees, then a mixed option is also possible. In this case, employment contracts contracts with those employees on which personal cases are underway include contracts with other employees in a separate case in the composition of these cases.
The cover of such a case indicates the headline: “Labor contracts contracts with employees of the organization”, and this case itself is included in the nomenclature of the personnel service and in the consolidated nomenclature of the organization’s affairs. In the nomenclature of cases in the column “Note” opposite the heading of the case with labor contracts, it should be noted that labor contracts with employees on which personal files are underway are included in personal files.
A certificate-object is drawn up, as a rule, on employees submitted for appointment or to encourage award. If the first copy of the object-object reference is sent outside the organization, a copy is filed into the employee’s personal file. The questionnaire is filled out in cases where in the personal file it is necessary to have additional information about the employee not provided for by the columns of the personal sheet of personnel accounting.
The need to fill out the questionnaire when hiring is determined, as a rule, by departmental regulatory legal acts. Personal affairs of employees in the process of labor activity personal files of employees are replenished with various documents. Every 5 years in the organization it is necessary to organize a test of the correctness of personal files. By order of the head, a commission is created that conducts an internal audit of personnel office work.
The fact of the audit is recorded in the addition to the personal sheet for personnel accounting. When identifying deficiencies in the design, maintaining and storing personal files, the commission draws up an act submitted for approval to the head of the organization. When checking the correctness of the personal files of employees, it should be borne in mind that in the process of conducting a personal file, it includes documents characterizing the business, socio-political, scientific and personal qualities of the employee, namely:-statements by the employee about transfer, dismissal, other documents that served as the basis for the transfer, dismissal of the employee; - copies of the statement of orders of orders, decisions, decisions on translation, dismissal, awarding, changing the surname, assigning classes, qualification categories, categories, titles, etc.
The employee’s personal file is not included: - copies of documents on the provision of labor leaves, imposing disciplinary sanctions with the exception of cases of dismissal of the employee as a measure of disciplinary sanction; - certificates about the place of residence, the composition of the family, the amount of wages; - other documents that have a storage period of up to 10 years inclusive, the need to include copies of orders on the transfer, dismissal, change in the name of one of the main functions of a personal file - the source of information about the employee’s labor biography, which is used in the preparation and issuance of certificates of seniority, work experience in the specialty, the amount of wages, etc.
For the same reason, copies of documents on appropriation are included in personal affairs. classes, qualification discharges, titles, etc.It should be paid attention to the fact that orders for the provision of leave to care for a child until they reach the age of 3 years, on a service for long -term work abroad affects the seniority, the amount of wages and copies of these documents may be included in personal files.
Often the question arises of how to form documents that are the basis for the publication of orders for hiring those employees on whom personal affairs are not provided. According to the established rules, the relevant documents must be brought into a separate case. As a rule, this case has the following headline: “Documents for orders for personnel of the personnel on personnel, statements, submission, reports, etc.
It also includes the documents of applicants that are not accepted for work for personnel on personnel accounting, etc. Those who have access to personal matters can be issued only to employees who occupy certain positions, and the employee for whom the personal business is conducted, for whom the personal business, for whom the personal business, is conducted, According to his application and with the permission of the head of the organization, when working with a personal file issued for a while, it is forbidden to make any corrections to previously made records, make new records, extract documents from a personal file or put new confidential information contained in it.
When extracting documents from a personal case, the storage period of which has expired at the time of the audit, or, at the direction of the head of the enterprise, in the internal inventory, the corresponding entry is made. In the personnel service, personal affairs are stored only on employees. After the employee is dismissed, a personal file is considered complete office work and is preparing to transfer to the archive.