How to conduct a personal file employee?
What is the personal file of the employee, what is the reason for its design and maintenance? What documents are necessarily stored in the working "file", do you need to get it on all employees of the company?
Employee's personal file
Why do you need a personal matter - so that the personnel information is always at the disposal of the necessary information about the employee.
In such a kind of "dossier" documents are collected that contain personal data, accounting of labor activity, starting with recruitment, relocations, awards, penalties up to dismissal from work.
Personnel service is in charge of personnel affairs, and in small organizations, an officer is appointed who is responsible for this kind of documentation.
Usually, a personal business gives birth to each employee, because it is convenient to have a single source of information about a person. But the obligatory management of private affairs is only for public servants.
In other cases, the need for a working “dossier” and the procedure for its conduct are governed by local regulations issued by the management.
Practice has shown that enterprises have such categories of employees for whom it is necessary to start personal business.
Usually it is the management team, heads of departments and divisions, chief specialists, materially responsible persons and employees who are enrolled in the personnel reserve and are applying for promotion.
Private matter - what is regulated?
The procedure of personnel office work, including not only a personal file, but also an employee’s personal card, as well as an employment contract and other documents for state organizations, is regulated by special laws.
But for other enterprises and companies it is advisable to develop and approve their position or instructions for maintaining personnel documentation.
When starting a personal business, the personnel officer should know several important factors:
- specific categories of personnel for which it is obligatory to get a “dossier”;
- which documents will be filed in a personal file;
- what is the procedure for maintaining and storing the documentation and who is responsible for it;
- rules for familiarizing employees with personal records.
In the case when a person works part-time, but his position provides for a personal case, then it should be started.
The external sharer relies on a new personal file, and the documentation on the internal sharer is added to the existing folder.
How to form a personal matter
The working “dossier” is most conveniently maintained using folder folders. Begin to issue it after an order is issued on an employee on admission to work.
What is usually included in the "Personal file" folder:
For the convenience of conducting a personal business, an inventory with a list of all documents is put into a folder Have the documentation in chronological order: from the moment of admission, adding in the process of work various orders and extracts from them, certificates and statements.
On the cover of the employee's personal file, indicate their order number — at the top right, in the middle of the cover is the name of the structural unit and enterprise.
Below is the heading "Personal Case No. ..." (the number is duplicated by the one indicated in the upper right corner).
Below this inscription, the initials of the employee are written, and in the right corner of the bottom cover you should indicate the date of commencement and completion of the file, its shelf life and number of sheets.
Storage and issuance of personal files
The records of personnel personal records are kept in a special journal or book - the employee responsible for maintaining them records the personal file numbers and full names there. employees, fixes the date of registration and removal from it upon dismissal.
Since personal files are documents of strict accountability, they are stored separately, in special safes or metal cabinets.
Information about an employee is considered legally protected personal data, therefore access to personal files is limited. An employee engaged in maintaining a personal matter is responsible not only for the correctness of the documentation, but also for its safety.
In order for certain employees to use personal affairs in their work, a written permission of the head of the company is required.
But the employee his personal business in the hands of the issue is prohibited. What to do if someone needs to get acquainted with his folder - this can be done under the supervision of a responsible person, who will then make the appropriate note in the internal inventory.
When the employee leaves, the personal file is transferred to the archive for storage.Moreover, the "dossier" of managers is stored indefinitely, and the rest - 75 years.
Perhaps, after some time, the need to maintain such documentation will disappear, after all, today's specialties will one day replace the professions of the future. But for now, personal business remains an important part of personnel records management and it is necessary to approach its execution responsibly.