How to conduct a personal file of an employee

Maria Soboleva
07.10.2015

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.

Personal things

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:

  1. specific categories of personnel for which it is obligatory to get a “dossier”;
  2. which documents will be filed in a personal file;
  3. what is the procedure for maintaining and storing the documentation and who is responsible for it;
  4. 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.

Maintaining a personal file

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.

HR folders

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.

Personal affairs staff

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.


Take it to yourself, tell your friends!
Read also on our website:
What is KPI and what is the meaning of such a system?
KPI - how is staff motivation built with this system, what is its essence? What indicators of efficiency stimulate the work of the company and what is required from each employee for the success of a common cause - read in our material.
How to conduct personnel certification?
Personnel certification - how to organize and conduct it correctly? What are the types, methods and stages of this event? We will also describe how the results of the certification test affect the personnel work of the enterprise.
How to organize and maintain personnel records in the enterprise?
Personnel records - what is it,how to organize it correctly? In this material, we will consider what is the procedure for maintaining records at an enterprise and who should do this, what are the advantages of automating personnel records.
How to write a report on the work done?
Report on the work done - how to write? What are the types of reporting and what are the requirements for such documents, is an arbitrary statement of facts admissible, to which should particular attention be paid?
show more
How to write an autobiography?
How to write an autobiography - what is the necessary information about yourself you need to state in it? We will tell you in what cases such a document may be demanded of you, what are the main requirements for its writing, and also give examples of autobiographies.
How to fill out an employee's personal card?
An employee's personal card - what is it, who needs to have such a document and for what purpose? We will tell you about the form of the card and the procedure for filling in its sections, how changes are made, and other nuances of personnel documentation.
How to fill out a workbook?
Employment record - what are the rules for its registration, maintenance and storage? What records should be there, why do I need an insert, how to make a duplicate of this document? We will also tell about the possibility of its cancellation in Russia and Ukraine.

Related news

  • It is bad to keep the stones in the bosom, but to keep them in the kidneys is even worse
  • Athletics Quotes
  • The recording of white noise on YouTube received five claims from five different owners
  • How to keep attractive
  • Facts about an unusual OS

  • How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee

    How to conduct a personal file of an employee