Maintenance of personnel records management from A to Z

The organization and management of personnel records management is a direct responsibility of personnel service personnel. In situations of creating a new organization, transforming old or other options for reorganization, management and personnel department, you need to know the main points of work: training and staff search, reception, transfer and dismissal of staff, as well as rules for both archival and online storage of documents.

Competent organization of personnel records management as the basis of firm stability

In any organization, regardless of the form of ownership, there are personnel. It differs in size and composition, in terms of functions and skill level. The task of the HR department is to make sure that all issues and problems related to the employees of the enterprise are solved as quickly and competently as possible.

Stable work of the organization directly depends on its employees. The first task of the personnel service is the competent and timely selection of employees, the maintenance of personnel records management in accordance with the law and the timely delivery of documents to the archive. This is the basis for the stable operation of any enterprise.

Personnel training for work with personnel

The instruction on personnel management clearly indicates the need to have professional training for personnel specialists. However, in practice, there is often a problem with the training of employees of the desired profile.

Higher and secondary special educational institutions do not produce specialists with such narrow qualifications as "personnel records management". Training usually takes place either on the spot or on profile courses. It is also possible to train an employee directly at the workplace by mentoring.

HR management training specialists suggests in the following ways:

• Retraining on the basis of a second higher education;
• Obtaining higher education in a related field, for example, "document management", "jurisprudence", "personnel management", "information protection";
• Training at specialized long-term courses (at least three months), followed by the examination;
• Practical work with subsequent regular upgrading of skills.

Normative documents regulating the work of personnel services

The activity of the personnel department and the general organization of personnel records management depends very much on the current legislation and internal regulatory documents. This feature is associated with the nuances of working with a large number of personal documents, which are often confidential.

Office work in the personnel service is regulated by the following acts:

• The Constitution, the Civil and Labor Codes, and also the Criminal and Family Codes;
• Legislative acts on the profile of the organization in matters relating to work with personnel;
• Normative acts of local significance;
• Various classifiers, rules and regulations at the federal level;
• Internal regulatory documents, for example, instruction on personnel records management;
• Orders and management orders.

Employees of the personnel service are obliged to strictly observe the prescriptions of normative acts and, above all, the Labor Code.

Search and documenting of employees

The maintenance of personnel records begins with the search and the design of personnel. First of all, you need to determine the options for finding new employees. Among them, the following stand out:

• Agencies and employment offices;
• The state employment service ;
• Job fairs;
• educational establishments;
• Post boards for posts and summaries on various resources;
• Other organizations;
• Friends and acquaintances.

All options for finding employees have their own merits and demerits, the employee of the personnel department should make the most of all the opportunities to close the vacancy.

When an applicant is found, an interview is conducted with him. It is desirable that his course be documented: so it is easier to make a measured decision on hiring or refusal. In the latter case, a person is notified in writing of the reason within five working days. If the applicant is suitable for a vacant position, then he should be credited. From this begins the design of personnel documentation for a particular employee.

Stages of registration of employment :

• Conclusion of an employment contract;
• The publication of the order of admission;
• Entry in the work book of a new employee or her institution;
• Registration of a personal card;
• If in the organization it is accepted - establishment of personal business;
• Familiarization and signing of internal regulations and instructions by the employee.

Staff records (personal cards, staff list)

The maintenance of personnel records requires the mandatory registration of accounting records, in particular, the staff schedule and personal cards. These documents are mandatory for organizations of all forms of ownership.

Staffing and numbers should be relevant and meet the needs of the organization. It includes the names of all posts, the number of bets indicating vacancies for this period.

Personal cards are unified documents containing brief information about the employee's work activity and personal information. They are subject to strict accounting and special storage conditions, in places that prevent their spoilage and theft.

Orders for personnel, differences and design features

General workflow in personnel work is mainly expressed in orders and orders of management. These documents can concern both individual employees and the entire staff as a whole. They differ in design and features of the introduction into action.

Most of the orders and orders relating to specific actions with the employee have a unified form. They are subject to mandatory agreement with all interested persons and familiarization of the employee with a receipt. Copies of personnel orders are stored in the personal file, and the originals in separate folders.

Magazines on personnel record keeping, rules of registration and storage

To account for the movement of documents, clerical work in the personnel service presupposes the maintenance of specialized journals. These are tabular documents of a multi-page format, most often unified. Usually they are given in large notebooks, or they are bought in specialized stores.

Types of personnel journals:

• Registration of incoming and outgoing documents, including letters;
• Registration of orders;
• Registration of the arrival and departure of employees on official business;
• Registration of applications, submissions, notices, official and service notes;
• Registration of forms of workbooks, their inserts;
• Books of accounting movements of various personnel documents, etc.

All logs must be sewn and sealed, and the sheets numbered. They should be kept separate from all documents. It is desirable in a safe or a special cabinet.

Features of maintaining and storing personal files

Doing personal affairs is not mandatory. However, most organizations in one form or another collect the employee's documents. Of course, in one folder it's more convenient.

Personal file is a complex of documented personal information about the employee, collected and formed in a certain order. It can include a variety of documents and copies:

• Copies of orders about the employee;
• Copies of statements;
• Copies of identity documents, confirming qualifications, education, benefits and marital status;
• The questionnaire;
• Characteristics and reviews;
• References, etc.

Personal files include personal information, they must be kept away from other documents. Access to them is restricted to a strictly limited number of officials. With the dismissal of staff, personal files are handed over to archival storage.

Rules of registration, storage and issue of labor books, as well as inserts

All organizations are obliged to conduct work books for their staff, except for employees accepted concurrently. At primary reception the employer independently gets pure forms and makes in them the first record. The front page is filled with the relevant data about the employee. Subsequently, it is necessary to monitor their relevance and make changes on time.

The turn of the main part is made by records of the worker's work and social activities, his acceptance of permanent translations, and dismissal. All entries are numbered in the general order and are entered on the basis of the order. The notice of dismissal is accompanied by an impression of the seal of the organization and the signature of the head.

Entries in the workbook are made by hand, with a blue ballpoint pen, clear and understandable handwriting. Closely monitor the relevance and reliability of the data entered. If it is necessary to correct the information, they must be carefully crossed out with one line and updated information. This action is necessarily confirmed by the signature of the head and the seal.

Store labor books separately from other documents, in the safe. It is forbidden to give them to the hands of employees or third parties without a special resolution of the responsible authorities.

Features of operational and archive storage of personnel documents

Storage of personnel documents is determined by their special significance. They contain personal information and are confidential. Such data is not subject to unauthorized disclosure. Otherwise, staff and the head of the organization are fined.

For the organization of the correct storage of personnel documents in the personnel service it is desirable to have a separate room. The entrance to it must be one and must be equipped with a metal door with alarm.

The documents themselves should be stored in metal cabinets or safes. Avoid exposure to sunlight and dust, as well as temperature differences and too high humidity. These simple actions will help to keep personal data.