How to keep personnel records in the theater. How to properly maintain personnel records in a small enterprise? Create an entire HR department if the company employs a lot of people

Personnel records are necessary in any enterprise, regardless of the form of ownership, activity and number of employees. To conduct it competently and professionally, you need to be well versed in labor law, monitor changes in legislation and have skills in the field of personnel records management.

What is personnel accounting and why is it needed?

An integral part of the activities of every company is personnel records. It represents work regulated by law on registration, accounting and monitoring of the movement of employees of the organization.

Personnel activities involve registration of:

reception of employees;
layoffs;
horizontal (transfer between departments) and vertical (for example, career growth) movements;
business trips;
sick leave;
time sheet;
leaves (of any type - annual, without pay, for pregnancy, etc.);
personal cards for each employee, etc.

HR accounting also includes:

maintaining military records;
regulation of labor relations;
creation and registration of various orders and instructions (for example, on hiring, rewarding an employee, etc.);
labor organization and other issues.

All documentation is prepared only in accordance with the required norms and rules. Some forms are unified, others are installed at the enterprise itself.

Competent organization of personnel records solves many problems and tasks of the company. Of course, there are thousands of nuances, but there are basic points that apply to every enterprise.

How to organize and who to entrust with maintaining personnel records?

There are several ways to organize accounting. Everything depends only on the characteristics of the enterprise and on what choice the manager makes. The most common options:

Create an entire HR department if the company employs a lot of people

And when the staff is small, you can hire one specialist. The advantages of this method are that the work is organized by the manager the way he likes and is regulated and controlled according to his own principles.

There are also disadvantages: it is difficult to check the professionalism of the specialist being hired, so there is a risk that a not entirely competent personnel officer will be hired.

You will have to spend time and money on training or look for another employee.

The advantages of this option for organizing accounting are that if a person is recommended, then (perhaps) he really does the job, that is, he has been tested in the case. Of course, you need to discuss working conditions with such a personnel officer so that they suit both parties.

Entrust HR matters to an accountant or a good secretary

Pros: It saves time and money. That is, there is no need to select a personnel officer, and there are no costs for maintaining records.

Disadvantages: the main problem when choosing this method is that employees perform additional work after the main one, which leads to errors, mistakes, gaps and a simple lack of necessary documents. And, of course, professional knowledge on the topic of personnel records is important here. And if the same secretary has them, then the risk of complications in this case is minimized. And vice versa.

Entrust HR records to an outsourcing organization

Good: all personnel activities fall on the shoulders of the outsourcing company, which assumes such responsibility on the basis of a contract. In addition to the fact that constant, continuous assistance is provided on personnel issues, choosing this method significantly reduces costs.

Disadvantages: you need to choose a well-established, serious company, and you also need to establish interaction, create a concept of working with specialists who will work outside the office.
The manager just has to choose the most convenient and suitable way for him to maintain personnel records, weighing the pros and cons of each method.

Job functions of a personnel employee

The HR officer is assigned the following responsibilities in accordance with the instructions and employment agreement:

This is an incomplete list of the responsibilities of a personnel employee; the requirements are approximate. There may be more than the above (or less), but in total these are the skills and abilities that a HR specialist must have.

Personnel records: what documents are needed?

Normally, every enterprise must have the following types of documents relating to personnel:

administrative (personal and production orders);
confirming work activity;
information and calculation;
internal correspondence;
control and registration logs.

Some personnel documents must be present at the enterprise. These include:
PVTR (internal labor regulations);

All documents are stored for a certain number of years. Regulated:

article or section of the Labor Code;
Resolution of the State Statistics Committee;
Federal Law and other regulations.

If something (instructions, orders, etc.) is not available, then this fact will need to be corrected. In general, one of the principles of the HR manager’s work is timeliness. It makes everyday work much easier and even gives legal force to some acts. It is actually very important not to neglect current affairs. Otherwise, they tend to grow like a snowball.

Organization of personnel records: how to keep it, where to start?

Having settled in a new position as a personnel officer, you first need to conduct an audit of the mandatory documentation. If it turns out (and this happens) that some important papers from the list are missing, then they need to be restored. Of course, it will not be possible to carry out such work in one day.

Therefore, you should highlight the most important positions and start with them. Check for the presence and correctness of the design (and if you need to correct or draw up a new document): staffing schedule, vacation schedule, employment contracts, orders, records in labor records.

Keep logs of employment contracts and personnel orders. Create a work record book. Understand personal cards (T-2). Work with local regulations.
The main thing is to complete all current documents on time. Work based on the Labor Code and office work rules. And do not destroy personnel records. Their storage time is approved by the Federal Archive (“List…” dated 10/06/2000).

All accounting documents are needed for transparency of labor relations. The personnel system establishes norms and principles that provide stability to the organization’s employees, and administrations create convenient conditions for personnel management.

Accounting automation - 1C: advantages of working with the program

Keeping personnel records, especially in a large company, is an incredibly responsible and enormous job. But mistakes are not allowed here! But today there is a way to automate the activities of personnel officers, which can significantly facilitate and simplify the work of the department, streamline activities, significantly reducing the risk of errors.

Using the 1C program, you can keep records in accordance with legal requirements. The database ensures reliable storage of the necessary information on employees. As it accumulates, it becomes possible to build various reports that can help in analyzing work and developing new directions. For example, reports could be like this:

staff turnover rate;
personnel statistics;
movement of workers, etc.

The program helps solve almost all problems and tasks of personnel accounting. Thanks to 1C, the head of an enterprise has the opportunity to obtain information about the state of affairs in a given department, conduct analysis and make the right management decisions. Automation also allows you to synchronize the activities of several company services (accounting, human resources, payroll department), which improves work efficiency and also creates all the conditions for timely payment of salaries.

What psychological services may be needed? This article will tell you about all the secrets of the tests.

To conduct a tax audit, read the article: all the secrets of choosing a tax audit specialist.

Conclusion

So, to summarize, we can note the following:

Personnel records are the most important part of any enterprise.
There are several ways to organize accounting. The choice is up to the leader.
The job responsibilities of a personnel employee are determined by the instructions and the employment contract.
There is a list of documents related to personnel work that must be present in every company. And you should begin your career in the HR department by checking these documents.
Keeping records is much easier if it is automated.

Personnel records are the core for the normal and efficient operation of any enterprise. Therefore, its management must be approached with full responsibility.

In contact with

Livena S.V. / "HR Package" kadrovik-praktik.ru
You have been tasked with setting up HR from scratch. And you have little experience in this area. Maybe you are a novice HR specialist, or even an accountant or office manager who has been assigned HR, or an aspiring entrepreneur. Then our guide will certainly help you. It is compiled simply and accessible, especially for beginners in the personnel business.

So, you have been assigned personnel. Where do we start?

1. Let’s stock up on the necessary laws, special literature and programs. You will need all this in your work.
Decide with management the issue of purchasing a program in which to keep personnel records. There are many such programs, and many are specialized and very, very convenient. Some bypass the functionality of 1C. But most companies traditionally keep personnel records in 1C. The fact is that there are plenty of 1C support specialists in any city, but you won’t find specialists in support of other programs everywhere.

2. We take copies of the organization’s constituent documents from the management and carefully study them. All documents in the personnel area must comply with the constituent documents of the company and not contradict them in any way. Read in the Charter the procedure for hiring a director (you will formalize it) and setting his salary, the period for which an employment contract can be concluded with him; some features may be prescribed in the Charter. Sometimes the Charter prescribes the procedure for hiring key management employees and establishing remuneration systems for them (for example, with the preliminary approval of the general meeting of founders), and even the procedure for approving the staffing table.
________________________________________

3. We determine the list of documents that should be in the personnel work area, and which we will draw up. The list of such documents is here - http://www.kadrovik-praktik.ru/MatKad...my/TS1.php
It is clear that you will draw up documents required by law in any case. Check with management which of the optional documents you will prepare for the company. You can also clarify in advance with the director what special conditions he wants to see in the Internal Labor Regulations, other local regulations, and in employment contract forms.

Required documents:

Constituent documents
- Employment contracts
- Staffing (form T-3)*
- Timesheet (form T-13)* or Timesheet and payroll (form T-12)*
- Internal labor regulations
- Document on the protection of personal data of employees (regulations)
- Vacation schedule (form T-7)*
- Personal cards (form T-2)*
- Orders. For example, on the admission of an employee (form T-1)*, on the admission of employees (form T-1a)*, on the provision of leave (form T-6)*, on the provision of vacations (form T-6a), on the promotion of an employee (form T-11)*, on incentives for employees (form T-11a)*, on business trips of employees (form T-9)*, on business trips of employees (form T-9a)*, on transfer of employees (form T-5)*, on the transfer of employees (Form T-5a)*, on the termination of an employment contract with an employee (Form T-8)*, on the termination of employment contracts with employees (Form T-8a), on the application of a disciplinary sanction, on the removal of a disciplinary sanction, on combination , about replacement, about removal, about termination of suspension, about transferring vacation, about recall from vacation, about staff reduction, etc.
- Grounds for orders (memos, statements, acts, employment contracts, explanatory notes)
- Journals (books) of registration of travel certificates, very preferably - orders, employment contracts.
- Book of accounting of the movement of work books and inserts for them. Receipt and expense book for recording forms of work books and inserts for them
- Work records
- All statements, calculation notes and other documents relating to the calculation and payment of wages, vacation pay, compensation for unused vacations, “calculation” for dismissals, the approved form of pay slip.

Documents that become mandatory under certain circumstances:
- A collective agreement is mandatory if at least one of the parties (employees or employer) took the initiative to conclude it.
- The provision on remuneration and bonuses is mandatory if some of the terms of remuneration and bonuses that apply to the employer are not regulated in any other document, for example, neither in an employment contract, nor in the staffing table.
- Job descriptions are mandatory if all job responsibilities of employees are not regulated in employment contracts.
- Regulations on certification and documents accompanying certification are mandatory if the employer carries out certification of employees.
- A shift schedule is required if there is shift work.
- The provision on trade secrets is mandatory if the employment contract states that the employee is obliged to maintain a trade secret.
- Lists of minor workers, disabled workers, pregnant workers, women with children under three years of age, single mothers; persons caring for disabled children and people with disabilities since childhood, workers employed in jobs with harmful and (or) dangerous working conditions - if there are minor workers on staff, disabled workers, pregnant workers, women with children under three years, single mothers, persons caring for disabled children and people with disabilities since childhood, workers employed in jobs with harmful and (or) dangerous working conditions
________________________________________

4. We register the director
Check whether the director (CEO) is properly registered. If not, then first of all we register a director. He is the first employee! The documents must show from what date the director has been working. The step-by-step procedure for applying for a director’s job is in the Personnel Package; the necessary sample documents are also there. Also in the Package you will find a seminar “Registration of labor relations with a hired director” and a lot of consultations on the topic in the corresponding consultations section.
________________________________________

5. We draw up a staffing table, Internal labor regulations, other local regulations (see table from paragraph 3).
Surely the company does not yet have a staffing table, internal labor regulations and other local regulations. Let's make them up. We coordinate all these documents with the director. We take into account the director’s comments and wishes and check whether they contradict the law. The director approves ready-made versions of the above documents.
Please note that the staffing table has a unified form and is not arbitrary. You can download this staffing form here -. If difficulties arise with the staffing table, then in the “Personnel Package”, look at samples of filling out the staffing table, a step-by-step procedure for developing and approving the staffing table, a thematic seminar and the corresponding section of consultations on the staffing table. Also in the Package you can find samples of various local regulations, step-by-step procedures for their adoption, consultations, advice on drafting, etc.
________________________________________

6. We are developing a standard form of an employment contract that will be concluded with employees. We include in it all the conditions that are beneficial and necessary for the company. The Personnel Package contains good employment contract templates and the book “We Hire: Registration of Labor Relations in favor of the Employer.” Parts 2 and 3 of this book tell you in a useful and accessible way how to draw up a legal, but at the same time profitable employment contract.
________________________________________

7. We prepare other documents that we will need to conduct personnel work in the future: accounting books, registration logs, time sheets, order forms, liability agreements, etc. In the “HR Package” in the “Document Samples” section you can take the forms of these documents, print them if necessary, and familiarize yourself with samples of filling them out , consultations on design and books, seminars on the topic. If you do not have the Package, then some documents can be downloaded here - http://www.kadrovik-praktik.ru/MatKadr/ObrDok/
________________________________________

8. We decide with management the issue of who will keep work records. Since the employees have not yet been hired, the director will first have to maintain work records. We issue an order for the director to assume responsibility for maintaining, storing, recording and issuing work books. The form and sample order can be obtained from the “Personnel Package” in the “Document Samples” section. Subsequently, the director may transfer these powers to the accepted personnel employee, also by order.
________________________________________

9. We register employees for work. At this stage, you will draw up a lot of documents: employment contracts, employment orders, personal cards, work books, a book for recording the movement of work books, etc.
________________________________________

Then the employees will begin to work and for the personnel employee the phase of everyday work will begin, it will be necessary to maintain a timesheet, draw up a vacation schedule, arrange vacations, apply incentive and penalty measures, business trips, combinations, dismissals and much more...

Read also

Men in submission
"Most of my employees are men. They behave differently with me. Some flirt, others communicate purely in a business manner. Some are attractive to me, some not so much. In general, like everywhere else. The complexity of my situation is that I am a director, and I have to lead them. Sometimes I get lost, not knowing what to do and how to behave, but in no case should I show my insecurity. Elena, Pskov""

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Personnel accounting - an important component of the office work of any enterprise. The intricacies of organizing this process will be discussed in our article.

Where to start HR records at an enterprise in 2016 (legislative framework)

Personnel accounting at an enterprise represents, on the one hand, the work of the organization to document all changes in the working life and activities of the team as a whole and each staff unit of the company separately, and on the other hand, directly personnel document flow. Organizations personnel records the enterprise must be familiar with the legislative framework on this issue. It must be said that there are quite a lot of regulations related to personnel records management, since they include not only laws, but also departmental regulations, orders and various GOSTs.

An approximate list of regulatory documentation related to personnel records, may include the following legal acts:

Labor Code of the Russian Federation.
Federal Law “On Accounting” dated December 6, 2011 No. 402-FZ (Article 9 talks about the procedure for preparing personnel documents).
Resolution of the State Statistics Committee of Russia “On approval of unified forms...” dated January 5, 2004 No. 1.
GOST R 6.30-2003 (approved by Resolution of the State Standard of Russia dated 03.03.2003 No. 65-st), which defines the procedure for processing documents.
Decree of the Government of the Russian Federation dated April 16, 2003 No. 225, which established requirements for maintaining and storing work books at an enterprise.
Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 9 on the rules for filling out work books.
Federal Law “On Archiving” dated October 22, 2004 No. 125-FZ and Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558, defining a list of standard management archival documents and their storage periods.
Order of the Ministry of Health and Social Development of Russia dated April 26, 2011 No. 347n on the form of sick leave and the Law “On Compulsory Social Insurance...” dated December 29, 2006 No. 255-FZ, which defines the procedure for filling out sick leave and registering maternity leave.
Methodological recommendations for maintaining military records at enterprises (approved by the General Staff of the Armed Forces of the Russian Federation on April 11, 2008).

Personnel accounting from scratch step by step in a new organization (in an LLC)

Organization personnel records in a new LLC, as in any other organization, may include the following steps:

Approval of local documentation. Analysis of labor legislation allows us to identify a number of internal documents of the enterprise, without the adoption of which the company cannot do. These include:
Each organization determines the specific list of internal documentation independently.
Development and approval of standard forms of primary accounting documentation. Despite the fact that the requirements of the Russian State Statistics Committee dated January 5, 2004 No. 1 on this issue are not mandatory, it is recommended to follow the norms of this document.
Approval of standard forms of other personnel documents not related to primary accounting documents.
Development and approval of journals and registration books. In addition to the medical examination log, in 2016 the following books are required to be kept in personnel records:
Formation of staffing.
Development and approval of a standard employment contract, as well as job descriptions for employees.
Appointment of a person responsible for maintaining personnel records member of the work team.

Restoration of personnel records management

Restoring the required order in documents, in contrast to organizing personnel records from scratch, is, on the one hand, a simpler process, since many business papers and journals have already been created, but on the other hand, it may turn out to be more complex, since it will be necessary to detect shortcomings in the existing system.

Don't know your rights?

Restoring lost or unsystematic personnel records should take place in several stages:

General inventory of existing personnel documents in the company.
Checking the availability and completeness of the submitted documents.
Analysis of employment contracts concluded with employees.
Studying the staffing table for completeness of the data reflected in it.
Checking the availability and execution of employee work books.

Restoring personnel records requires eliminating all gaps and shortcomings identified as a result of an inventory of personnel documents.

Conducting personnel records in a separate department and for individual entrepreneurs with hired employees. Is this relevant for small businesses?

Sometimes the organizational form of a company can raise questions related to the order of business personnel records. Let's look at some options.

The organization of personnel records management in a separate division of an enterprise can be complicated by the fact that this division, on the one hand, does not have legal independence, and on the other hand, is often located in a locality remote from the parent organization. The legislation does not provide for separate norms and requirements for personnel records management in separate departments, therefore each employer himself determines how to organize work in this case. Typically, one of the following schemes is used:

Centralized. This option involves transferring authority to work with personnel documentation to a single department serving both the parent company and the branch. Suitable for organizations that have separate divisions in the same region.
Decentralized. In this case, personnel services are created both in the parent organization and in branches. At the same time, they perform virtually the same work within the trusted division, although the powers and responsibilities of the central office personnel service may be somewhat broader than the competence of the same branch services.
Mixed. This scheme involves the creation of personnel services both in the parent company and in branches with a division of delegated responsibilities. Thus, only the central office can draw up employment contracts throughout the organization, but the personnel departments of branches are also authorized to store files or impose penalties.

A large number of questions about the need to conduct personnel records arise from individual entrepreneurs. The legislator’s opinion on this matter is clear: if an individual entrepreneur has at least one employee, personnel accounting must be carried out in full.

Small businesses, as a rule, are concerned that there is usually no professional personnel officer on staff, but this state of affairs does not eliminate the need to conduct personnel records. In this case, the responsibilities of a personnel officer are assigned to an accountant, secretary or other employee, who should first be trained in the peculiarities of personnel records management at special courses or seminars.

Programs for maintaining personnel records - download a free demo version or buy?

Currently, many online resources offer download for free programs for maintaining personnel records, allowing you to automate all personnel records or some part of it. However, as a rule, only a demo version is free, designed for several days (weeks, months) of work. To continue working, you will then need to purchase a license, key or full version of the program.

Such an advertising move, oddly enough, is beneficial not only to the seller of the product, but also to the consumer, as it allows you to choose the most suitable program for a particular enterprise or get acquainted with the principles of its operation and develop your own. As a result, the choice remains with the employer who decides to automate personnel records management. At the same time, you need to keep in mind that you won’t be able to save money by constantly working in the demo version of the personnel program, and if you choose one of the automation products, sooner or later you will have to buy a license or the full version.

Thus, by organizing HR records from scratch, you can take your time when choosing a program for maintaining personnel records and not purchase the first product you come across. After all, selecting the optimal option will not only automate personnel records management, but will also significantly facilitate the work process.

Organizing and maintaining personnel records is the direct responsibility of personnel service employees. In situations of creating a new organization, transforming an old one or other reorganization options, management and the personnel department need to know the main aspects of the work: training and search for employees, hiring, transfer and dismissal of personnel, as well as the rules for both archival and operational storage of documents.

Competent organization of personnel records as the basis for the stability of the company

Any organization, regardless of its form of ownership, has personnel. It differs in size and composition, functions performed and level of qualifications. The task of the HR department is to ensure that all issues and problems related to the employees of the enterprise are resolved as quickly and competently as possible.

The stable operation of an organization directly depends on its employees. The primary task of the personnel service is the competent and timely selection of employees, maintaining personnel records in accordance with the law and timely submission of documents to the archive. This is the basis for the stable operation of any enterprise.

Training of personnel to work with human resources

The instructions for personnel records management clearly indicate the need for professional training for personnel specialists. However, in practice, there is often a problem with training workers of the required profile.

Higher and secondary specialized educational institutions do not graduate specialists with such a narrow qualification as “personnel records management.” Training usually takes place on site or at specialized courses. It is also possible to train an employee directly on the job through mentoring.

Personnel records management involves training specialists in the following ways:

retraining on the basis of a second higher education;
obtaining higher education in a related field, for example, “document management”, “law”, “personnel management”, “information security”;
training in specialized long-term courses (at least three months), followed by passing an exam;
practical work followed by regular professional development.

Regulatory documents regulating the work of personnel services

The activities of the personnel department and the general organization of personnel records management are very much dependent 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.

Record keeping in the personnel service is regulated by the following acts:

Constitution, Civil and Labor Codes, as well as partially Criminal and Family Codes;
legislative acts on the profile of the organization in matters related to work with personnel;
local regulations;
various classifiers, rules and instructions at the federal level;
internal regulatory documents, for example, instructions on personnel records management;
orders and instructions from management.

Personnel service employees are obliged to strictly comply with the requirements of regulations and, above all, the Labor Code.

Search and documentation of employees

Conducting personnel records begins with the search and registration of personnel. First of all, you need to decide on options for finding new employees. Among them, the following stand out:

employment agencies and bureaus;
employment;
job fairs;
educational establishments;
job boards and resumes on various resources;
other organizations;
acquaintances and friends.

All employee search options have their advantages and disadvantages; an HR employee must make the most of all opportunities to fill a vacancy.

When an applicant is found, he is interviewed. It is advisable that its progress be documented: this makes it easier to make an informed decision about hiring or refusing. In the latter case, the person is notified in writing of the reason within five working days. If the applicant is suitable for the vacant position, he should be enrolled. This is where registration for a specific employee begins.

conclusion of an employment contract;
issuance of an admission order;
a new employee or her establishment;
registration of a personal card;
if it is accepted in the organization - opening a personal file;
familiarization and signing by the employee of internal regulations and instructions.

Personnel records (personal cards, staffing table)

Conducting personnel records requires the mandatory preparation of accounting documentation, in particular, staffing schedules and personal cards. These documents are mandatory for organizations of all forms of ownership.

Staffing and numbers must be current and meet the needs of the organization. It contains the names of all positions, the number of rates indicating vacancies for a given period.

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

Orders for personnel, differences and design features

General office work in personnel work is mainly expressed in orders and instructions from management. These documents may concern both individual employees and all personnel as a whole. They differ in design and implementation features.

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

Personnel records journals, rules for registration and storage

To record movement in the personnel service, it involves maintaining specialized journals. These are spreadsheet documents of a multi-page format, most often unified. Usually they are kept either in large notebooks or purchased ready-made in specialized stores.

Types of personnel journals:

registration of incoming and outgoing documentation, including letters;
registration of orders;
registration of arrival and departure of employees on business trips;
registration of statements, submissions, notifications, official and service notes;
registration of work book forms and their inserts;
books for recording movements of various personnel documents, etc.

All magazines must be bound and sealed, and the sheets must be numbered. They should be stored separately from all documents. Preferably in a safe or special cabinet.

Features of maintaining and storing personal files

Maintaining personal files is not mandatory. However, most organizations collect employee records in one form or another. Of course, it’s more convenient to do this in one folder.

A personal file is a set of documented personal information about an employee, collected and compiled in a certain order. It may include a variety of documents and copies:

copies of employee orders;
copies of statements;
copies of identity documents confirming qualifications, education, benefits and marital status;
questionnaire;
characteristics and reviews;
certificates, etc.

Personal files include personal information and should be kept away from other documents. Access to them is permitted only to a strictly limited circle of officials. When personnel are dismissed, personal files are handed over for archival storage.

Rules for registration, storage and issuance of work books, as well as inserts

All organizations are required to maintain work books for their staff, with the exception of part-time employees. During the initial appointment, the employer independently purchases blank forms and makes the first entry on them. The relevant information about the employee is entered on the title page. Subsequently, it is necessary to monitor their relevance and make changes in a timely manner.

On the spread of the main part, entries are made about the employee’s labor and social activities, his employment with permanent employees. All entries are numbered in a general manner and are made on the basis of an order. The notice of dismissal is accompanied by an imprint of the organization's seal and the signature of the manager.

Done by hand, with a blue ballpoint pen, in clear and understandable handwriting. Carefully monitor the relevance and accuracy of the entered data. If it is necessary to correct information, then it must be carefully crossed out with one line and the relevant information must be entered. This action must be confirmed by the manager’s signature and seal.

Work records are kept separately from other documents, in a safe. It is prohibited to hand them over to employees or third parties without a special resolution from the responsible authorities.

Features of operational and archival storage of personnel documents

The 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, a fine will be imposed on the personnel service employees and the head of the organization.

To organize proper storage of personnel documents in the personnel service, it is advisable to have a separate room. There must be one entrance to it and must be equipped with a metal door with an alarm.

The documents themselves must be stored in metal cabinets or safes. Avoid exposure to sunlight and dust, as well as temperature changes and excessive humidity. These simple steps will help you save your personal data.

Today, the hiring procedure for employees, regardless of the field of activity of a particular enterprise, is regulated by current legislative norms.

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It is important to remember that all procedures of this type are regulated by law. Any deviations from them are simply not acceptable.

If regulatory authorities detect any violations, quite serious penalties may be imposed.

To avoid all sorts of difficulties, special software was developed. It allows you to automate personnel records and avoid various errors and omissions.

General aspects

Today, the personnel accounting process is regulated at the legislative level. That is why at every large enterprise where the number of employees is large enough, a personnel department is usually formed.

Its employees are required to complete documentation in accordance with established standards.

Moreover, if some documentation is unified and must be drawn up in accordance with the samples, others are generated at the enterprise.

There are many different nuances associated with maintaining personnel records in an enterprise.

That is why it will be necessary to deal with the following fundamental questions in advance:

what it is?
for what purpose is it carried out?
legal regulation.

What it is?

Before you begin organizing personnel records at any enterprise, you will need to be sure to familiarize yourself with the definition of this concept. Because this is the only way to avoid major mistakes.

The term “personnel records” means recording the movement of employees, workers in various positions.

At the same time, this kind of accounting should be kept not only by legal entities, but also by individual entrepreneurs.

Personnel records necessarily include the following points:

documenting ;
regulation of labor relations between the workers themselves and their management;
Labour Organization;
other.

Moreover, depending on the field of activity of a particular enterprise, accounting will have different features.

Today, in addition to generally accepted regulatory documents that regulate the accounting procedure, there are specialized ones. Their effect extends to enterprises operating in certain areas.

For example, municipal organizations, others. It is especially important to be careful when maintaining personnel records for civil servants.

For what purpose is it carried out?

It will be quite problematic to study personnel records from scratch step by step. But if the manager plans to hire a large number of employees in the future, then he should pay attention to this point.

Properly organized personnel records allow you to simultaneously solve a large number of different tasks. The main purposes of maintaining personnel records vary depending on the field of activity.

But it is possible to formulate the main tasks, the solution of which is necessary in all organizations without exception:

Compilation and subsequent editing	Taking into account legislative norms and the wishes of staffing managers
Recording of processed time and its control	In order to avoid violation of current legislation
Implementation of personalized accounting	In accordance with current legal regulations
Formation	Additional instructions and various orders (on hiring, dismissal, promotion and others)
Maintaining documentation in accordance with legal regulations	personal affairs; personal cards; personal cards (in form No. T-2); work records; sick leave
Selecting employees based on their personal qualities	Analysis of their work activities in accordance with legal standards
Preparation of additional documentation in certain situations	certificates about the fact of employment; copies of work records – certified accordingly
Vacation scheduling	In accordance with current legislative norms, as well as its subsequent editing if necessary
Collection and preparation of all documents	Required for employees who have entered it
Maintaining military records	This point is regulated by law and is strictly mandatory for implementation.

If for some reason the employer does not want to independently engage in such activities and at the same time is in no hurry to organize his own department, you can use the services of personnel records.

Today, many third-party companies offer similar services. All necessary documentation is provided for a fee.

All other documentary activities related to maintaining personnel records are also carried out.

Legal regulation

It is important to remember about the large number of regulatory documents that regulate the maintenance of personnel records. It is important to remember about a large number of different nuances directly related to accounting.

The fundamental legal documents related to this type of activity today include the following:

It is important to pay special attention to various kinds of GOSTs, as well as all kinds of unified systems.

When conducting inspections, the labor inspectorate, regardless of the reason for such an event, always looks first of all at work records.

At the moment, the fundamental document regulating the process of maintaining labor records is the “Rules for maintaining and storing labor books.”

Approved by Decree of the Government of the Russian Federation No. 255 of April 16, 2003. It is quite difficult to study all the regulatory documents relating to personnel records.

Especially when it comes to an enterprise that simultaneously works in several different directions. In this case, it would be advisable to avoid manual registration.

One of the most popular and high-quality programs today is made in 1C. This structure offers its clients an extensive list of automated programs for production.

How to keep personnel records in an organization

It is necessary to carry out personnel records in the organization in accordance with current regulatory documents. Deviations from the norms established by law are not allowed.

But most citizens who are faced with the need to maintain such records for the first time have difficulties. That is why it is worth considering the following questions in advance:

where to begin;
what documents are needed;
mandatory journals in personnel records management (samples).

Where to begin

The most difficult thing in setting up a personnel matter today is the very beginning. The first thing an employee or direct manager will need to do when setting it up is the preparation of documentation.

It will be necessary to organize the document flow accordingly. The following actions will need to be taken:

develop all the required local regulatory guidelines at the enterprise:

Internal regulations at the enterprise.
Basic provisions on remuneration.
Regulations for individual structural divisions.
Employee Data Protection Regulations.

a personal staffing table is developed for each individual staff unit;
staffing is formed;
standard or specialized employment contracts are prepared, as well as;
preparation of sheets of forms for personnel;
an employee’s personal card is issued in form No. T-2;
personal application forms for employees are being developed;
various types of internal standard orders are being prepared (on the assignment of responsibilities for maintaining military records, as well as labor ones).

It should be remembered that registration of all personnel events must be carried out using primary documentation.

Its list is reflected in the relevant sections of the regulatory documentation. It is important to consider the images in advance.

If possible and there is no automated accounting system, it will be necessary to download samples of all necessary documents from the Internet. It is important to use reputable sources.

What documents are needed

Today, when maintaining personnel records, it will be necessary to draw up a very large number of different documents. But there is a list that should be completed first.

Such documents are called “primary”. This list currently includes the following (all of them are numbered accordingly):

No. T-1	Order for hiring an employee (one)
No. T-1a	Order on hiring employees (several at once)
	Sample design of a personal card for a specific employee
	It is necessary to register if the employment is carried out by a municipal (state) employee
	This is a sample staffing schedule
	Must be compiled for a research/teaching employee
No.T-5	Format of an order issued if it is necessary to transfer a specific employee to another job
	An order issued in case of transfer of several employees to another job at once
	Such an order is issued when granting leave.
	If vacation is granted to several employees at the same time
	Represents a vacation schedule
No.T-8	Order issued in case of termination
	If it becomes necessary to carry out the dismissal procedure
	Required to be compiled when sending an employee on a business trip
	If you need to go on a business trip
No.T-10	A travel certificate is generated
	It is a unified format for a job assignment and includes a report (if this is necessary in a particular case)
	If it is necessary to reward an employee
	Encouraging two or more different employees at once
	Working time document, calculation format
	How to prepare a time sheet

The list of formats for various types of accounting documentation includes more than a dozen different types of documents.

Therefore, you should be especially careful when designing them. There is a high probability of making various types of mistakes.

Mandatory journals in personnel records management

Today there is a certain list of journals that must be kept in personnel records.

Some of them are unified. They must be compiled strictly in accordance with current standards.

There is also a list of magazines that are required. But their format can be chosen in accordance with current legislation.

The list of mandatory personnel logs today includes the following:

– compiled specifically for personnel;
labor movements;
registration of persons liable for military service;
vacation accounting;
registration and control of documents (incoming/sent);
medical examinations;
others.

A complete list of all mandatory journals is reflected in the legislation. Samples of drafting can be found on the Internet.

FAQ

Setting up personnel records from scratch today has a large number of different features and nuances.

It is important to consider the following questions in advance:

recovery procedure;
nuances of individual entrepreneurs with hired employees;
who runs a small business.

Recovery procedure

The procedure for restoring accounting is not reflected in the legislation. But usually such a procedure includes the following main steps:

current regulatory documents are studied;
a list of all necessary documents is determined;
a forecast is made for the future activities of the enterprise;
persons responsible for documents are determined;
staffing is formed;
the correctness of the employee's registration is checked;
We make sure that all combinations and personnel changes are formalized accordingly;
the issue of registration of dismissals (both past and current) is checked;
the legality of “working time” at a particular enterprise is established.

Nuances of individual entrepreneurs with hired employees

The procedure for personnel records of hired workers for individual entrepreneurs is carried out in a standard manner.

The conclusion of an agreement is carried out in several main stages:

obtaining all the documents necessary in this case;
registration is carried out;
an agreement is drawn up/signed by the parties;
a job order is drawn up;
an employee’s personal card is created;
a corresponding entry is made into the labor record.

Who runs a small business

Typically, special personnel are hired to maintain the type of records in question. But in small enterprises, the manager can also keep records independently. This point is not established by law.

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