Personnel management of employees is the responsibility of the organization's HR department. The formation and maintenance of the employee's personal file is carried out after the signing of the order for his employment.
Necessary
- - documents of the employee hired (passport, educational documents);
- - documents drawn up when hiring and in the course of an employee's labor activity;
- - a photograph of an employee measuring 3x4 cm;
- - binder folder.
Instructions
Step 1
Print and give the employee hired, the forms of the personal sheet for personnel records and autobiography, ask the employee to fill them in by hand. Let the employee put his signature and date on the completed documents. Glue a photo of the employee on the first page of your personal HR sheet.
Step 2
Take a regular binder, print and glue your personal file cover sheet on it. Make copies of the passport (pages with a photo, registration, marital status), education documents of the employee, place them in a personal file. Attach there also characteristics, recommendations, an employee's resume, a job application. If the organization keeps employment contracts and personnel orders separately, then make copies of them and place them in a personal file.
Step 3
Also file in your personal file a copy of the job description and other documents related to the registration of the employee's employment. Do not forget to attach your autobiography and personal record sheet (usually placed at the beginning of your personal file). Number all sheets of your personal file, starting with a copy of your passport and education documents. Make an internal inventory of the documents stored in the personal file and place it at the beginning of the personal file.
Step 4
Supplement the employee's personal file in the process of his work with copies of various documents on advanced training (copies of diplomas, certificates, certificates, etc.), documents confirming translations (statements, additional agreements to the employment contract, copies or second copies of orders, etc.).), orders for the imposition of penalties or incentives and other documents.
Step 5
Complete a personal file upon dismissal of an employee from the organization with documents of dismissal: a letter of dismissal, agreement of the parties, a copy or second copy of the order of dismissal, and other documents.
Step 6
Prepare the personal file of the dismissed employee for transfer to the archive. To do this, arrange the documents by date chronology in the following order:
- personal record of personnel and autobiography;
- a copy of the passport and educational documents;
- documents for employment;
- documents that are drawn up by the personnel department during the employee's employment;
- documents of dismissal (complete a personal file).
Number the sheets of the personal file, re-register its internal inventory, submit the document to the archive.
Step 7
In the process of office work, the documents of the personal file are located inside it in the reverse time chronology, i.e. at the beginning of the case, dismissal documents are posted; behind them - documents on employee transfers, orders on incentives and penalties, etc.; behind them - documents on employment and copies of documents on education, etc.
