HR records management from scratch: step by step guide 2019

HR WORK FROM ZERO:

a brief approximate step-by-step guide to setting up HR records in a newly opened company

(if you want to put things in order in an already running campaign, then another step-by-step guide will be more suitable for you - restoration of personnel records >>)

If you have been assigned to deliver to a newly opened company HR administration from scratch, and you have little experience in this area (maybe you are the founder, manager and so far the only employee of a new company, a novice HR officer, or even an accountant or office manager who has been assigned HR, or a novice entrepreneur), then our guide will certainly help you. It is compiled simply and accessible, especially for beginners in the personnel business.

And certainly Rich reserves of our site will help you :

• free reference database on personnel records management: 25 main step-by-step procedures (hiring, vacation, dismissal, etc.), 200 samples of personnel documents, block “Work books” (samples of filling out and consultations), 5 manuals on personnel records, consultations, articles on personnel) and much more;
• a large reference database available to subscribers of the magazine "Practice Personnel Practitioner" (price for everyone >>): 140 step-by-step instructions on personnel work, more than 1000 samples of personnel documents, bins of consultations and articles, a course on the basics of personnel records management, bookshelf and etc.;
• our best books on HR administration.

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.

• Necessary Violation of labor laws may result in big fine. Therefore, knowledge and compliance with labor laws must be approached responsibly.
• From specialized literature, we are pleased to offer you manuals (you can download them for free) and our best books on HR administration. The site's repositories of reference databases will also be useful.
• 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 in some ways. 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 study them carefully.

Personnel documents will have to 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 be hiring him) and the procedure for 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 prior approval general meeting 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.

It is clear that you will draw up documents required by law in any case. Check with management which ones are not mandatory documents You will compose 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.

If your company is a micro-enterprise, then according to 309.2 Labor Code RF you may not need to prepare some documents:

"The employer is a small business entity that is classified as a micro-enterprise, has the right to refuse, in whole or in part, the adoption of local regulations containing norms labor law(internal labor regulations, regulations on remuneration, regulations on bonuses, shift schedule and others). At the same time, to regulate labor relations and other directly related relations, the employer - a small business entity, which is classified as a micro-enterprise, must include in employment contracts with employees conditions governing issues that, in accordance with labor legislation and other regulatory legal acts, containing labor law norms, must be regulated by local regulations..."

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. A step-by-step procedure for applying for a director’s job is available in a large reference database and in the “HR Package”, the necessary sample documents, and thematic consultations are also there.

5. Compose staffing table, internal labor regulations, other local regulations(see table from point 3).

Surely the company does not yet have a staffing table, internal labor regulations or 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. Ready options These documents are agreed upon in accordance with the procedure established by law (if necessary, taking into account the opinion of the representative body of employees), then the head of the company approves them. We have many examples of such documents freely available on our website. There are many more such samples and thematic comments on them, step by step procedures their statements are in a large reference database and in the “HR Package”. On our website you can freely read a new useful article " Staffing: form and content". We recommend that subscribers of the HR Practitioner magazine read the article: " We draw up internal labor regulations: legal, thoughtful and beneficial to the employer." and view templates of local regulations.

6. We are developing a standard form of an employment contract that will be concluded with employees.

For subscribers of the HR Practitioner magazine, we recommend the following manual: "We hire an employee: personnel issues". From it you will learn, among other things, what conditions are beneficial to the employer to include in the employment contract, and what conditions, on the contrary, are undesirable and dangerous.

7. We are preparing other documents that we will need to conduct personnel work in the future:

We prepare accounting books, registration logs, time sheets, forms of orders, contracts for financial liability and etc.

8. We decide with management the question of who will lead work books .

If employees have not yet been hired, then the head of the organization (director) will first have to maintain work records. An order is issued about this. On our website there is a sample order for the head of the organization to assume responsibility for maintaining, storing, recording and issuing work books. Such an order is mandatory; it is a requirement of the Decree of the Government of the Russian Federation. If it is not, the employer may face a fine. Subsequently, the director may transfer these powers to the accepted personnel employee, also by order. On our website there is an order form for appointing those responsible for maintaining, storing, recording and issuing work books >>

9. We register employees for work.

Then the employees will begin to work and for the personnel employee the phase of everyday work will begin, it will be necessary to keep a time sheet, draw up a vacation schedule, arrange vacations, apply incentives and penalties, business trips, part-time jobs, dismissals and much more... Our resources will help you with all this site.

The general definition says that personnel records management is the process of registration and maintenance of personnel papers. This topic is relevant for both individual entrepreneurs, so for legal entities. Paperwork is strictly legislative norms, and the described rules must be taken into account by all managers and human resources departments at enterprises. With the help of personnel records management, it will be possible to optimize the personnel management process, organize the work of each team, and simplify the reporting procedure.

What is personnel records management

The basics of personnel records management include the entire process of drawing up papers, filling them out, and reporting on personnel who work in the company. Each document issued has legal force, including those formed on the basis of an employee’s application. Personnel production is often carried out by the personnel department, whose functions include the following personnel work:

• accrual wages;
• registration of vacations and sick leave;
• registration of certificates.

Goals and objectives

Tasks and objectives of this HR department:

Legal regulation

HR work is regulated by a number of regulatory laws, orders and sets of rules at the regional or state level. Failure to comply with the requirements specified in the regulatory framework is a violation. Basic regulations for conducting personnel proceedings:

• state position about work books (2003);
• rules of office work and document management from 2009;
• federal instructions for maintaining records regarding employees;
• General requirements, which are approved by order of the ministries.

Legislative framework of the enterprise

Each enterprise uses a series of documentation that regulates the work of all personnel. The movement of documents and their preparation is carried out according to the instructions and regulatory framework prescribed above. The legal framework of the enterprise is divided into five key categories and is regulated by the internal regulations of the enterprise:

• charter of the enterprise;
• work schedule;
• standards for the protection of personal data;
• labor protection (regulated by the federal archival decree);
• staff work schedule (and documents on staffing levels).

Personnel document flow in the organization

Unified paper accounting systems in enterprises are divided into three main categories, including rules internal regulations, staffing table, salary regulations. The first category includes the circulation of papers according to the vacation schedule, filling out documents about the work schedule. The second paragraph is more global and contains provisions on the preparation of contracts and papers accounting policy. The wage regulations regulate all issues regarding the payment of wages, bonuses, sick leave, vacation pay and severance pay upon dismissal.

Staffing according to form T-3

The staffing table in form T-3 is a single type of paper that describes the entire personnel structure at an enterprise or company. The columns contain data on the full name, position of the employee, and the department where he is registered. According to regulatory and legislative standards, the official salary of a specialist is prescribed there. Any change in the registration process must be registered by the accounting department in this staffing table in the T3 form. The filling instructions always contain recommendations for each column. In total, the document includes 5 information points.

Work schedule

A work schedule is a document that approves a specialist’s daily routine. The manager's schedule is regulated by document flow. It includes points about the need to conduct an inspection in accordance with current legislation, about lunch and breaks, and about reporting. In some companies, the clerk requires a report to be drawn up every week or month (the document must be confirmed by the signatures of the employee and the clerk after verification). A plan and schedule are formed for the future working period. Employees' working hours are recorded.

Contract of employment

An employment agreement is a civil law document that is drawn up between a future employee and the employer. Standard forms For this type of document, no documents are required, and the agreement is filled out in free form, indicating qualifications (position) and period of work. The required result is also written there. By legal norms, this type of document is very similar to a contract document, since it prescribes the final result of the work, and not its structure. To fire employees, you only need to work until the end of the contract.

Personnel orders

The reinstatement of employees and the hiring of specialists are carried out according to personnel orders. This type of document prescribes the appointment of personnel to positions and other movements of specialists across departments. Personnel department employees and management personnel take part in the development of instructions and orders. Local decisions are made by company managers/administrators. Orders have a uniform form, it is established by the regulatory framework. According to the storage period, the papers must be kept in the accounting department or in the human resources department for up to five years or more (depending on the type of order).

Job Descriptions

Job Descriptions– this is a document that prescribes the responsibilities of the parties (employee and employer), and also contains data about the instructions and responsibilities of a specific specialist in his position. They are confirmed by the seal of the organization and the signature of the responsible person. Three copies are required to complete this document. One remains in the HR department, the other with the performer himself, and the third with the manager or administrator of a specific department. The purpose of this order is to optimize human resource management processes at the enterprise.

How to organize office work in the personnel department

Correct guidance HR administration involves high level responsibility. HR staff must ensure that the signing dates are correct. You can entrust the maintenance of work books and other personnel documents to outsourcing companies. Responsibilities of HR staff:

• create a work schedule, accounting documentation regarding vacations;
• draw up documents for labor protection (required for government agencies);
• prepare and issue orders;
• carry out payroll calculations and control the payment of bonuses.

In-house HR service

A full-time HR service is carried out when all accounting and all paperwork is carried out only by hired full-time people from the HR department. This mode of maintaining paperwork is relevant for enterprises and companies with a staff of 20-30 people. State standards require strict adherence to the form of all orders and other requirements, otherwise entity may receive a fine. In the service sector, where one legal entity employs up to 30 people, it is more profitable to use the services of outsourcing companies.

Attracting specialists from an outsourcing company for HR work

Hiring HR specialists from an outsourcing company will save money and reduce the overall headcount. Independent specialists carry out the entire volume of necessary work on drawing up orders and schedules. They also keep a special journal and regulate the work procedure of each specialist in the company. Outsourcing HR administration is characterized by the fact that a legal entity does not have its own HR department, but entrusts this task to a separate team for a reasonable fee.

Personnel accounting from scratch step by step

To keep records of HR department documents, office equipment and office equipment are required. Having a strong safe is important. The order must appoint a head of the document management system. After this, internal acts are formed. For each employee in the company, it is necessary to create a separate folder where his work book will be stored. Personnel records management requires the preservation of this documentation throughout the entire period of the specialist’s work in the position. Throughout the entire activity of the department, information is entered into books and orders are drawn up.

Requirements for HR employees

HR administration is a relatively complex process that requires certain theoretical and practical skills. The regulatory framework for this position contains a list of conditions under which a specialist can occupy this position. Educational establishments There is no separate profile, such as personnel records management. Managers and administrators are suitable for activities in the HR department. So employers appoint people with legal education, information security or document management.

Rights and responsibilities of a personnel officer

The first obligation of such officials is knowledge of the legal framework, compliance established rules accounting. The articles and federal laws that should be followed when conducting personnel records were indicated above. The HR officer has the right to receive information from employees, view personal folders, and see the accounting book (salaries). The powers of specialists in this profile include affixing signatures and working with employers to improve staff efficiency.

Conducting personnel records

Today, HR records are conducted both in written and digital format. Documentation is signed personally by authorized employees. State standards are used to maintain documentation, which unify all templates and forms. It is necessary to take into account the standards of GOST R 6.30-2003 and GOST R 7.0.8-2013. Important papers are stored in special folders or metal safes. Depending on the scope of activity and the size of the company, specialists need to adhere to different requirements for the frequency of reporting.

Search and registration of personnel

Initially, before registering employees, you need to find specialized personnel who would meet strict criteria (they must be related to the specifics of the work). To do this, they use specialized bureaus, agencies, job search sites, labor exchanges or private advertisements in newspapers, the media, and websites. After this, mandatory personnel documents, registration is carried out and an employment contract or contract is signed.

Hiring stages

The procedures for registering people for positions begin with entering data about the job applicant in a special journal. The accounting sheet records information about experience, length of service, and previously held position. Upon approval, an order is drawn up to appoint a person to a particular post. The final stage It becomes the formation of a personal folder, drawing up a file in a company or department. The contract specifies information about the duties and salary for the position held.

Personal cards and the formation of an employee’s personal file

Types of personnel documents include an employee’s personal card. It contains all the information regarding marital status, full name, a photograph is pasted in there, and the date of birth is written down. All this is done by employers in order to create a package of data about each member of the company’s staff. According to the law, this data cannot be transferred to third parties. To conduct personal business, folders, cabinets or even metal safes are used (depending on the level of equipment of the company office).

HR journals

Printed paper products help to systematize reporting and simplify document flow. Documentation in the form of journals for office work includes the following types:

• to control documents and papers that are delivered to a company or enterprise;
• on time control, periods of business trips;
• to control any notes, statements;
• records to ensure the safety of work records.

Maintaining work records

Personnel records management obliges specialists to keep records of work records. All records are kept if a person is officially registered at the enterprise. The employee is given a work book upon dismissal. This documentation records all changes regarding position and awards. HR training from scratch includes mandatory items on the correct execution of work books. Any errors are corrected by members of the HR staff. If they are discovered, specialists may be charged with an administrative violation.

Systematization and storage of documents

Separate legislative norms have been created for audit and storage of documents. It is important to mention Article 17 Federal Law about maintaining an archive. It states the need for the management of companies and enterprises to take care of the safety of archival documentation for the required period. The storage period is prescribed by law and corresponds state standards. To ensure the integrity of paper documentation, metal fireproof safes and cabinets are used.

If necessary, data from documents is transferred to the State Statistics Committee Russian Federation. Automation and digitization of paper circulation is one of the priority areas in optimizing the process of managing staff work. Today, most reporting is not prepared in in paper form. This does not relieve the responsibility of business leaders and managers to preserve the archive for one, three, five or more years.

Electronic personnel records

When using electronic personnel records It is important to comply with the security conditions of documents and reduce access to the archive due to the law on the protection of personal data. Electronic documentation recording has a number of advantages:

1. quick access to documents;
2. protecting files with passwords;
3. there is no need to purchase safes to store papers;
4. saving space in office space– 10 thousand documents or more can be stored on the hard drive;
5. saving time - you can sign and find any document in 1-2 minutes in the hard drive archive on your computer.

Video

For documentation All HR operations in an organization require certain knowledge and skills.

Office work at the enterprise is regulated by instructions independently developed and approved by the director. It is an internal regulatory act and is mandatory for compliance by all employees of the business entity. The HR department develops and monitors its implementation.

The law requires the preparation of many documents that document all aspects of the employee’s employment relationship with the employer.

Experienced and novice personnel officers must improve their skills. To help them, Internet sites have been created on which theoretical courses in personnel administration are presented.

Personnel records reflect the activities of personnel and confirm the length of service of employees, which plays a primary role in calculating pensions. Management is responsible for the documentary fund of the enterprise.

The main details in control on paper

Competent organization of personnel records requires knowledge regulatory framework, tracking its changes, orientation in the forms of the documents used.

For what purpose is it carried out?

The procedure for maintaining personnel records is regulated by law. On large enterprises With large staff employees, as a rule, a personnel service is formed. Its employees draw up the relevant documents in accordance with the requirements of the regulatory framework of the Russian Federation.

Papers can have a unified form or be developed at the enterprise and approved in local acts.

Personnel records management is an activity aimed at developing and maintaining documents related to personnel accounting, working hours, and payroll calculations.

Personnel issues include the following positions:

• registration of employment;
• internal movement of workers;
• dismissal;
• regulation of relations between the manager and employees;
• organization of the labor process;
• others.

Proper organization of personnel records helps solve a number of problems.

Its main goals are presented in the table:

In Moscow and other large regions of the Russian Federation, organizations with separate divisions can maintain personnel records online. For this purpose, appropriate programs have been developed that allow the exchange of documents in electronic form.

The legislative framework

The legislative basis for personnel records management is contained in the Labor Code of the Russian Federation.

This activity is regulated by a number of regulations:

• Instructions for filling and use primary documents on accounting and remuneration (Decree of the State Statistics Committee No. 1 of 01/05/04);
• unified documents and requirements for their preparation (Gosstandart Decree No. 65-st dated 03.03.03);
• Standard instructions on office work for federal bodies executive power(Order of the Ministry of Culture of the Russian Federation No. 536 dated 08.11.05);
• Rules for the operation of archives (decision of the Board of Rosarkhiv dated 02/06/02);
• Rules of office work for federal executive authorities (Resolution of the Government of the Russian Federation No. 477 of June 15, 2009);
• Law on Information, Its Protection and Information Technologies No. 149-FZ of July 27, 2006;
• Law on consideration of appeals from Russian citizens No. 59-FZ dated 02.05.06;
• Law on state language RF No. 53-FZ dated 01.06.05;
• Law on Archival Affairs No. 125-FZ dated October 22, 2004;
• Law on Trade Secrets No. 98-FZ dated July 29, 2004;
• Order on work books No. 117n dated December 22, 2003;
• Resolution on the adoption of instructions for filling out labor documents No. 69 dated 10.10.03;
• Resolution on work books No. 225 dated April 16, 2003;
• instructions of the General Staff of the Armed Forces of the Russian Federation.

Mandatory documents

The Labor Code of the Russian Federation obliges organizations to have their own legislative framework, including a number of mandatory local regulatory documents.

These include:

Regulatory acts

After hiring a manager, the number of positions required for the normal operation of the organization is established. Taking into account the obtained figures, the production cycle and other features of the enterprise’s activities, it is being prepared.

To draw up a document, a unified form is usually used. You can download the sample for free from the Internet. The employer has the right to adjust the schedule at its discretion.

The document lists positions in hierarchical order, starting with the director and ending with support staff. For each of them, the number of units per state, salary and allowances are indicated.

At the next stage, a work schedule is formed. It represents work schedules for all employees. If there are shifts, detailed shift schedules are created. The document briefly describes the requirements for appearance employees, behavior, daily routine, etc.

Next, the form of the employment contract is developed. In this case, the basic norms of the Labor Code of the Russian Federation and internal regulatory documents of the company must be taken into account. An employment agreement is usually drawn up by the organization's lawyer or an outsider.

The document must include the following items:

• information about the legal entity: name, address, telephone number, full name and position of the manager;
• employee passport details;
• employee position, types of contract (permanent or fixed-term) and workplace (main or additional);
• a list of main responsibilities with reference to the instructions for this position;
• information on wages, additional payments, benefits, vacations;
• work schedule, payment for overtime;
• reasons for termination of the contract and other conditions;
• signatures and details of the parties, seal of the enterprise.

To check and optimize the work of HR officers, management can conduct an internal or independent audit. This helps reduce the risk of administrative penalties, disputes and complaints from staff.

Stages of organizing HR records from scratch

To create personnel records, it is convenient to use the following step-by-step instructions:

This instruction is also suitable for teapots who have no experience in this matter.

How are records kept?

To maintain records, you need to properly organize document flow.

To do this you need to do the following:

• develop an internal regulatory framework;
• prepare a staffing table for each staff unit;
• make staffing arrangements;
• prepare labor agreements;
• develop forms for personnel;
• issue T-2 cards;
• approve application forms for employees;
• prepare internal orders.

All personnel actions must be confirmed. Their list is fixed in regulations.

Additional points

Personnel accounting from scratch begins with the hiring of personnel. It is important to correctly register applicants for work and prepare the necessary documentation.

Staffing and vacations

One of the mandatory standard documents that must exist at an enterprise is the staffing table (form T-3).

• list of structural units and positions;
• number of staff units for each position;
• salaries, allowances by position;
• organization's salary fund.

Divisions are indicated in the document according to the degree of their importance to the operation of the organization. Within them, employee positions should also be listed in order of importance. The job titles in employment agreements and staffing schedules must match.

The staffing arrangement is a form of schedule with the full names of employees entered in accordance with their positions.

The vacation schedule (form T-7) reflects information about the time of provision annual leave to all employees. Compiled for a year. It is approved by the director in agreement with the trade union body. The document must be completed at least 2 weeks before the new year. The data entered into it is mandatory for both employees and employers. The exception is for beneficiaries.

The schedule includes the following details:

• department name;
• Job title;
• Full name and personnel number of the worker;
• number of vacation days;
• dates of going on vacation according to plan and actual;
• reason for rescheduling vacation, estimated date.

The employee is informed about this 2 weeks before the vacation. An order is issued, with which the employee is familiarized with signature. In November, you can prepare an order for all department heads obliging them to submit vacation schedules to the accounting department by December 1. This will make it easier to prepare the overall schedule.

Employee registration

The full-fledged work of an organization begins with the recruitment of employees. Filling vacancies is accompanied by paperwork.

The responsibilities of the HR officer when hiring employees are as follows:

• registration of an application from an applicant in a special journal;
• familiarizing the newcomer with current instructions and local regulations;
• drawing up an employment agreement and monitoring its signing by the parties;
• issuing a copy of the contract to the employee and putting a note about it on the organization’s letterhead;
• execution and registration of the order in the accounting book;
• filling out a personal card, filing documents in the file (applications, copies of personal papers, orders, contracts);
• transfer of documents to the accountant for calculating the employee’s salary.

When building a personnel records management system, you should initially decide which documents must be prepared and which are needed for a specific field of activity.

Required papers include:

• orders for personnel (reception, transfer, etc.);
• personnel orders (for vacations, bonuses, business trips, etc.);
• T-2 cards;
• labor;
• agreements;

Other required papers include the following:

• staffing schedule;
• OT position;
• travel log;
• inner order rules;
• others.

It is not necessary to maintain job descriptions and a collective agreement, but almost every employer has these documents.

After establishing the list of mandatory documentation, you should study the statutory documents. Based on them, other documents need to be developed. Their list depends on the nature of the legal entity’s activities and the characteristics of working conditions. For example, if it is necessary to provide employees with uniforms and PPE, it is necessary to prepare an order on the procedure and timing for their issuance, and which employees need them.

Compensation and benefits for work in special conditions: in hazardous industries, irregular hours, night work, etc. Next, they draw up the Regulations on personnel records management. It reflects the list of papers necessary for the organization’s work, the procedure for their execution and storage.

The legislation does not oblige the development of such a Regulation, but it will significantly facilitate the work of personnel officers. To work in new organization First the director is hired, then he recruits the rest of the staff.

The composition and number of required positions is reflected in the staffing table. The operating rules reflect all work schedules, requirements for employees, etc. A standard labor agreement is developed based on the norms of the Labor Code of the Russian Federation.

Before using accounting journals, they should be prepared: the sheets should be numbered, stitched, and sealed. A piece of paper is glued to the last sheet of firmware. The number of pages is indicated on it, the director or executive officer signs, and a seal is affixed. On the first page of the journal they write the name of the organization and the start date of its maintenance.

One of the most important personnel records documents is the work book. To conduct them, the order appoints responsible person, which fills them out and is responsible for their safety.

FAQ

The organization of personnel records has certain subtleties and nuances:

So, organizing personnel records management at an enterprise is a complex procedure. It requires a detailed study of the regulatory framework and tracking of all changes. Competent construction of personnel records contributes to the construction of labor relations within the framework of the law. To train a personnel officer, an employer can use the services of specialized companies.

In the article we will tell you how a secretary can lay the foundation for a future personnel department and an archive of documents on personnel, how to formalize his responsibilities for conducting personnel records and comply minimum required labor legislation standards.

SECRETARY-PERSONNEL OFFICER: ASSIGNMENT OF RESPONSIBILITIES

According to part one of Art. 60.2 of the Labor Code of the Russian Federation, it is possible to assign additional duties to an employee that are not provided for in the employment contract only for additional payment.

You can’t just “make happy” a secretary with new responsibilities. Their assignment is formalized by order. Moreover, we recommend preparing two orders. In the first (organizational) it is necessary to appoint an employee responsible for maintaining personnel records (Example 1).

In the second (for personnel) - assign responsibilities, specify the amount of payment and provide the employee’s consent (Example 2). These orders contain personal data, but the “weight categories” of personal information in them are disproportionate: the fact that the employee is engaged in personnel records is not a secret (it is unlikely to be hidden from others), but the amount of his remuneration is closed personal information, which outsiders do not need to know. Both orders are issued on the same day.

MANDATORY DOCUMENTS FOR PERSONNEL

There are documents that every organization must have - any audit will request them first. If the secretary is now responsible for personnel records, then this mandatory recruitment will have to be ensured as soon as possible. We present a list of these documents in the form of a table with explanations. We will not number the documents - the degree of their obligatory nature is the same and is the highest.

This list is not exhaustive. So, if the main activity of the organization is production, then, most likely, it will be necessary to develop a shift schedule, approve production standards, a list of positions and professions with hazardous working conditions, work in which gives the right to additional leave, and that’s not all. Only, these documents should no longer be developed by a secretary with the responsibilities of a personnel officer assigned to him, but by a whole team, which includes a labor economist and a labor protection specialist.

Can the secretary develop all the listed LNAs independently? Probably yes. But it’s better not alone, but in tandem with the chief accountant or head of the organization. First of all, this applies to those LNAs that establish the procedure for remuneration of workers.

DOCUMENTS ON PERSONAL DATA PROTECTION

The employer is obliged to ensure the safety of employees' personal information in accordance with Federal Law No. 152-FZ. It is not enough to approve the provisions on personal data.

Additionally required:

Written permission from employees to process their personal data;

Written obligations of employees processing the personal data of colleagues regarding their non-disclosure;

Special regime for storing documents containing personal data.

If you strictly follow the letter of the law, then first the employee must give permission to process his own personal data, and only then apply for a job. This is a voluntary matter, but in practice it is impossible to apply for a job without permission. Therefore, such permission is given to all employees of the organization, without exception. Standard form not for him, but you can use one like in Example 3.

Personal information of colleagues is usually processed by the secretary responsible for personnel records, and Chief Accountant. They must give an undertaking not to disclose information about employees (Example 4).

ORDERS FOR PERSONNEL

The main document that reflects management decisions head of personnel, - order. Orders formalize admissions and dismissals, vacations and promotions, assignments of responsibilities and assignments on business trips, etc. Therefore, orders for personnel are given a central place in the personnel department and in the archive.

The most common types of orders for personnel have ready-made forms that the personnel officer only needs to fill out:

Order on hiring an employee (unified form No. T-1*);

On transfer of an employee to another job (form No. T-5*);

On granting leave to an employee (Form No. T-6*);

On termination (termination) of an employment contract with an employee (dismissal) (Form No. T-8*);

On sending an employee on a business trip (form No. T-9*);

On employee incentives (form No. T-11*).

Most HR officers in Russia use unified forms: HR officers themselves, employees and (most importantly) inspectors from the State Labor Inspectorate (GIT) are accustomed to them. The decision to use unified forms of documents must be recorded in the order (Example 5).

Developing your own document forms can be compared to reinventing the wheel. But if there is a desire, then the developed forms should contain no less information than those approved by the State Statistics Committee.

Unified order forms are more than enough for a personnel secretary to formalize standard personnel actions. But there are other orders for personnel: they are drawn up in the form of orders for main activities and do not have any unified form. For example, an order assigning responsibilities for maintaining personnel records (see Example 2). There may also be an order to change the surname, establish an increase, revoke or postpone vacation. These documents, drawn up in the form of an order for the main activity, remain orders for personnel: they contain personal data and are stored for the periods established for orders for personnel.

Storing orders for personnel. From the first day of the organization’s existence, orders for personnel must be separated from orders for core activities. This is due, firstly, to different shelf life. According to paragraph “a” of Art. 19 List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods (approved by order of the Ministry of Culture of Russia dated 08/25/2010 No. 558, as amended on 02/16/2016; hereinafter referred to as the 2010 List) orders for core activities are stored permanently. Orders for personnel - 5 years (clause “b” (2) of the 2010 List) or 50 years (clause 2 of Article 22.1 of the Federal Law of October 22, 2004 No. 125-FZ “On Archival Affairs in the Russian Federation”, as amended dated June 18, 2017; hereinafter referred to as Federal Law No. 125-FZ).

Secondly, upon liquidation of the organization, orders for personnel will be transferred to state storage. The likelihood that orders on core activities will be of interest to the Archival Fund of the Russian Federation is very low, so they will most likely be destroyed.

Nuances of forming cases. Orders for personnel are formed into cases within calendar year. There must be at least two cases: the first - with a shelf life of 5, the second - 50 years. In the future, when there are more orders for personnel, the number of cases will also increase. For example, separate cases will be formed: “Orders on the provision of annual paid leave”, “Orders on the hiring, dismissal, transfer of employees”, “Orders on the provision of parental leave”, etc. However, in the first years of an organization’s operation, the range of order topics is usually not very diverse, so you can get by with two things:

Case 1 - orders to provide annual paid leave, student leave, O disciplinary sanctions, about short-term business trips (storage period - 5 years);

Case 2 - orders for admission, transfer, dismissal, bonuses, provision of parental leave, leave without pay (retention period - 50 years).

EMPLOYMENT CONTRACTS, PERSONAL CARDS, LABOR COOKS

Employees' employment contracts, their personal cards and work books are the desktop documents of the personnel officer. We did not talk about them in the “Mandatory HR Documents” section, because these are not local regulations, but documents that apply to each employee personally. All of them are required:

Employment contract - in accordance with Art. 56 Labor Code of the Russian Federation;

Work book - in accordance with the Rules for maintaining work books;

The employee’s personal card - the need to maintain it is indicated by clause 12 of the Rules for maintaining work books.

A personal card (unified form No. T-2) is created simultaneously with the employee’s entry into the organization. It contains the employee’s personal data, all information about his movements in the organization, vacations, awards, etc.

An employment contract, personal card and work book are valid documents during the entire period of the employee’s work in the organization. If an employee has been working in an organization for 20 years, his employment contract, work book and personal card are transferable for 20 years. They are closed by office work only after the dismissal of the employee.

While these three documents are valid, they are kept by the personnel officer and stored as documents containing personal data should be stored (more on this below).

Employment contracts and personal cards closed by office work are sent for storage to the personnel archive. Work records are returned to employees upon dismissal. Of course, there are exceptions when various reasons the employee who quit did not pick up his work book - this happens from time to time. It should be remembered that the work book is a document that must be returned, and the employee (or his relatives) can theoretically request it throughout the entire period of storage of this document, and the period is 50 years (Clause 2 of Article 22.1 of Federal Law No. 125-FZ) . Therefore, forgotten work books are under no circumstances stitched together.

Nuances of forming cases. Employment contracts and personal cards in the archive form files that are called “Employment contracts of dismissed workers” and “Personal cards of dismissed workers.” These files are formed into volumes in the same way: first by year of dismissal, and then alphabetically by the names of former employees.

ARCHIVE OF DOCUMENTS ON PERSONNEL: LAYING THE FOUNDATION

In accordance with Art. 17 of Federal Law No. 125-FZ, the organization is obliged to store documents on personnel. While the secretary only additionally performs the duties of a personnel officer, of course, he will not be able to fully maintain an archive of personnel. Subsequently, when the organization grows into a personnel department, specialists will take care of this. But until then, the secretary will have to comply with the mandatory minimum requirements:

Provide a special storage regime for personnel documents completed in office work (this is the basis of the future archive);

Form files by year in accordance with storage periods;

Compile annual sections of case inventories for personnel.

• We observe a special regime for storing documents, which contain personal data. A special regime implies exclusion of access to them by unauthorized persons. If every meter of office space is worth its weight in gold, and the archive itself is still small, a regular metal cabinet, locked with a key, can take on the functions of a storage facility. This piece of furniture is inexpensive, takes up little space, and does its job perfectly. Current personnel documents, including work books, should also be stored in it, since this is a document strict reporting(Clause 42 of the Rules for maintaining work books). There should be several keys to the cabinet: one for the secretary, another, for example, for the chief accountant.
• We form cases by year. We talked above about organizing files by year in accordance with storage periods. In the same way, files with orders on personnel and documents of dismissed workers (employment contracts and personal cards) are formed.
• We draw up an inventory of cases for personnel. As for the inventory of personnel files, it is required to be maintained by clause 4.12 of the Rules for organizing the storage, acquisition, recording and use of documents of the Archive Fund of the Russian Federation and other documents in government bodies, local governments and organizations (approved by order of the Ministry of Culture of Russia from 03/31/2015 No. 526). They also offer the form of this document (Appendix No. 15) (Example 6). The rules for filling out the inventory of personnel files are clearly described in paragraphs. 8.1-8.4 of Section 8 “Drawing up and execution of the inventory” Methodological recommendations“Organization of management documents for permanent storage and by personnel”2. Let's summarize them:

The annual section of the inventory for the past year is compiled annually;

All annual sections of the inventory constitute one inventory of personnel affairs;

The numbering of cases in the inventory is continuous and goes through all annual sections from entry No. 1 to entry No. 9999 (if the annual section for 2015 ended with No. 13, then the annual section of the inventory for 2016 begins with No. 14);

Each storage unit is entered into the inventory under its own serial number; storage unit - 1 volume; the volume should contain no more than 250 sheets of documents;

Each annual section of the business inventory is approved by the General Director.

Every employee expects their employer to respect their rights, pay their wages on time, and deserve a well-deserved vacation. The manager, in turn, expects the employee to strictly fulfill his duties. In addition, any business owner must be legally protected. All these points are regulated by personnel records. Conducting HR records in an LLC will help you sort out all your relationships with your employees.

Conducting personnel records in an LLC is a way of managing personnel and working with the organization’s document flow related to personnel. This may include the movement of personnel, settlements with employees and working hours.

Methods of maintaining personnel records

Unlike individual entrepreneurs, personnel production in an LLC is a mandatory component, even if only one participant is registered in the LLC, performing the functions of an accountant and general director. This is explained by the fact that the founder and the LLC are two different entities. Consequently, the LLC plays the role of an employer, and the founder plays the role of an employee.

Conducting personnel records in an LLC is a way of managing personnel and working with the organization’s document flow related to personnel.

Personnel records can be maintained in 3 main ways:

1. Take on the role of HR officer.

If you are not afraid to “start” the process, have time and your organization is not so large.

2. Hire a personnel officer.

A modern HR specialist must think creatively, be legally savvy and pedantic.

3. Trust an outsourcing company specializing in personnel records management.

There are several programs designed for personnel records. This is an automated control system ( automated system personnel management), ERP system(enterprise resource planning), maintaining personnel records in the cloud (SaaS). If speak about software, then this is 1C.

Independent maintenance of personnel records

Step-by-step instructions for maintaining personnel document flow:

1. It is necessary to determine the regulatory and information bases that will be required to conduct personnel work.

Most of the documents required for conducting personnel records are standardized by the decree of the State Statistics Committee of the Russian Federation “On approval unified forms primary accounting documentation for labor accounting and payment” dated 01/05/2004. Documentation that does not have standardized canons is drawn up in accordance with GOST R 6.30-2003.

• Labor legislation of the Russian Federation (updated every six months).
• Instructions for maintaining work records (approved by Decree of the Ministry of Labor of the Russian Federation No. 69 of October 10, 2003).
• Decree of the Government of the Russian Federation “On maintaining labor records” (dated April 16, 2003).

Documents required to enroll an employee on the staff:

• Passport (registration and registration).
• SNILS (pension insurance certificate).
• Military ID.
• TIN (individual tax number).
• Medical policy.
• Specialist Diploma.

Importance personnel documentation is that it allows you to establish legally significant facts and clearly regulates the rights and responsibilities of the employee and manager.

Depending on the characteristics of the organization, the package of documents for maintaining personnel records can be expanded. The manager, when deciding personnel issues, can independently adopt local regulations within the limits of his powers, if they do not contradict the law.

Depending on the characteristics of the organization, the package of documents for maintaining personnel records can be expanded.

2. The statutory documentation of the organization should be drawn up.

The charter must clearly state the conditions for hiring a director, the terms of the director's work, the amount of his salary, as well as the procedure for approving the work schedule.

3. You need to register a manager.

The registration of the manager is the first personnel order created in the organization. It indicates the date from which the manager begins to perform his duties.

4. It is necessary to compile a list of personnel documentation involved in the personnel production of the organization.

These include:

• Internal labor regulations of the organization.
• Personnel structure.
• Staffing schedule.
• Schedule of employee vacations.
• Documentation defining the protection of personal data of employees.

Also, the list of mandatory documents contains labor agreements, work books and a book for recording their movement, a working time schedule, personal employee cards, personnel orders and the grounds for their issuance (applications, reports, acts, notes, etc.), an accrual register and wage payments, pay slips, job descriptions.

5. Hiring employees.

Each future employee must have a package of documents. All that remains is to fill out work books, personal cards, and draw up other personnel documents (on payroll, accounting for vacations, sick leave, business trips; sign an agreement on non-disclosure of the employee’s personal data).

According to Art. 419 of the Labor Code of the Russian Federation, non-compliance with labor legislation faces a fine of 200,000 rubles.

Conducting personnel records in an LLC is a very delicate and responsible matter. Many legal features that affect the observance of your rights and the rights of employees depend on the correct document flow and the selected personnel records program. All personnel documents are legally binding and can be used in court.