List of documents in the personal file. How to form a personal file of an employee. Who can issue a personal file

Despite the fact that the law does not establish the obligatory maintenance of personal files of employees in organizations, every sensible personnel officer will try to systematize data about employees in order to simplify the work. It is mandatory for civil servants. In the article we will tell you how to draw up a personal file of an employee, we will give a sample design.

Benefits of running a personal file

• Having a personal file simplifies access to the necessary information about employees
• helps to systematize all the data about their work activity.

The case is a generated folder, a set of documents related to one employee and all his personal data. Since the procedure for forming a case is not regulated by the Law in any way, the personnel service needs to develop an internal regulation of the organization on the conduct of personal files. It can address a number of questions:

• Compound.
• The order of their formation and maintenance.
• List of employees for whom it is necessary to maintain such records.
• storage mode.
• Specify the circle of persons who have access to them.
• Deadlines for archiving.

The composition of the personal file

Documents in the employee's folder can be divided into three groups:

• In the first place, we will include the documents that the employee provided when applying for a job and the personnel on which he was accepted. These include: a questionnaire; summary; characteristics from previous jobs (if any); copies of the passport, SNILS, TIN (if any), documents on higher or secondary education, documents military registration(for persons liable for military service and persons subject to conscription for military service); upon request, a certificate of non-conviction, an application for employment; medical certificates, if the activity involves working with children, for example, an employment contract; personal card, copy of the order for employment, etc.
• Secondly, documents that arise in the course of the labor activity of employees: these include certificates of marriage, birth of children, divorce, agreements on liability, if the activity involves such, orders for transfers, bonuses, documents on completed work during work, various certificates, etc.
• Thirdly, documents on termination of employment, for example: an employee's statement of resignation; a copy of the notice of dismissal. Read also the article: → "".

Formation and conduct of business

It is worth noting that a copy can be placed in a personal file work book but not the book itself. The originals of work books should be stored as documents of strict accountability in special metal cabinets or fireproof safes. Issued to a person who is responsible for them only upon application.

Personal files can be kept for all employees or only for certain ones (for example, for management, accounting staff, financial responsible persons etc.). In most cases, the personal file is processed by an employee of the personnel department, who is appointed responsible for their maintenance and storage.

Documentation requirements

In charge this employee usually includes the formation of a personal file, making various entries in it, placing and seizing documents, certifying copies, maintaining an internal inventory, periodic check state of affairs, etc.

The formation of a personal file begins at the time of hiring an employee and is carried out throughout his entire career in this organization.

• Each personal file should be kept in a separate folder.
• The title page indicates: the name of the organization; the structural unit in which the employee works; personal file number; title, that is, full name of the employee; date of commencement of the personal file (usually this is the date of issuance of the order for employment); end date of its maintenance (date of issue of the dismissal order); the number of sheets of the case itself, the storage period (prescribed when closing the personal file).
• After filling out the title page, all Required documents in chronological order. In most cases, these papers are arranged as follows: personal card; questionnaire; summary; application for a job; a copy of the employment order; labor contract; copies of the passport, SNILS, TIN (if any), military registration documents (for those liable for military service and persons subject to conscription for military service), etc.

Document folder storage

Simultaneously with the personal file, they begin to keep its internal inventory, which is compiled on a separate sheet and attached to the case. The inventory is compiled to record documents of permanent and temporary (over 10 years) storage. The internal inventory is filled out throughout the entire time of conducting a personal file.

Most often, the numbers of personal files, the dates of their establishment, headings, closing dates are entered in the columns.

Legislative basis for registration

All personal files contain the personal data of the employee. Recall that personal data refers to any information relating to a directly or indirectly identified or identifiable natural person. The employer is obliged to comply with all requirements for the protection of personal data.

Persons guilty of violating the provisions of the legislation in the field of personal data may be subject to disciplinary liability, as well as to civil, administrative and criminal liability. So, the head of the organization is obliged to appoint by the appropriate order the persons responsible for the maintenance and storage of personal files.

Safety of personal data

To achieve safety, it is necessary to apply a number of measures:

• Persons who have received official access to the personal data of employees must monitor their safety and prevent third parties from accessing them. To systematize cases, you can arrange them alphabetically, either by numbers, or by structural divisions.
• Also, in order to ensure the protection of personal data stored by the employer, employees have the right: to full information about their personal data and the processing of this data; free access to your personal data, including the right to receive copies of any record,

If the employer refuses to exclude or correct the personal data of the employee, he has the right to declare in writing to the employer his disagreement with the appropriate justification for such disagreement. Personal data can be transferred to third parties only with the written consent of the employee. An exception is the transfer of these data to unauthorized persons in order to prevent a threat to the life and health of an employee, as well as in other cases provided for by federal laws.

Closing a personal file

To close a personal file, it must be fully completed, checked and brought into proper form.

• Also check the availability of all documents so that they are arranged in chronological order, number all sheets with a pencil in the upper right corner.
• The file must contain an internal inventory, with a complete list of documents. When the case is closed, a final inventory is drawn up, which indicates the final number of documents and sheets.
• A certification sheet of the case is drawn up, signed by its compiler. If any changes are made to the closed case in the future, they are recorded in this sheet.
• .Next, the personal file is filed. At the end of each case, a certification sheet is filed, and at the beginning of the internal inventory.
• Further, on the title page of the personal file, the date of its closure is indicated, indicating the order of dismissal and the shelf life
• Personal files are transferred to the archive no later than three years after their completion in office work.

Rubric “Questions and answers”

Question number 1. I am a personnel officer, if documents in one personal file need to be kept for five years, and others for seven, what period should be followed?

Whichever is longer, keep seven years accordingly.

In the course of carrying out the activities of the enterprise, in order to make the right decisions, the administration of the company requires the most complete information about its employees. Authorized persons can obtain this information from cases filed by the personnel department for employees, including all documentation for the entire period of work of this person.

It is a filing of documents grouped in relation to each employee and fastened into a single folder with an inventory.

Formation of personal files is only required for government agencies and municipal authorities. Their compilation and maintenance at other enterprises occurs at the discretion of the company administration.

This responsibility is assigned to the personnel department, which begins employee's personal file at the time of his employment and closes when he leaves. It includes the personal data of the employee, documents drawn up at the enterprise itself, etc.

The main regulatory rules are GOST 51141-98 and 17914-72, as well as federal laws on civil service. But their requirements are obligatory for establishments and institutions. Other firms can use them in their work, or carry out filing a personal file according to their methods.

However, all enterprises are subject to the provisions of the Law on Personal Data, according to which the employer is recognized as the operator for their processing, and therefore he must ensure the protection of the personal information of his employees and prevent its disclosure.

Therefore, personal files should be stored in places where access to unauthorized employees of the enterprise is restricted. And requests for information contained in the personal file must be controlled and recorded in special registers. Unauthorized disclosure of personal information entails bringing the company to administrative responsibility.

Important! Before collecting personal information of an employee, you must first sign a statement with him that she gives her own.

Formation and maintenance of a personal file

The folder for the employee opens at the time of his appointment. The first to be injected into it is a personal card drawn up for the employee, containing, in addition to basic information about him, a photograph of the employee. Further, all copies of documents submitted by the employee are filed into the file. This also includes the forms they fill out during registration.

During all the activities at the enterprise, the employees are responsible officials they pin up in chronological order the documentation related to it, for example, various statements, reports, explanatory notes. Orders issued at the enterprise by personnel in relation to an employee can not be sewn into a folder with his case if they are recorded in a personal card. You can file extracts from these documents in the case.

All sheets of a personal file must have continuous numbering.

When the employment contract is terminated, the folder with all documents is closed. Before transferring it to the archive, it is desirable to compile description of a personal file if it was not made from the very beginning. It is a list by name of all documents contained in it, indicating page numbers. This can be an organization-designed template where only pages fit, or a handwritten or computer-generated checklist.

When closing, the date of completion of the personal file is put on the front folder, and an index is assigned in accordance with the existing nomenclature of cases.

In accordance with the law, retention period for personal files is 75 years old.

Documents included in personal records

In the personal file of each employee, the resumes and recommendations submitted by him, the questionnaires filled out at the enterprise, and the order for hiring are pinned. It is advisable to include in the folder copies of the passport, tax registration certificate, pension certificate, education documents, birth certificates for children, marriage (divorce), driver's licenses, and others. All copies must be certified by the Human Resources Officer who received them and checked them against the originals.

The personal file must be present, as well as all concluded with it additional agreements.

As the work progresses, the employee’s personal file is filed with his explanatory, acts of offenses, presentations for awards, etc. If it is necessary to disclose his personal data, the employee must take consent to this, which must also be included in this folder. After dismissal, they are also applied here.

The employee's work book should be stored separately from the personal file in a specialized cabinet, preferably in a safe, as it is a strict reporting form and be registered in.

A sample of filling out the title page and an inventory of a personal file

On the front side of the title page, the name of the company and its structural unit is affixed. In the right corner, the case number is recorded, as well as the number of sheets of the inventory.

In the central part of the document, the full name is filled in. the employee against whom the case is filed. In the lower right corner, the dates of the beginning and completion of the case, as well as the number of sheets in it and the shelf life are indicated. When sending a case to the archive, an index is affixed on the title page, according to the accepted nomenclature of cases.

The inventory must contain the number and title (full name) of the case to which it is drawn up.

By law, it is obligatory to conduct personal files of employees only in state and municipal organizations. The law also defines the requirements for their design. But the practical benefits of such a document will be in any organization. Therefore, for the convenience of collecting, processing and storing information, many people prefer to keep personal files of all employees or certain categories. Let's explore this topic in more detail.

Normative base

First of all, it is necessary to develop a local normative act (regulations or instructions for maintaining a personal data), which prescribes the rules and requirements for the design, content, maintenance, storage of personal files, etc.

When compiling an employee’s personal file, the requirements for its execution are regulated by the following legal acts:

1. Labor Code of the Russian Federation (Chapter 14).
2. Federal Law of July 27, 2006 No. 152 “On Personal Data”.
3. Federal Law of October 22, 2004 No. 125 “On Archiving in the Russian Federation”.
4. "Basic rules for the work of archives of organizations", approved by the decision of the Collegium of the Federal Archives of 06.02.2002.
5. GOST R 6.30-2003, adopted by the Decree of the State Standard of the Russian Federation of 03.03.2003 No. 65-st (since 07.01.2018 ceases to be valid due to the introduction of the National Standard of the Russian Federation GOST R 7.0.97-2016, approved by the Order of Rosstandart of 05.25.2017 No. 435 -st).
6. Order of the Ministry of Culture of the Russian Federation of August 25, 2010 No. 558 “On Approval of the List of Typical Administrative Archival Documents Formed in the Process of Activities of State Bodies, Bodies local government and organizations with indication of retention periods.

When working with personal files, it is important to remember that they contain personal data, and compliance with the requirements for their protection is the responsibility of employers. For violation of these provisions, the perpetrators may be subject to both disciplinary, material, and civil, administrative and criminal liability.

You can also refer to regulatory documents regulating personnel work in this direction in government agencies that can help in the development of LNA:

• the federal law dated July 27, 2004 No. 79;
• Federal Law No. 25 dated March 2, 2007;
• Decree of the President of the Russian Federation of 06/01/1998 No. 640;
• Decree of the President of the Russian Federation of May 30, 2005 No. 609.

Rules of maintenance and registration

in budget and commercial organizations personal files can be kept for all employees or selectively. For example, only for managers or for management and financially responsible persons, etc.

As a rule, personnel services are engaged in registration, maintenance and storage of cases. This responsibility is assigned to them by order of the head. How to draw up an employee's personal file (sample), you can see below.

A list of persons who are allowed access to personal files is necessarily approved: to familiarize themselves with the materials and receive them for temporary use to perform certain work.

According to the definition of GOST R 7.0.8-2013 "A case is a document or a set of documents related to one issue or area of ​​activity, placed in a separate cover." Accordingly, the execution of an employee's personal file, a sample according to GOST, is, relatively speaking, a folder into which papers are filed containing information about the employee, his work activity and length of service.

Formation of the case begins from the moment the employee is hired. It is carried out in a single copy. Each employee has a separate folder. Information within the case is placed in chronological order. If the file contains copies of personal documents of employees, they must be certified accordingly. As a rule, all materials related to labor activity worker. They can be conditionally divided into three groups. Documents related to:

• registration for work (consent to the processing of personal data, application form, copies of documents on education, various certificates, employment contract, order of admission, contracts of liability, non-disclosure of confidential information, etc.);
• the labor process itself (additional agreements to employment contract; orders for movements, incentives, imposition disciplinary action, assigning categories; certificates (conclusions) of periodic medical examinations (examinations); certification sheets; notifications; copies of documentation on advanced training, etc.);
• dismissal (a letter of resignation; a letter of resignation).

Doing business implies: making records of all changes in personal and biographical data and labor activity in accounting documents, attaching incoming materials and withdrawing them, issuing information and certifying copies, filling out an internal inventory, periodically checking the status of cases, closing and transferring to the archive, etc. d.

Personal affairs are subject to accounting and are registered in the appropriate journal. Its form can be developed independently. Most often, the numbers of cases, the dates of their establishment, titles, closing dates are entered in the columns.

Employee's personal file: sample design 2020

Internal inventory

Simultaneously with the formation of the case, an internal inventory is drawn up, which is compiled to record documents of permanent and temporary (over 10 years) storage. The inventory is compiled according to the form given in Appendix 10 of the Basic Rules for the Operation of Archives of Organizations, and is filled out throughout the entire time of its maintenance.

How much to store and where

In the personnel department, the files of employees are kept during the entire period of their work in the organization. For these purposes, equipped special place, excluding access to them by third parties, as well as the possibility of their theft or loss. Usually these are lockable safes or metal cabinets or rooms.

When an employee leaves, the personal file is closed. The case is closed - this means that it is fully framed and stitched. At the same time, an internal inventory is first filed with a final record of the number of sheets and documents in it, and at the end - a certification sheet. The title page indicates the date of closing the case (date of dismissal) and the period of its storage, which begins to be calculated from January 1 of the year following the year of closing.

The personal files of the dismissed are kept in the organization for three years, then they are archived. If the case was created after 2003, then its storage period is 50 years, if earlier, then 75 years (Article 22.1 of the Federal Law of October 22, 2004 No. 125). If documents with different maximum storage periods are filed in a personal file, then the entire file is stored according to the older term.

Personnel documents are subject to a long period of storage in accordance with Law No. 125-FZ “On Archiving in Russian Federation". After the dismissal of an employee for 50 years, his personal documentation lies in the archives of the enterprise or in a specialized state institution. The rules on what should be in the employee’s personal file and how to file documents are approved by the company simultaneously with the appointment of a person responsible for the organization personnel records. The presence of regulations systematizes information and simplifies the work during the subsequent creation of the archive.

It is necessary to form information about personnel taking into account paragraphs of Law No. 152-FZ as amended on 07/29/2017. That is, the year 2017 limited the composition of the employee’s personal file to specific goals - the fulfillment of duties for labor contract. Example: the driver's license of the driver of a company car is required to be present in the folder, but party affiliation information cannot be stored.

The location of the documents should be organized so that the access of unauthorized persons to it is limited. It is forbidden to tell not only specific information, but also what is included in the personal file of an employee of the enterprise. For violation of confidentiality, in addition to dismissal for misconduct (Article 81 of the Labor Code), administrative, material, criminal penalties will be applied. The presence of an order on the protection of personal data, signed non-disclosure obligations, the correct storage of information about which documents are included in the employee's personal file (in electronic, paper form), is checked by the state labor inspectorate. Scheduled control is carried out every three years.

What should be in an employee's personal file

The types of personal documents held by commercial enterprises are not regulated by law. The management of each enterprise independently determines the list of necessary information, based on the specifics of the activity.

Example

A health certificate for a measurer of plastic windows is not required, and the list of documents in the personal file of an employee of an electroplating shop contains periodic medical reports (harmful production, control of occupational diseases).

What documents are filed in the employee's personal file at the time of admission and dismissal:

• A copy of the order of appointment;
• Applications for the provision of deductions for personal income tax;
• Personal card (T-2 form) or leaflet;
• Copies of diplomas, certificates, certificates of education, qualifications;
• Labor contract;
• Agreements on liability, non-disclosure of commercial information;
• Information about the amount wages from previous places of work for the calculation of disability benefits;

Copies of the following can supplement the list of documents in the employee's personal file:

• TIN, SNILS, passport, military ID;
• Orders on moving, raising, encouraging, collecting;
• Birth certificates of children;
• Applications and orders for vacations of all kinds;
• work book;
• Certificates, certificates from the registry office about the change in personal data.

Copies are certified by the officer responsible for personnel office work, the inscription: "The copy is correct" and an indication of the position, surname and initials.

Of the originals, the composition of the documents of the employee's personal file includes:

• Characteristics from previous jobs;
• Questionnaire filled out when applying for a position;
• Job description;
• Information about passing medical examination for specialties for which the obligation to have them is legally approved;
• Additional agreements to the labor contract;
• Reporting notes, explanatory notes.

The order of arrangement of documents in the personal file of the employee

When filing papers received during the work of personnel, paragraph 3.5.5 of the Basic Rules for the operation of archives of organizations should be guided. The paragraph establishes that documents in personal files are arranged by date of receipt - in chronological order.

At the same time, the principle of connectedness of what the personal worker consists of and what is placed in it is not taken into account.

Example

The labor contract was concluded on 02/01/2017. An additional agreement to it on the increase in wages was drawn up on 08/01/2017. It will not be filed with the contract, but in sequence after any orders, statements, certificates.

Since documents in personal files are arranged as they appear, an inventory is created for the convenience of searching.

Sample

Internal inventory of personal file No. 4

cashier at LLC "Narva"

Ivanushkina Elena Alekseevna

	Document date	Document Number	Title of the document	Case sheet numbers	Note
			Labor contract		Original
			The order of acceptance to work
			Liability Agreement		Original
			Additional agreement on the transfer to the place of work at another address		Original
			Application for another vacation		Original

The register shows which documents are stored in the employee's personal file, in what form and in what sequence. The inventory form does not have a unified template, it is developed and approved at the enterprise local act. After the table, each sheet contains information about the placeholder.

What should be in the employee's personal file, except for personal information

The number of documents relating to the labor activity of personnel is unlimited and can be several dozen sheets. To quickly obtain information in the personal file of an employee in 2017, you can include a personal card (T-2 for commercial enterprises) or a personal record of personnel records.

The T-2 form is established by the State Statistics Committee, but enterprises are given the right to independently develop the document. According to a unified format, the card contains all the information necessary for full familiarization with the qualifications and work activities of the personnel. The basis for filling in the column is the personal file of the employee and the documents in it. Only the composition of the family is recorded from the words.

When applying for a job, passport data, TIN and SNILS numbers, information on qualifications and education are indicated, Additional Information. The correctness of the content is certified by the signature of the employee. During the working period, the card is formed on the basis of what is included in the employee's personal file - orders, copies of attestation certificates, certificates.

To control the receipt, issue and return of personal files, a register is kept. Movements are accompanied by a mandatory check according to the inventory of what the employee's personal file consists of.

What is a personal matter? What documents to file and what not to? How to organize maintenance and storage? These and other questions often haunt personnel officers. We understand in the article.

Not all organizations and employers keep personal files of employees. Their obligatory maintenance is provided for by the legislation of the Russian Federation in relation to state and municipal employees.

Since they contain personal data, the employer is obliged to ensure the reliability of their maintenance, storage and issuance procedure.

What it consists of (structure)

Usually this is a folder in which documents related to the registration of the employee, the period of work, his dismissal from the organization and necessary to ensure the activities of the organization are filed. Each case is kept in one copy, official papers are filed in chronological order, brochures, numbered, an internal inventory must be attached to the case.

The procedure for maintaining and the list of documents in the employee's personal file is approved by the employer. This list usually includes:

• consent to the processing of personal data;
• copies of documents on education confirming the qualifications of the employee;
• conclusion medical commission(if required for the position held);
• a certificate of the presence (absence) of a criminal record (if required);
• employment contract (copy of the employer);
• a copy of the employment order;
• agreement on non-disclosure of confidential information, trade secrets, etc.;
• liability agreement, etc.

During the period of work, the dossier is replenished:

• attestation sheets, characteristics (reviews about work);
• copies of documents on advanced training;
• copies of orders for movement, incentives, announced penalties;
• additional agreements to the employment contract;
• reports and memos, explanations, acts, notifications, etc.

Upon dismissal, a statement and a copy of the dismissal order are filed in the case.

We figured out what documents are stored in the employee's personal file.

How much to store

Such a dossier is a document of long-term storage. Therefore, it is not necessary to file papers into it that have a shelf life of less than 5 years (applications and orders for vacation, time off, certificates of residence, health status, etc.).

It is forbidden to receive, process and attach to a personal file personal data that is not established by the Federal Law on political, religious and other beliefs, privacy, membership in public associations, including trade unions. It is also forbidden to keep the originals of diplomas, military ID, work book, etc.

It should be noted that in relation to civil servants, the inclusion and storage of copies of personal documents in their personal files is provided normative act(Clause 16 of the "Regulations on the personal data of a state civil servant of the Russian Federation and the conduct of his personal file", approved by Decree of the President of the Russian Federation of May 30, 2005 No. 609). For other categories of employees (commercial, budget organizations) the processing of personal data can be carried out within the framework of predetermined, legitimate purposes and is limited to their achievement (part 2 of article 5 of the Federal Law of July 27, 2006 No. 152-FZ “On Personal Data”). That is, in order to store copies of personal documents, it is necessary to fix their list in the Instructions for working with personal files and justify the purpose of their storage.

Accounting, modification and storage

Formed personal files are registered in the journal of their accounting. The case number and serial number in the journal must match. The form of the journal is not regulated.

The information stored in the file must be up to date. Therefore, it is the responsibility of personnel services to make all changes to them in a timely manner (personal data, registration of acts of civil status, change of position, etc.) and attach incoming documents to personal files (applications, orders, orders, etc.). In order to make the appropriate changes to the accounting documents, the employee must submit an application addressed to the head of the organization and attach copies of the papers that serve as the basis for making changes. It is impossible to make changes according to the employee’s words, and they are prohibited from making any adjustments on their own, withdrawing the documents available in it and attaching new ones.

Personal files should be kept in a place that provides limited access to them. It can be both separate rooms and metal lockers (safes). The cases of laid-off workers are kept separately from the existing ones, and after three years they are transferred to the archive (for civil servants - after 10 years).

Issuance of personal files of employees

The procedure for issuing personal files for temporary use must be approved by the LNA. It is necessary to fix the rules and terms for issuing documents to employees and third-party organizations.

Personal files for temporary use are issued only to employees who have been granted this right by order of the head. Cases are issued for the time required to complete a specific task. As a rule, it is limited to the working day. At the end of working hours, personnel employees are required to check the presence of folders in the repository and take measures to return them, if necessary.

Employees can access their case files with the permission of their manager. personnel service upon application in cases stipulated by the legislation of the Russian Federation, as well as request copies of any documents from it. Familiarization with the case materials is carried out in a specially equipped room under the signature in the presence of a personnel officer responsible for this work.

A case is issued to third-party organizations only with the permission of the head of the organization upon receipt of an official request, in which the purpose of obtaining information must be indicated. If a positive decision is made upon request, an act is additionally drawn up in 2 copies, which are signed by the heads of both parties and certified with seals. One copy of the act remains in the organization, the second is sent along with the case. The act indicates the period for which a personal file is issued, the purpose of its issuance, the number of sheets, etc.

It should be noted that according to the Federal Law of July 27, 2006 No. 152, personal data can be transferred to a third party only with the written consent of the employee, except as otherwise provided by law.

All facts of the issuance of personal files are recorded in the appropriate journal, or a control card is created for each case, which reflects this information, and a substitute card, which is put in place of the case.

Ask questions, and we will supplement the article with answers and explanations!