Filling out an employee's personal card

Registration of a new employee is a rather painstaking process that requires special training. On the part of the employer, this is done by the personnel department. The HR manager is obliged to check all documents submitted by a potential employee of the organization.

Examples of such documents are:

• passport;
• certificate of education;
• SNILS, etc.

Employees who come to work for the company should be aware that the submission of false documents or information may result in criminal liability.

After all the submitted documents are verified, and a decision is made to hire an employee, the head of the personnel department prepares an order to register the employee, and an employee’s personal card must be entered on him, which are used to record personnel.

Also, on the basis of these cards, a personnel file is compiled. The location of the cards depends on the number of employees in the organization. They are grouped either by structural divisions or alphabetically.

What is this document

An employee's personal card is a special document that is created to systematize information in the personnel department about each employee of the organization.

This card has a form that is established by labor legislation:

It contains all available information about the employee. For each employee, a personal card is issued once, and is stored for the entire period of his work at the enterprise. The HR manager indicates in it all the actions that relate to the cardholder: promotion, sick leave, vacation, relocation, etc. All changes made must be confirmed by the signature of the employee.

Despite the fact that there is a unified form of an employee's personal card, many experts argue about what form it should have. Many argue that an enterprise can choose its own form, but such a position is contrary to the law.

The process of issuing an employee's personal card begins after the head of the organization has signed an order to hire an employee.

Reasons for filling out the T-2 form

The basis for starting filling out an employee's personal card is the following documents:

• order of admission;
• passport;
• employment history;
• SNILS;
• certificate of education;
• military ID;

The documents required for registration of an employee may vary depending on the organization in which the person is employed. The Human Resources Department has the right to require any information relating to the employee.

All information provided is used to compile a personal file and a personal card. If necessary, the HR manager can ask additional questions.

Before signing a personal card, the employee has the right to familiarize himself with it. You can keep personal cards of employees both electronically and on paper. This issue is decided by the head of the organization.

What information is provided?

Many experts believe that any employee should be able to draw up a personal map. The main difference between such a card and a personal file is that it is a simplified version of organizing all the information about a newly hired employee. They should also be filed for all employees, regardless of their position, while personal files do not have to be filed for support staff.

The employee's personal card must contain the following information:

• All information about the employee, an example is: full name, information about the place and date of birth, citizenship, level of education, specialty received, place of residence, information about the composition of the family. When applying for some positions, the personnel department may still need information about close relatives and whether they have a criminal record.
• Military registration information.
• Information on the process of work. For example, about hiring, relocation, advanced training, vacations and dismissal.

The procedure for filling out an employee's personal card

The employee's personal card is filled out during the entire time of work. Some information is entered when applying for a job, some is added in the workflow, and the maintenance of a personal card is completed by entering the details of the dismissal order.

Features of the personal card of employees are as follows:

• the information entered into it must be documented;
• some employee data is subject to encryption, and the necessary ciphers are taken from their classifiers;
• personal cards contain data, the disclosure of which by personnel officers is prohibited;
• a personal card must be confirmed by the signatures of the owner.

If a personal card is issued using programs, for example, like 1C, then the necessary codes will be selected automatically. The personnel number of the personal card will be assigned to it on the day the employee is hired and cannot be changed.

The column called "Alphabet" is intended to organize documentation in a shared folder. The column "Nature" indicates whether the work is permanent or temporary.

Sample

For beginners, when applying for a personal card, the best assistant will be an already compiled sample, which is quite easy to find on the Internet.

Personal cards of the T-2 form consist of several sections, subdivided into points:

Form for download

Despite the conditional name "Personal Card", this document consists of several pages that contain thematic blocks and are fastened together.

Below, for example, is a fragment of section 1 of the personal card of the T-2 form, and the full form of this form can be found on the Internet:

Unified form No. T-2

Approved by the Decree of the State Statistics Committee of Russia

dated 05.01.2004 No. 1

Employee's personal card:

1. I. GENERAL INFORMATION

Storage

The process of storing personal documents of personnel is regulated by law. They should be stored in special folders for storing papers. Personal files and hiring orders are stored separately from personal cards, as well as documents of current and dismissed employees.

Since such documents contain the personal data of each employee, they must be stored in a room that is inaccessible to unauthorized people and preferably in a lockable cabinet.

Such documents should be stored during the entire time the employee worked, after he left work, they are stored in the personnel department for 1 year, and then they will be transferred to the archive for storage for 75 years. It is advisable to store any documentation in a dark and dry room to minimize the likelihood of damage.