Dear colleagues, we have released an "empty" magazine - with blank headings.
If you decide to start a journal of accounting / registration of any documents or events that is difficult to find on sale, you can purchase our “empty” journal and fill in the “caps” of its column in your own way.
We provide examples of filling in the content of the journals below:
- Journal of registration of certificates issued to employees
- Journal of registration and accounting of documents issued to employees
- Service Job Log
- Journal of registration of acts
- Journal of registration of memos (reports, explanatory notes, etc.)
- Journal of registration and accounting of personal cards
Magazine "blank" - with blank caps, the graph is released in convenient format(A4, book).
The cover is dense and durable (dense glossy cardboard 300 g + PVC).
White quality paper 80 g. 72 pages
The line is clear. The lines match. More than 2100 lines for entries. The graph width is comfortable.
The title page of the "empty" magazine - with blank headers, the graph looks like this:
Thus, on the title page of the “empty” magazine - with blank caps, the graph is filled in independently with the name of the employer, and it is also written that it is registered / recorded in the magazine. Let's give examples.
Example 2
Column "Started:" ___ "_________ 20___" populated when the log is opened. Column "Completed: "___" _________ 20___" is filled when the log is closed.
On the second and third pages of the journal there is a section "Employees responsible for maintaining the journal".
The remaining pages of the magazine contain empty columns - 5 columns on each page. The first column is slightly narrower, the rest are of the same width. In addition to the “header” line, there are 30 lines on each page to fill out.
If you want to keep a journal that has few columns (1-5), then you can make entries on each page. If you plan to keep a journal that has more columns (6-10), then you can keep it “turned”, the lines on the pages on the left and right are exactly opposite each other.
Examples of filling in the content of the "empty" journal - with blank headers column
Example 1. Journal of registration of certificates issued to employees
Example 2: Service Job Log
Example 3. Journal of registration and accounting of documents issued to employees
Example 4. Register of acts
Example 5. Journal of registration of memos (reports, explanatory notes, etc.)
Example 6. Journal of registration and accounting of personal affairs
Example 7. Journal of registration and accounting of personal cards
"Empty" magazine - with empty caps, the graph is numbered independently. In addition, the journal is stitched, sealed and certified by the head of the organization (or other authorized person), if this is established by the employer at the local level (for example, instructions for personnel office work). In this case, appropriate entries can be made on the last page of the journal about this.
The register of certificates issued to employees makes it easier to find necessary information and allows sampling for statistics. Read about how to fill it out and maintain it correctly, download a sample
Read our article:
How to fill out and maintain a register of certificates
The register of certificates issued to employees makes it easier to find the information you need and allows you to make selections for statistics. In addition, the manager, based on the register, can monitor the implementation of relevant tasks to determine the amount of work performed, evaluate the effectiveness of the personnel department, etc.
There is no approved form of the certificate registration log in 2020; each enterprise has the right to keep it in any form. You can purchase a ready-made form and fill it out, or you can make your own according to our model by printing out the form.
Some companies keep records of issued certificates in in electronic format using MS Excel or special programs for organizing workflow.
In whatever form the journal exists in the organization, its structure will be, if not the same, then very similar. With a large number of documents being drawn up, it is permissible to organize their differentiated accounting - for example, by type, by division, etc.
If the clerk draws up the journal on his own, he can use a simple A4 notebook, title it accordingly with the name of the enterprise, and also mark the start date on the cover and leave space for the subsequent end date.
In the journal of registration of certificates in 2020, it is advisable to number the pages, flash it, making a confirmation inscription “the number of sheets has been stitched and fastened in the journal”, endorse it with the signature of the head and put a seal.
On the first sheet there will be a section “Employees responsible for keeping a journal”, depending on the volume of the enterprise, 2-3 sheets can be allocated to it.
The journal exists in a single copy, so it is maintained by one person at a time. Usually this is a personnel officer or a secretary-clerk. Difficulties with filling in the section should not arise. It is issued in the form of a convenient plate with columns:
- number in order;
- getting started with the journal;
- end of work;
- Name of the responsible person;
- his position;
- details of the order of the head, on the basis of which this employee entrusted with the responsibility for registration;
- signature.
The main section of the form is also presented in tabular form and contains the following information:
- line number. For each issued document, a separate line is intended, without gaps between them, in order to avoid registration "backdating";
- the date of issue of the certificate, which coincides with the date indicated on the document itself;
- Full name of the employee who requested the document, his position;
- the content of the document (on the amount of salary, on contributions to the Pension Fund, on the period of work, etc.);
- Full name and position of the issuing employee;
- purpose of issue, place of issue;
- signature of the petitioner in receipt. If the document was not handed over personally, it is necessary to record how it was handed over to the employee (registered letter, courier);
- it is advisable to create an additional column for notes in non-standard cases (for example, to enter outgoing details into it, if any)
The column sequence and column headings must be identical on each spread. When the magazine ends, it is sent to the archive and a new one is started. In this case, it is necessary to indicate the numbering of volumes in chronological order.
Error correction
Corrections in the certificate registration log are permissible. An erroneous entry is crossed out with a neat line, and the correct information is recorded either above the crossed out one, or, if space permits, a line below (without assigning a new serial number to this line).
If it is initially typed on its own, it would be wise not to save paper space and make lines larger in height, then if necessary, make corrections, you will not have to grind, and the blot will not look illegible and sloppy.
note
Lost or spoiled personnel document? about what to do in such situations, what is recoverable and how, and what can no longer be restored
Having issued the correction in accordance with all the rules, it is necessary to affix the inscription “Corrected to believe” next to it, as well as the signatures of the persons responsible for keeping the journal and the one who issued the certificate (if it is the same person, of course, there will be only one signature).
How long to keep a log
In accordance with paragraph. "f" Article. 358 of the "List of typical management documents generated in the activities of organizations", indicating the storage periods, approved by the Federal Archive on 06.10.00, for the registers of references and copies of documents, a storage period of 3 years (from the closing date) is set.
The register of certificates issued to employees makes it easier to find the information you need and allows you to make selections for statistics. Read about how to fill it out and maintain it correctly, download a sample
Read our article:
How to fill out and maintain a register of certificates
The register of certificates issued to employees makes it easier to find the information you need and allows you to make selections for statistics. In addition, the manager, based on the register, can monitor the implementation of relevant tasks to determine the amount of work performed, evaluate the effectiveness of the personnel department, etc.
There is no approved form of the certificate registration log in 2020; each enterprise has the right to keep it in any form. You can purchase a ready-made form and fill it out, or you can make your own according to our model by printing out the form.
Some enterprises keep records of issued certificates in electronic form, using MS Excel or special programs for organizing workflow.
In whatever form the journal exists in the organization, its structure will be, if not the same, then very similar. With a large number of documents being drawn up, it is permissible to organize their differentiated accounting - for example, by type, by division, etc.
If the clerk draws up the journal on his own, he can use a simple A4 notebook, title it accordingly with the name of the enterprise, and also mark the start date on the cover and leave space for the subsequent end date.
In the journal of registration of certificates in 2020, it is advisable to number the pages, flash it, making a confirmation inscription “the number of sheets has been stitched and fastened in the journal”, endorse it with the signature of the head and put a seal.
On the first sheet there will be a section “Employees responsible for keeping a journal”, depending on the volume of the enterprise, 2-3 sheets can be allocated to it.
The journal exists in a single copy, so it is maintained by one person at a time. Usually this is a personnel officer or a secretary-clerk. Difficulties with filling in the section should not arise. It is issued in the form of a convenient plate with columns:
- number in order;
- getting started with the journal;
- end of work;
- Name of the responsible person;
- his position;
- details of the order of the head, on the basis of which this employee is responsible for registration;
- signature.
The main section of the form is also presented in tabular form and contains the following information:
- line number. For each issued document, a separate line is intended, without gaps between them, in order to avoid registration "backdating";
- the date of issue of the certificate, which coincides with the date indicated on the document itself;
- Full name of the employee who requested the document, his position;
- the content of the document (on the amount of salary, on contributions to the Pension Fund, on the period of work, etc.);
- Full name and position of the issuing employee;
- purpose of issue, place of issue;
- signature of the petitioner in receipt. If the document was not handed over personally, it is necessary to record how it was handed over to the employee (registered letter, courier);
- it is advisable to create an additional column for notes in non-standard cases (for example, to enter outgoing details into it, if any)
The column sequence and column headings must be identical on each spread. When the magazine ends, it is sent to the archive and a new one is started. In this case, it is necessary to indicate the numbering of volumes in chronological order.
Error correction
Corrections in the certificate registration log are permissible. An erroneous entry is crossed out with a neat line, and the correct information is recorded either above the crossed out one, or, if space permits, a line below (without assigning a new serial number to this line).
If it is initially typed on its own, it would be wise not to save paper space and make lines larger in height, then if necessary, make corrections, you will not have to grind, and the blot will not look illegible and sloppy.
note
Lost or damaged personnel documents? about what to do in such situations, what is recoverable and how, and what can no longer be restored
Having issued the correction in accordance with all the rules, it is necessary to affix the inscription “Corrected to believe” next to it, as well as the signatures of the persons responsible for keeping the journal and the one who issued the certificate (if it is the same person, of course, there will be only one signature).
How long to keep a log
In accordance with paragraph. "f" Article. 358 of the "List of typical management documents generated in the activities of organizations", indicating the storage periods, approved by the Federal Archive on 06.10.00, for the registers of references and copies of documents, a storage period of 3 years (from the closing date) is set.
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