Personal sheet for personnel records in 2021 - what is it, is it mandatory, what information is entered?

General characteristics of the questionnaire as a personnel document

When selecting candidates for vacant positions, most companies necessarily conduct employee surveys. This is done for the purpose of a preliminary assessment of their professional qualities, level of education and experience, as well as determining priorities in future work. The questionnaires contain information about the employee’s biography, education, work experience and marital status.

At the same time, according to Art. 65 of the Labor Code of the Russian Federation, the employer does not have the right to demand from a citizen other documents in addition to the list below when hiring:

identification document;
work book or form STD-R;
certificate of the Pension Fund of the Russian Federation;
military registration document;
education document.

The employer has the right to receive any information other than what is specified in the documents provided only with the written consent of the employee directly when communicating with him.

The questionnaire becomes part of the personal file only if the applicant is hired. If he receives a refusal, then it is placed in a separate folder for subsequent personnel selection.

Approximate structure and content of the questionnaire

There is no legally established standard questionnaire form for commercial companies. For applicants in government agencies, the application form is approved by Order of the Government of the Russian Federation dated May 26, 2005 No. 667-r. An employer in the commercial sector develops it independently, taking into account its needs for information support about the qualifications and personal qualities of employees.

The need to certify the received data by a personnel service employee is determined by the employer independently. If a decision is made to certify the questionnaire, it will require a signature field. However, the signature of the receiving HR employee is not required on the application form.

Below is a sample employee questionnaire form for a personal file that can be used in practice.

It is advisable to include in the application a line with the words “I confirm the accuracy of the information provided” and the signature of the applicant. In case, after being hired, it turns out that there was false information and the employee needs to be fired.

Using the link below, you can download the completed application form for the employee’s personal file.

While the hired employee is performing his or her job functions, the HR employee may add an addition to the questionnaire to the employee’s personal file.

Download a free form for an employee’s personal file

A well-written questionnaire for employees when applying for a job allows the employer to find out in more detail:

bibliographic data;
Family status;
value orientations;
social status, etc.
life position;
hobbies and hobbies;

Thus, even before the interview, the recruiter already has a more complete opinion about the person applying for the vacancy - i.e. not only about his professional merits, but also personal qualities and other characteristics required by the employer.

Actually, depending on how the job seeker fills out the job application form (a simple form can be found below), it can become an adequate reason for the employer to refuse to subsequently invite the applicant to a direct interview.

Let's consider what documents should be included in the employee's personal file (a sample is presented below).

During the period of employment of a citizen in an organization, such as:

;
labor contract;
;
and other similar documents.
copies of the citizen’s basic documents, such as TIN, Russian passport, pension insurance document, military ID, documents confirming the education received;
medical certificate;

During the validity of the contract, the following documents may be included in the employee’s personal file (see sample below):

job description signed by the individual;
additional agreements to the current contract;
document on non-disclosure of trade secrets.
marriage registration documents;

Termination of an employment contract is also the basis for including certain documents in the employee’s personal file (a sample is provided below).

Therefore, let's get to know them more carefully. and municipal employees), however, if the company decides to conduct personal affairs, it will be necessary to approve the corresponding regulations and regulate this process at the enterprise level.

It is in this internal regulatory act that it is possible to determine: what papers will be stored in personal files (composition), as well as for what purpose; order of conduct; list of employees for whom LD will be issued; procedure for access to information; terms and storage conditions; features of archiving or destruction

Job application form: sample

Therefore, if we are not talking about official activities under a contract, the employee’s personal file form, or rather a sample of such a document, can be original in each company, as the HR department deems necessary within the limits of legal requirements:

on the inadmissibility of discrimination in the labor sphere (according to Article 3 of the Labor Code of the Russian Federation).
on the protection of personal data;

Since the Government of the Russian Federation provides the application form for employment only for future state and municipal employees, each employer develops it independently.

The simplest application form for a job can be found on the Internet, or in the legal system, directly from the Order. Using the form presented in the Order as a basis, you can adjust it in accordance with the specific needs of your company. For example, remove questions related to:

with the class rank of the employee;
access to state secrets, etc.

And something to add to the standard form of the questionnaire.

Before you create a job application, you need to adhere to a plan consisting of two main blocks:

Determining the type of questions that affects the truthfulness and completeness of a possible answer - open (most common and more preferable) and closed (“yes-no”, etc.).
Determining the content of questions asked in order to obtain truthful answers from the respondent, thanks to which the employee’s questionnaire will contain some specific information.

In order for the application form, a sample of which you developed yourself, to be as informative as possible, we try to formulate the questions in it:

definitely;
concisely;
precise and clear in meaning;
easy to understand.

To summarize, we can conclude that a well-written questionnaire for a new employee is devoid of excessive detail, it contains the optimal number of questions (i.e.

there is no overload or incompleteness), which are placed logically sequentially.

Sample personal file of an employee

This situation is reflected in the corresponding Federal Law No. 42.

Regarding other organizations and firms that are private, legislative acts and regulations do not impose an obligation to maintain personal affairs. This process is only recommended as desirable, since it greatly facilitates access to information for tax transfers, obtaining data on length of service, etc.

The head of the HR department is responsible for creating a personal file. He, in turn, can entrust such a responsibility to an ordinary OK employee, who may be responsible for the personal affairs of a separate department or all employees of a company or enterprise.

A personal file is opened directly on the day a citizen is hired - immediately after formation, all provided copies of the employee’s main documents (passport, diploma, TIN, etc.) are entered there.

), the resume that was presented at the interview.

Subsequently, if necessary and as additional papers and copies of orders are received, the personnel service supplements the folder, making sure to include all their names in a separate inventory of each personal file.

The procedure for registering personal files and their subsequent management is as follows:

sequential addition of the folder in the event of new information and papers appearing.
formation of a case by an OK employee;
employee's hiring;
provision of all documentation (photocopies);

It is worth noting that despite the obvious convenience of maintaining such documentation, many organizations, especially those with high staff turnover, are gradually abandoning their registration. The instructions for filling out the log contain the following points that are mandatory for personnel employees:

A personal file is opened in the form of a separate folder (paper, binder, with strings) and all documents or copies thereof are placed directly into it.

New sample employee application form for personal file form

The document should be filled out legibly and accurately. The correspondence of the information entered in the questionnaire with the data specified in the provided documents is checked and confirmed by an employee of the enterprise’s personnel service. The questionnaire form for the personal file, which can be downloaded below, consists of the following sections:

Information about identification documents (number and series of passport, international passport, TIN, insurance certificate of compulsory pension insurance - SNILS.
Information about education. Here you need to indicate which educational institutions and when the job applicant graduated, the direction of training, specialty and qualifications for the diploma, information about additional education, number and series of the diploma. This section may also include a question about knowledge of foreign languages and the degree of proficiency in them.
Personal information about the candidate (full name, place of residence, age, citizenship, marital status, etc.).
Other additional information about the applicant for the position.
Information about close relatives.
Information about work experience and professional skills. Here the applicant indicates the positions in which he previously worked, the address and name of the organization, the date of hiring and the date of dismissal. This section is often presented in the form of a table, which makes it easier to perceive the information.
Information about attitude to military duty.

At the top of the first page of the application form, you must leave space for pasting a photograph. In addition to the application form, the following information is usually entered into your personal file:

about passing certification;
on the assignment of professional classes, ranks, etc.
about awards, conferring honorary titles;
about advanced training;
on the imposition of penalties;
about promotion;

All entries in addition to the questionnaire in the personal file, the form of which must be kept for at least 75 years, are made on the basis of documents.

https://www.youtube.com/watch?v=T3ENYa1gLU4

A link to the relevant orders and instructions is required. https://www..com/watch?v=EQ0qIzi7kI4Addition

What may be included in the application form?

An employee’s work in a company is not static; he can be transferred, trained, promoted or demoted, and receive awards and penalties. Therefore, as a rule, in addition to the questionnaire, the following are included:

information about the period of work, position and functions performed by the employee in the company;
data on incentives and penalties applied to the employee;
information on advanced training;
information about obtaining a military rank, academic degree.

It may also include other information related to labor details useful for the employer. Below is a form for adding to the questionnaire in the employee’s personal file.

After registration, the supplement is placed in the employee’s personal file for storage.

Filling out a personal HR registration form

Important! The employee may not answer the question about immediate relatives, but information about military service must be provided.

In the “Work performed since the beginning of employment” section, you need to fill out information starting from your last place of work, in reverse chronological order.

Next, the employee provides additional information about himself regarding his level of knowledge of foreign languages, the availability of academic degrees and the purposes of traveling abroad.

Once completed, the document must be certified by the signature of the new employee.

All personnel documentation is the property of the enterprise, and the employee does not have the right to take back his application form filled out upon joining the job even after dismissal.

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