Employee personal records book sample

The law does not require private owners to keep a log of personal files of employees. A similar obligation exists only for employees of the Federal Service for Environmental, Technological and Nuclear Supervision (Order of Rostechnadzor dated May 30, 2008 No. 372). However, its presence in a commercial company will allow keeping accurate records of employees’ personal files and ensuring the safety of their personal data.

What rules to follow when creating a personal affairs journal?

There is no form for registering personal affairs in the legislation. A commercial company can develop its format from scratch or use existing industry forms, modifying them to suit its needs. In order to decide on its form in a particular organization, you need to think about whether the pages of the magazine will be filled out in book or landscape format. The choice largely depends on the amount of information and descriptions that are planned to be included in it.

It is necessary to prevent the potential for unauthorized removal of sheets from the journal. To do this, all its sheets are numbered and laced. A cord knot is tied on the last page and secured to the last sheet with a wax seal or a piece of paper pasted on with the company's seal. In addition, on the last page or on a sheet with a seal imprint pasted onto the lacing knot, the following inscription is made:

“In this magazine, the sheets are numbered, laced and sealed.”

Below is the date, position, signature and transcript of the signature of the head of the personnel service.

Entries in the personal records journal are made with a blue, purple or black ballpoint pen; erasures are not allowed. Personal files contain personal information and can be used by other departments of the company only with the permission of the head of the personnel service. Familiarization with the entries in the journal is also carried out with his permission in the obligatory presence of the person responsible for its maintenance.

The journal is kept by an employee who is responsible for making entries in it. After all its columns are filled in, the closing date is indicated on the cover and the magazine is transferred to the archive.

Is it obligatory for an LLC to keep a journal of personal affairs?

Having considered your question, we can say that labor legislation does not contain the employer’s obligation to keep logs of orders or personal files.

Consequently, the employer has the right to independently determine whether to keep personal records or not. There is no standard form for this magazine, so the organization’s personnel service has the right to develop it independently.

Details in the System materials:

Answer: How to register documents received by the personnel service

Registration concept

Registration means that the document created, sent or received and data about it.

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The rules for registering and indexing documents are described in detail in the GSDO, approved.

Registration required

It is necessary to register documents in order to:

ensure accounting of documents and control of their execution;
facilitate the search for documents, create organizational search systems;
ensure the safety of documents.

In addition, many types of documents created in an organization acquire legal force only after registration. For example, an order from the head of an organization begins to apply from the moment of registration. And the letter becomes official only after it is assigned an outgoing registration number.

Registration index

When documents are registered, they are indexed. That is, each document must be assigned a specific number and symbol (index). Indexes are necessary when searching, recording and systematizing documents. The registration index is not repeated during the year.

The registration index consists of:

the serial number of the document within a certain array (for example, orders for main activities and for personnel, contracts, instructions, etc. are numbered separately);
symbol of a structural unit (a structural unit can have either an alphabetic index - “k”, “ok”, “o/k”, or a digital index).

For example, an order for hiring an employee may have number 134-k, where 134 is the serial number of the document, and “k” is the designation of the structural unit.

In addition, the registration index often includes the case number. In a response to a letter, the index details are arranged in the reverse order: for example, in number 08-11/144, the first is the digital index of the structural unit - 08, then, separated by a hyphen, the case number according to the nomenclature - 11, from which the serial number of the document is separated by a slash - 144.

Such rules are established in the State Budgetary Educational Institution, approved by.

Registration form

You can register documents:

in special registration journals;
on cards (data about the document is recorded on a special card, which is then placed in a file cabinet).

Each of these registration methods has its own advantages. In the journal, all information about documents is compactly grouped, and the journal itself is conveniently stored in limited access. Therefore, documents that require particularly careful protection (for example, work books, contracts, invoices) are usually recorded in journals. Using cards, it is convenient to register documents that require execution and control - letters, orders, instructions. Cards can be reproduced and transferred to structural units. In addition, they are easy to systematize in any sequence and according to various criteria - by author, content, alphabet, etc.

Situation: What registration books and journals should be kept by the organization’s personnel service

The personnel service of the organization is obliged to maintain (Rules for maintaining and storing work books, approved). The forms of these books have been approved.

In addition, the HR department keeps logs:

and so on.

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There are no standard forms for these magazines, so the organization’s personnel service has the right to develop them independently.

A complete list of books and magazines maintained by the personnel service, as well as their storage periods, are indicated in the approved document.

Nina Kovyazina

Deputy Director of the Department of Education and Human Resources of the Russian Ministry of Health

What should the cover of a personal journal look like?

The title page of the magazine is made of thick paper or cardboard. In this case, you can go one of 2 ways:

order a ready-made magazine with a cover of the required format from the printing house;
use a ready-made standard accounting book by gluing a printed cover onto the first sheet.

The title page must contain the following information:

Name of the organization;
the name of the journal, in the described case “Journal of personal affairs of employees”;
journal serial number;
start and end date of logging.

An indication of the person responsible for maintaining the journal can be made on its title page, on each page of the journal, or on its last page.

Journal of registration and accounting of personal affairs

The personal affairs register allows you to register the personal affairs of employees.

According to Decree of the President of the Russian Federation dated May 30, 2006 No. 609, the obligation to maintain personal files of employees applies only to state and municipal authorities, however, many commercial organizations also work with personal files of employees, since this subsequently greatly simplifies the work: all information is systematized, and finding it takes a minimum of time.

View of the main section of the magazine:

How to register an employee’s personal file?

Registration of an employee’s personal file begins with correctly filling out the title page. This sheet indicates the last name, first name, patronymic of the employee, the start date of work in the organization (it coincides with the date of registration of the case) and the assigned number. Entries are made in neat handwriting, in blue, black or purple ink. It is advisable to avoid erasures and corrections when entering information.

Next comes in order all the available information on paper. The personal file is updated with documents as they are received during the period of work in the organization.

The personal file documents may include:

employee's application for employment;
employment contract and additional agreements to this contract;
personal sheet for personnel records and additions to it;
a questionnaire filled out by the employee himself or an autobiography written by him;
a copy of education documents;
extracts from orders confirming position;
job description;
characteristics of the employee, letters of recommendation, if any;
photocopies of passport, marriage certificate, birth certificate of children, etc.;
copies or extracts of personnel orders (transfer to any position, representations, etc.);
documents on awards and incentives;
information about violations, penalties;
other documents related to a specific employee.

There must be an inventory in your personal file. This is a list of all the documentation filed in the personal file. It reflects the following information for each document:

document's name;
date of document filing;
number of sheets of the entered document;
when removing a document from a personal file, the date of withdrawal is noted, by whom and for what reason the ball was withdrawn;
the completed inventory is certified by an authorized specialist.

The retention period for documents in the personnel service is: 10 years for civil servants and 3 years for all others.

When a file is transferred to the archive, it is stitched, numbered and described. A correctly completed personal file is transferred to the archive, where it is stored for 75 years.

After this period, the employees’ personal files are destroyed. The exception is documents of citizens who held leadership positions, had government awards and various titles, etc. Such files are stored permanently and cannot be destroyed.

Registration and further management of personal files of employees requires additional time and personnel resources. But a properly formed personal data base is a good assistant in the work of a personnel officer and company manager.

Control seal

The magazine is sealed with a numbered indicator holographic seal.

According to GOST 31282-2004, a control seal is a unique single-use indicator device designed to detect unauthorized access.

Before starting to work with the Journal, you must fill out the title page and certification. Be sure to enter the seal number in the appropriate line; without this, the Journal is not considered sealed.

Form and procedure for filling out the personal records log

On each page, starting from the 2nd sheet of the journal, you need to make a table that will contain the following columns:

serial number of the record;
personal file number;
date of commencement of personal file management;
FULL NAME. the employee against whom the case has been opened;
employee personnel number;
date of completion of the personal file;
grounds for closing the case;
date of archiving;
field for comments or notes.

Below is an example of a logbook for registering personal files of employees for a commercial organization.

Why is it needed and what is it provided for?

Any institution that manages the personal affairs of employees can, for the convenience of document recording, draw up a logbook. It will make working with the personal data of the organization’s employees easier, because:

all information is systematized;
searching for information takes less time;
this format is easy to use;
The protection of personal data of employees is at the required level.

Basically, personal data of employees using fixation is used in the civil service, and the requirements for data storage are strict:

documents on dismissed civil servants and employed ones are stored separately;
storage location - separate room;
papers should be placed in metal cabinets;
access by third parties is excluded;
Only specially authorized employees can enter the office.

The procedure for recording and storing personal files of civil servants is strictly regulated by Federal Law No. 79-FZ dated July 27, 2004 “On the State Civil Service of the Russian Federation” and Decree of the President of the Russian Federation dated May 30, 2005 No. 609 regarding personal data of civil servants.

The accounting book allows you to establish the actual familiarization of the civil servant with the case materials, as well as their purpose. Despite the fact that personal files contain an introduction card, keeping a journal of personal files allows you to optimize the process, including for inspection authorities.

How to correct errors in the log

When making adjustments to journal entries, certain rules must be followed. If any record contains inaccurate, erroneous information and needs to be corrected, the responsible person needs to do the following:

1. If the journal form has a “Note” column:

cross out the incorrect line with one line so that the incorrect entry can be clearly read underneath it;
A correct entry is made in the same line of the form, and the note field includes the o, date, signature and transcript.

2. If there is no column with a note, then the correction is carried out by analogy with how they are made in the work book:

the first next free line indicates “Record No. _ shall be considered invalid”;
The correct entry is made below it.

Documents required to fill out a personal card

The personal card is filled out by a personnel service employee immediately after formalizing the employment relationship and issuing an order (instruction) on hiring. When filling out a personal card, the data from the documents provided by the employee during employment is used.

In order to fill out a personal card, you will need the following set of documents:

passport or equivalent document (for example, temporary identity card);
employment history;
pension insurance certificate (SNILS);
military ID (for those liable for military service);
educational document (certificate, diploma) for specialists.

In some cases (they are specifically stipulated in the Labor Code of the Russian Federation) the following may be required:

a document confirming the completion of a medical examination;
international passport;
certificate of presence (absence) of a criminal record.

Additionally, when applying for employment, an employee can present other documents that are necessary for the employer to perform the functions of a tax agent for personal income tax and pay wages to the employee. Among such documents: certificate of assignment of TIN, 2-NDFL certificates and for calculating benefits.

All of the above documents contain personal data of employees. Receiving this information and processing it is permitted only with the consent of the employee himself (Article 8 of the Federal Law of July 27, 2006 No. 152-FZ “On Personal Data”).