Internal inventory of employee personal file documents

Why do you need an inventory?

This simple paper allows you to immediately record all the documents provided by the employee upon employment. Subsequently, it records all newly received papers in the personal file, the facts of seizure of documents for any needs and their return.

The blame for the loss or damage of the papers contained in the inventory is shifted to the shoulders of the employee responsible for storing personal files, which is a good reason to approach the preparation of the inventory very carefully, taking into account the fact that in practice there have been precedents for going to court regarding documents lost by the company.

Documents included in personal records

application for employment personal card in form T-2

The personal file must contain the employment contract with the employee, as well as all additional agreements concluded with him.

As the employee works, his applications for leave, memos, reports, explanatory notes, acts of offenses, nominations for awards, etc. are filed in the employee’s personal file. If it is necessary to disclose his personal data, the employee must consent to this, which is also must be included in this folder. After dismissal, a letter of resignation and an order from the manager regarding dismissal are also attached here.

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

What personal files should an inventory be compiled for?

The law does not require an internal inventory of documents stored in the personal files of employees. However, there are some cases to which an inventory must be attached (as reflected in the relevant legislative regulations). These include

those folders that are transferred to the enterprise archive for permanent or long-term storage (over 10 years),
as well as those that have a simple heading “personal file” (that is, it is not clear from them exactly what documents and in what quantity they contain).

Documents included in personal records

The personal file of each employee contains the resume and recommendations submitted to him, the questionnaires filled out at the enterprise, a job application, a personal card in the T-2 form, and an order for employment. It is advisable to also include copies of your passport, tax registration certificate, pension certificate, education documents, birth certificates for children, marriage (divorce), driver’s licenses, and others in the folder. All copies must be certified by the HR employee who accepted them and checked them against the originals.

The personal file must contain the employment contract with the employee, as well as all additional agreements concluded with him.

Who should draw up the document

Maintaining personal files falls within the competence of personnel specialists, therefore compiling an inventory of the documents stored in them is also their prerogative. But in some cases (for example, in small businesses), the inventory can be drawn up by the secretary or head of the company - the main thing is that the employee has a sufficient level of qualifications to fill out the document in the correct order and in its entirety. This is especially true now that the previously approved procedure for conducting personal affairs has been canceled and employees of enterprises in this process must rely only on their experience and generally accepted practice.

Sample of filling out the title page and inventory of a personal file

The name of the company and its structural division is indicated on the front side of the title page. In the right corner the case number is written down, as well as the number of inventory sheets.

Full name is filled in in the central part of the document. the employee against whom the case is being filed. In the lower right corner the start and end dates of the case are indicated, as well as the number of sheets in it and the storage period. When sending a case to the archive, an index is placed on the title page, according to the accepted nomenclature of cases.

The inventory must contain the number and title (full name) of the case for which it is being compiled.

Next, in the tabular part, as sheets are included in the folder, information about the filed forms is filled in. Here the serial number, document index (if any), its name, and number of pages are indicated.

At the end of the list, you need to write down the total number of applications, as well as inventory sheets, in numbers and in words. The list is signed by the responsible person, indicating his position, personal data, and the date of compilation.

How to draw up an internal inventory of personal documents

Today there is no single, unified, mandatory sample of this document. Therefore, companies can use one of two options:

each time, as needed, compose it in any form (which is inconvenient when there are a large number of personal matters),
use a template developed and approved by the organization (it must be registered in the company’s accounting policies).

The document must contain a number of information:

Business name,
position and full name of the employee whose documents are described,
list of described documents,
a complete list of papers stored in the personal file (as well as their copies).

The inventory includes not only work books, education documents and certificates of advanced training courses, but also award sheets, copies of orders and instructions concerning the employee, lists of scientific works, information about academic degrees, etc.

It is best to enter basic information into a document in the form of a table.

It should also be noted that as the personal file expands, all new papers entering it should also be recorded in the inventory, as well as those that are removed from it or, conversely, returned to it (indicating the persons and the reasons why they needed).

What documents should be

The employer usually has at his disposal both the originals of employee documents (forms, registration cards) and their copies. Both of them get into LD. It should be remembered that copies of documents must be certified in the prescribed manner in the proper manner (for state employees, copies of passports are mandatory in the LD, for other categories of employees this issue is resolved at the company level). Answering the question of what documents are included in the employee’s personal file in 2021, we note that they are divided into:

formed at the time a person gets a job;
arising in the course of work in the company;
documents on dismissal from a specific company.

The first group includes:

resume compiled by the applicant for the vacancy;
employee questionnaire form for personal file (free form is used);
application for a job;
reference from a previous place of work or recommendations (if any);
copies of documents with the personal data of an individual (passports, INN, SNILS, military ID cards (for those who have served and those who are still subject to conscription into the army), diplomas);
a certificate of the presence (absence) of a criminal record (when applying for a job, the implementation of which is not allowed for persons with a criminal record or who have been subject to criminal prosecution);
certificate of completion of a medical examination (for employment in cases provided for by the Labor Code of the Russian Federation) and a medical book;
employment contract (employer's original);
The order of acceptance to work.

The second group will contain personal documents for the employee’s children (necessary for paying benefits, assigning vacations and providing deductions for personal income tax), an agreement on financial responsibility, a copy of the job description, additional agreements to the employment contract (if concluded), orders for transfers, appointments , incentives or penalties. This includes information about undergoing periodic medical examinations, information about advanced training or training, and a signature on non-disclosure of trade secrets. Here, if necessary, the following are stored:

copies of applications and orders for granting leave;
explanatory notes;
office notes;
various acts and notifications.

The third and final group includes the employee’s statement and the organization’s order for dismissal.

How to fill out an inventory of personal documents

The document can be drawn up either by hand (using a ruler, pencil and pen) or printed on a computer (the most convenient, because you can print the required number of copies at once). It can be filled out on a blank A4 sheet or on the company’s letterhead (it doesn’t matter). Usually one copy of the document is made for each case, but if an employee asks for a copy, the employer’s representative has no right to refuse him.

The inventory may consist of one or several sheets (if there is a large number of documents). If it contains many pages, they should be numbered.

When filling out a document, you should avoid inaccuracies and errors, and even more so, entering into it deliberately unreliable or false information - if such facts are discovered, this can lead to disciplinary punishment of the responsible employee.

The document can be stored in different ways, for example, glued to the back of the title page of the personal file folder, or simply placed in a folder (if the inventory has many sheets).

Documents for creating a personal file

The exact list of forms included in a personal file is defined only for state and municipal organizations and institutions. For other companies, there is no strict list containing exactly what documents should be in the employee’s personal file. They can also use the existing list for the public sector.

It is advisable to start each personal file with a list of forms included in its composition. Documents included in employees' personal files are divided into several categories.

Documents provided when an employee joins the company:

Candidate's resume, application form, character reference or autobiography;
Application for admission;
Copies of passport, education document, SNILS, TIN, marriage, birth of children certificates.
Copy of military ID (if available)
Certificates of past medical examination, medical records;
Certificates of no criminal record.
Certificates from previous places of work, etc.

Documents prepared by the HR department upon admission:

Employee personal card;
Employment contract from the employee (company copy);
Liability Agreement;
A copy of the employment order.

Documents drawn up when an employee carries out labor activities:

Job description;
Documents on certification or advanced training of the employee;
Consent to PD processing;
Application for deductions;
Leave applications;
Copies of orders on their provision, orders on encouragement, recovery, transfer;
Certificates of subsequent medical examinations;
Reports and explanatory notes regarding this employee;
Copies of documents on the basis of which changes to personal data are made.

Attention! It is advisable that employees’ personal files contain their photographs, which are updated in a timely manner.

Sample of compiling an inventory of documents of a personal file

The title indicates the name of the inventory and the details of the employee whose personal records are being described. It also contains the name of the employing company.

Next, a list of inventory documents is drawn up in a table:

document number in order,
then its index (or number according to the internal document flow of the enterprise),
date of preparation and signing,
title, i.e. the name of the document (this is where the original or a copy is written),
sheet numbers,
notes, which usually indicate the condition of the document, the dates and reasons for its withdrawal and return, etc. information.

Below the table, the number of documents in the personal file is indicated in words.

At the end, the inventory is certified by the personal signature of the person responsible for the maintenance and storage of the employee’s personal files (indicating his position and deciphering the autograph).

document

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INTERNAL INVENTORY

case documents N __________

——T———T———-T———-T————T————¬ ¦N ¦Index ¦Date ¦Title ¦Numbers ¦Note ¦ ¦paragraph ¦document¦document ¦document “case sheets” ¦ +—-+———+———-+———-+————+————+ ¦ 1 ¦ 2 ¦ 3 ¦ 4 ¦ 5 ¦ 6 ¦ +—-+ ———+———-+———-+————+————+ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ L—-+———+———-+———-+————+———— Total _____________________________________________ documents (in numbers and in words ) Number of sheets of internal inventory _______________________________ (in numbers and in words) Job title of the person compiling the internal inventory of case documents (signature) (signature transcript) Date

A4 format (210 x 297 mm)

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Inventory form and procedure for filling it out

As a form for registering personnel cases, it is recommended to use the form from Appendix No. 15 to Order No. 526.

The completed inventory is signed by the employee responsible for filling it out and the archive employee. Below is a sample of filling out a list of affairs for company personnel.