The procedure for processing documents for personnel

Who are the personal files for?

Personal files are maintained: – for managers and specialists; – scientific workers; – civil servants; – other employees in cases determined by the legislation of the Republic of Belarus. Other employees include, in particular, persons obligated to reimburse expenses spent by the state on the maintenance of children who are on state support. Personal files for obligated persons (regardless of their position or profession) are formalized by the labor, employment and social protection authorities (part two of clause 5 of the Regulations).

Storing personal files

The HR department keeps personal files only for working employees. After an employee’s dismissal, his personal file can be sent to a new place of work (upon request) or sent to the archive for storage. The personal files of the head of the company, members of the management, executive, and control structures of the company, as well as employees with state titles, bonuses, awards, academic degrees and titles, are kept permanently, and the personal files of other employees are kept for 75 years. After the period of storage in the archive expires, the personal file is destroyed.

For storage, fireproof cabinets (metal safes) are used, which must be locked and sealed. Personal files are grouped by structural divisions, and within such a group - by numbers.

What documents are included in a personal file?

An employee’s personal file is formed after concluding an employment agreement (contract) and issuing an order (order, decision, resolution) on hiring (appointment to a position). When creating a personal file, documents are included in it in the following sequence: – internal inventory of personal file documents; – addition to the personal personnel record sheet; – personal personnel record sheet; – autobiography; – copies of documents on education, advanced training, retraining; - application for a job; – a copy (extract) of the order (instruction, decision, resolution) on employment (appointment to a position) (clause 6 of the Instructions for maintaining personal affairs). When forming personal files of certain categories of employees, they additionally include the following documents: – income statement (for persons authorized to perform government functions, and persons equivalent to them, as well as other employees in cases provided for by law); – obligation to comply with the restrictions provided for by anti-corruption legislation; – contract (for civil servants); – reference lens; – questionnaire; – a copy (extract) of the minutes of the meeting of the academic council (for researchers and teachers of higher educational institutions who have passed the competitive selection to fill vacant positions); – a copy (extract) of the minutes of the general meeting of the labor collective (for managers elected to office by the labor collective); – a copy (extract) of the founders’ decision on appointment to the position of head of the organization; – agreement on financial liability (for financially responsible persons); – referral to work (by the employment service for young specialists after graduating from state educational institutions, referral by reservation for conscripts discharged from the Armed Forces of the Republic of Belarus, etc.). In the process of maintaining a personal file, it includes documents characterizing the business, socio-political, scientific and personal qualities of the employee: – characteristics and certification sheets; – lists of scientific works and inventions; – employee applications for transfer, dismissal, other documents that served as the basis for the transfer, dismissal of the employee; – copies (extracts) of orders (instructions, decisions, resolutions) on transfer, dismissal, award, change of name, assignment of classes, qualification categories, ranks, titles, etc.; – other documents provided for by the legislation of the Republic of Belarus. By decision of the personnel service (HR specialist), employment agreements (contracts) with employees are included in personal files. Documents are included in the generated personal file in chronological order.

For a sample of the internal inventory of personal file documents, see the “Useful Documentation” section on p.
24 magazines.

Help: Personal files of employees: procedure for formation, maintenance and storage

PERSONAL ROOMS OF EMPLOYEES: PROCEDURE FOR FORMATION, MAINTENANCE AND STORAGE

A personal file is a set of documents containing the most complete information about the employee and his work activities. Personal files are maintained for managers and specialists, scientists, civil servants, as well as other employees in cases determined by the legislation of the Republic of Belarus.

The formation, maintenance and prompt storage of personal files is carried out by the organization's personnel service (HR specialist). Control over the registration and storage of personal files rests with the head of the organization.

The procedure for maintaining personal files of employees is established by the Instruction on the procedure for creating, maintaining and storing personal files of employees, approved by Resolution of the Committee on Archives and Records Management under the Council of Ministers of the Republic of Belarus dated March 26, 2004 No. 2 (hereinafter referred to as the Instructions).

Initially, the personal file includes documents recording the process of applying for a job, and then all documents arising during the period of work, in chronological order.

An employee’s personal file is formed after concluding an employment agreement (contract) and issuing an order (order, decision, resolution) on hiring (appointment to a position). The instructions establish a list of documents that must be included in the employee’s personal file.

* To reflect additional information about the employee in the personal file, along with a personal personnel record sheet, a questionnaire can be filled out. The requirements for filling out the questionnaire correspond to the requirements for filling out a personal sheet for personnel records. The questionnaire is additionally signed by a personnel service employee (HR specialist).

** An objective certificate is drawn up, as a rule, for employees nominated for appointment to positions or promotion (award). If the first copy of the objective certificate is sent outside the organization, a copy is filed in the employee’s personal file.

The personal file does not include:

— copies of documents on granting leave, imposing disciplinary sanctions (except for cases of dismissal of an employee as a disciplinary measure);

— certificates of place of residence, family composition, salary;

— other documents with a shelf life of up to 10 years inclusive.

Documents of personal files are formed in special folders. On the front cover of the folder the name of the organization, the heading “Personal File”, personal file number, last name, first name and patronymic of the employee are indicated. If the employee’s surname has changed after registration of the personal file, then the old surname is placed in brackets, and the new one is written above it.

The personal file is maintained by the personnel department of the relevant organization and is kept by it. Employees of this service are responsible for the completeness and accuracy of the information contained in the personal file.

Numbering of personal files is carried out as new cases are formed and received by the personnel service for storage. Personal files are registered in a special journal according to a specific form (Appendix 5 to the Instructions), which contains the following information: case number; surname, name, patronymic of a civil servant; date of receipt of the personal file for registration; date of deregistration of the personal file.

Personal files in the personnel department are stored as strictly accountable documents. Responsibility for their storage rests with the head of the personnel department.

The issuance of personal files for temporary use is carried out with the consent of the head of the organization or the head of the personnel service against a signature on the control card (Appendix 6 to the Instructions), which is created specifically for these purposes. When issuing a personal file for temporary use, it is prohibited to make any corrections and extract individual documents from it or include new ones.

Employees themselves are provided with personal files for review only in the personnel department premises. The personal files of dismissed employees are transferred to the organization’s archives in the prescribed manner.

According to the requirements of regulations on archives and record keeping, files of permanent and temporary (over 10 years) storage, including personnel records, are subject to transfer to the archive, which in turn presupposes their complete registration. Complete registration, in addition to drawing up an internal inventory, includes numbering the sheets of the case, drawing up a certification record, binding (filing) the case, etc. Cases that are not transferred to the archive are subject to partial registration: such cases can be stored in folders, the sheets of the case are not numbered, the certification letter is not drawn up, etc.

In accordance with Article 1 of the Law of the Republic of Belarus dated 06.10.1994 No. 3277-XII “On the National Archival Fund and Archives in the Republic of Belarus”, documents created when applying for a job, dismissal, relocation of an employee, granting leave, business trips, incentives, payment of wages fees, as well as other documents included in the personal file, are personnel documents.

State bodies, as well as enterprises, institutions and organizations, regardless of their form of ownership, public associations, religious organizations, entrepreneurs operating without forming a legal entity, are obliged to draw up and store documents on personnel in order to ensure the rights and legitimate interests of citizens (Art. 9). The law sets a maximum storage period for such documents, which is 75 years (Article 19).

It should be borne in mind that the right of citizens to the privacy of their personal lives is protected by the legislation of the Republic of Belarus, and the collection and entry into the personal files of employees of information about their personal lives or members of their families and other close relatives is prohibited by law. According to Article 28 of the Constitution of the Republic of Belarus, the state ensures freedom, inviolability and dignity of the individual, and every citizen has the right to protection from illegal interference in his personal life.

In accordance with the Instructions on the regime of access to documents containing information related to the secrets of the personal lives of citizens, approved by order of the Committee on Archives and Records Management under the Council of Ministers of the Republic of Belarus dated July 3, 1996 No. 21, such information includes information about health, family and intimate relationships ; about the circumstances of birth, adoption, divorce; about personal habits and inclinations; personal correspondence and correspondence, diaries, telephone, telegraph, video, audio and other types of information storage; about property status, sources of income; about activities containing a trade secret; on intellectual property (copyright, invention and patent rights, the right to scientific discoveries, as well as other rights related to intellectual activity in the field of production, science, literature and art); information, the disclosure of which poses a threat to the personal safety of citizens, the safety of their family members and property, etc.

Law of the Republic of Belarus dated June 14, 2003 No. 204-Z “On Civil Service in the Republic of Belarus” prohibits the collection and entry into the personal files of civil servants of information about the personal life of a civil servant or members of his family, other close relatives, as well as information about their religion and affiliation to political parties and other public associations pursuing political goals, with the exception of cases provided for by legislative acts of the Republic of Belarus.

Decree of the President of the Republic of Belarus dated July 26, 2004 No. 354 “On work with management personnel in the system of state bodies and other government organizations” approved the Regulations on the organization of work with management personnel in the system of government bodies and other government organizations. This Regulation determines the order of organization and the main directions of work with senior personnel of government bodies and other government organizations. The procedure for the formation, storage and use of data on management personnel and the management of their personal affairs is determined by the relevant legal acts of government bodies (organizations). For executive employees whose positions are included in the personnel register of the Head of State, duplicate personal files are drawn up, stored in the Administration of the President of the Republic of Belarus.

Here are examples of filling out an internal inventory of personal file documents and a personal personnel record sheet.

Total ___________________________________________________ documents*

(in numbers and words)

Number of internal inventory sheets* ________________________________

(in numbers and words)

__________________

* Done when preparing a personal file for transfer to the archive.

Personal sheet for personnel records

1. Last name Svetlova |—————————¬

Name Irina Patronymic Borisovna |Place for|

2. Gender of wife _ 3. Date, month and year of birth 03/01/1966 | photo |

4. Place of birth Minsk | cards |

5. Citizenship of the Republic of Belarus |—————————|

6. Higher education_________________________________________

7. What languages ​​do you speak? Belarusian, Russian - I speak fluently,__

English - I read with a dictionary_____________________________________________

(you are fluent, you read

____________________________________________________________________

and you can explain yourself, read with a dictionary)

8. Academic degree, academic title ___________________________________

9. What scientific works and inventions do you have ________________________

____________________________________________________________________

10. Work performed since the beginning of working activity (including studies

in higher and secondary specialized educational institutions, military service,

work, study, internship abroad)

When filling out this item, institutions, organizations and enterprises

must be called as they were called in their time,

military service must be recorded indicating the position.

11. Participation in elected legislative and representative bodies.

12. I am not a member of a trade union______________________

(member of which trade union?

____________________________________________________________________

are you a member, since when)

13. What government awards and honorary titles do you have _______

I do not have _

(when and by whom awarded, appropriated)

14. Attitude to military duty and military rank _____________

not liable for military service__________________________________________________________

Military specialty by actual name ___________

____________________________________________________________________

15. Marital status: married_______________________________________________

(list family members

Husband - Svetlov Igor Ivanovich, born in 1964,___________________________

indicating age)

Son - Svetlov Ivan Igorevich, born in 1986, ___________________________

16. Additional information (indicated by agreement

the person being questioned and the employer): ________________________________________________

17. Place of residence: Golodeda st., 15, building 3, apt. 12, ______________

200066, Minsk

Phone 271-12-20__________________________________________________________

Passport: MP series No. 0183250___________________________

Issued by the Zavodsky District Department of Internal Affairs of Minsk___________________________

Date of issue 10/30/1997________________________________________________

Personal number 4010366А043РВ9__________________________________________

07/31/2006 _ Svetlova______

(date of completion) (personal signature)

(An employee filling out a personal form is obliged to take care of all subsequent

changes (education, assignment of an academic degree, academic title and

etc.) report to the place of work to make these changes to his

private bussiness.)

08/15/2006

Olga Krasnova, economist

For a more detailed study, see: 1. Document form

2. Form of documents

3. Form of documents

From the editor: An addition has been made to the Regulations on the organization of work with management personnel in the system of state bodies and other government organizations, approved by Decree of the President of the Republic of Belarus dated July 26, 2004 No. 354, on the basis of Decree of the President of the Republic of Belarus dated January 26, 2007 No. 46.

The Law of the Republic of Belarus dated June 26, 1997 “On measures to combat organized crime and corruption” on the basis of the Law of the Republic of Belarus dated June 27, 2007 No. 244-Z became invalid.

How to fill out a personnel registration form?

For an example of completing an addition to a personal personnel record sheet, see the “Useful Documentation” section on p. 24 magazines.

The personal personnel record sheet is drawn up in the prescribed form, which is attached to the Instructions for maintaining personal files. The personal personnel record sheet is filled out by the applicant with his own hand in one copy without erasures or corrections on the basis of a passport, military ID, work record book, education documents and other personal documents. The completeness and correctness of filling out the personal sheet are checked by a personnel service employee (HR specialist), who checks the correspondence of the entries made in the personal sheet with the entries in the documents. When filling out a personal personnel record sheet, the following requirements are met: – all questions on the personal personnel record sheet must be given comprehensive answers, which should not be monosyllabic “yes”, “no”; – crossing out columns is not allowed; in case of a negative answer, the following is indicated: “I don’t have”, “did not participate”, etc.; – surname, name, patronymic are written entirely in the nominative case. For example, Sidorsky Oleg Nikolaevich; – in the “Date of Birth” column, the date, month and year of birth are indicated in Arabic numerals. For example, 08/15/1962; – place of birth is indicated in accordance with the administrative-territorial division at the time of birth. For example, BSSR, village. Lenki, Slutsk district, Minsk region; – in the “Citizenship” column the name of the country is indicated (Republic of Belarus, Russian Federation, etc.); – in the column “Education” the following is indicated: “general secondary”, “vocational-technical”, “special secondary”, “higher”; – if the educational institution is not graduated, indicate how many courses you completed or which course you left; for those who graduated from junior high school, indicate how many classes you completed;

– the names of higher and secondary specialized institutions are written in full;

– in the column “What works and inventions do you have”, published scientific works are listed with an indication of the output data, patented inventions, or the entry is made: “The list of scientific works (inventions) is attached”; – in the column “Work performed since the beginning of work” previous work activity is reflected, as well as breaks related to study, illness, etc. If an employee in the same organization held different positions at different periods of time, then it is indicated from when and for what time he worked in each position; – in the column “Marital status” the data at the time of filling out the personal form is indicated: “single (not married)”, “married (married)”, “divorced (divorced)”, “widower (widow)”, then all family members are listed indicating the degree of relationship (last name, first name, patronymic and year of birth of each family member are recorded). For example: married: wife – Elena Konstantinovna Trofimova, born in 1964, son – Kirill Olegovich Sidorsky, born in 1988, daughter – Anastasia Olegovna Sidorskaya, born in 1992, mother – Nina Pavlovna Gurevich, born in 1937 .;

For a sample of filling out a personnel records sheet, see the “Useful Documentation” section on p. 25 magazines.

– in the column “Place of residence” the registration address, actual residential address and telephone number are indicated. A photograph of the person being hired is pasted onto the personal personnel record sheet. The personal personnel record sheet is signed by the compiler indicating the date of completion. Changes and additions to the personal personnel record sheet after it is filled out are not made. All changes in information that occurred with the employee while working in the organization (change of last name, obtaining a higher level of education, etc.) are reflected in the addition to the personal personnel record sheet.

Requirements for the design of the cover page of an employee’s personal file

Of great importance is the preparation of not only the accompanying documents, but also the title page of the employee’s personal file. For this purpose, legal requirements have been drawn up that the HR employee must adhere to. They were approved by the board of Rosarkhiv. These requirements are uniform and apply to all organizations. However, the company can slightly modify the rules for designing the title page without contradicting the requirements of GOST. All information is placed in one large folder, in which all the employee’s most minimal achievements are located. All this information is not the property of the enterprise or organization, but of the employee himself. Therefore, an employee dismissed for any reason has every right to take with him the documents attached to his personal file. Until this time, the personal file of each employee is stored in the organization’s archive, and the loss of a document or document is punishable by criminal liability. Therefore, HR department employees need to closely monitor the documentation and be scrupulous about such documents.

All information is stitched and recorded in the logbook. This helps to structure and quickly find the information you need.

How is an autobiography written?

An autobiography is a document containing a brief summary of the main stages of the life and work of its author in chronological order. It is compiled by the employee independently in any form on a sheet of A4 paper. The autobiography reflects the following information: – last name, first name, patronymic; - Date and place of birth; – education received (where, when and in what educational institutions did you study); – work activity; - profession; – social work, participation in elected bodies; – attitude towards military service and military rank; – availability of government and other awards and incentives; – information about marital status, relatives living together (father, mother, children). The autobiography is signed by the compiler indicating the date.

Sample of filling out an autobiography

Autobiography

I, Shcheglova (Fedortsova) Irina Petrovna, was born on September 12, 1984 in the city of Minsk. From 1991 to 2001 studied at secondary school No. 45 in Minsk. She graduated from school with a gold medal. From 2001 to 2006 Studied at the Belarusian State Economic University at the Faculty of Law. Qualified as a lawyer. She began her career in 2006 at Tracky LLC as a legal consultant. In 2010, she was transferred to the position of leading legal adviser. Resigned from Tracks LLC on May 4, 2014. From 2014 to 2015 worked as a leading legal consultant at GruppaM LLC. I did not take part in elected legislative and representative bodies. I'm not a member of a trade union. Not liable for military service. Family status: Married. Husband - Shcheglov Ilya Vladimirovich, born in 1980, works as an engineer at Advance LLC. Daughter – Shcheglova Sofia Ilyinichna, born in 2007, studies at gymnasium No. 2 in Minsk. Father - Fedortsov Petr Olegovich, born in 1950, retired. Mother – Fedortsova Olga Andreevna, born in 1951, pensioner. Together with my husband and daughter I live at the address: Minsk, st. Lidskaya, 25-12. Phone: +375 17 236 45 16.

Shcheglova 10.29.2015

What educational documents are filed in a personal file?

Education document – ​​a state-issued document confirming that the student has mastered the content of the relevant educational program, incl. with the assignment of qualifications (clause 1 of article 98 of the Education Code). In paragraph 2 of Art. 98 of the Education Code provides a list of education documents: – certificate of general basic education (certificate of general basic education with honors); – certificate of general secondary education (certificate of general secondary education of a special type with a gold (silver) medal awarded); – Diploma of vocational education (diploma of vocational education with honors); – diploma of secondary specialized education (diploma of secondary specialized education with honors);

– diploma of higher education (diploma of higher education with honors, including a gold medal);

- master's degree; – research diploma; – diploma of retraining at the higher education level; – diploma of retraining at the level of secondary specialized education; – certificate of advanced training. Copies of documents on education, advanced training and retraining (certificate, diploma, certificate, etc.) included in a personal file must be certified in the prescribed manner (clause 15 of the Instructions for maintaining personal files). A copy of the document must reproduce all the details of this document, incl. form details. To give a copy of a document legal force, it must be certified (witnessed) by an authorized official of the organization (clause 64 of the Instructions for Office Management). A note on certification of the copy is drawn up below the “Signature” detail and includes the word “True”, the name of the position of the person who certified the copy, his handwritten signature, the transcript of the signature and the date of certification.

For example: True Leading HR specialist Signature 10/29/2015 A.P. Zvezdochkina