Order appointing someone responsible for maintaining work records: how to draw up, sample

How to write an order correctly

There is no unified form; the document is drawn up in any form.

Step 1. Complete it on the organization’s letterhead. If it is missing, please indicate the basic details at the top: name, location, registration codes.

Step 2. Enter the date, serial number and place of registration. Write the name - “Order”. On the next line is the reason-content “On the appointment of a person responsible for maintaining, storing, recording and issuing work books.”

Step 3. In the introductory part, make a link to the legal act regulating the content - clause 45 of the rules for maintaining the Labor Code (RF Government Decree No. 225 as amended on March 25, 2013).

Step 4. After the word “I order,” list the manager’s orders:

• appointment of an authorized employee - indicate the position, the basis for the introduction of authority (for example, a link to a clause in the employment contract or job description);
• appointment of an employee during the absence of the responsible person - indicate the position and conditions of performance (for example, the form and amount of monetary compensation);
• write who monitors execution.

Step 5. Enter space for the manager's signature.

Step 6. List the employees who are mentioned in the text - they will sign after reading the content.

What to pay attention to:

• in the content, if necessary, include those responsible for the entire organization as a whole and for individual structural units;
• Do not write down the operating rules or a detailed list of the duties of the authorized person. They are in the employment contract, job description or other local regulatory act (for example, in the regulation on the maintenance and storage of technical documentation).

This is what a sample order for maintaining work records and appointing a person in charge looks like:

State budgetary educational institution for additional education of children

specialized children's and youth sports school of Olympic reserve "Allur"

ORDER No. 45-LS

On the appointment of persons responsible for maintaining, storing, recording and issuing technical documentation

Expert opinion

Gusev Pavel Petrovich

Lawyer with 8 years of experience. Specialization: family law. Has experience in defense in court.

In pursuance of paragraph 45 of the Rules for maintaining and storing work books, producing forms and providing them to employers, approved by Government Decree No. 225 of April 16, 2003,

1. Appoint HR specialist V.V. Voloshin, and in her absence HR Manager S.S. Smirnov responsible for maintaining, storing, recording and issuing work books of employees.
2. Control over the execution of the order is entrusted to the head of the personnel department A.A. Alexandrov.

Director: Ivanov I.I.S.

The order has been reviewed by: Aleksandrova A.A.

And here is a sample order on the transition to electronic books and submission of information about work activities in electronic form. The main content is that a responsible person is appointed and new functions of the employee are determined in connection with the implementation of Federal Law-439 of December 16, 2019:

On the transition to electronic information on the labor activities of employees and the appointment of responsible persons for the period until December 31, 2021

1. Appoint the head of the HR department to A.A. Aleksandrova. responsible for:

• preparation of information on the activities of employees in the SZV-TD form and submission to the Pension Fund of Russia;
• preparation of information about activities in the SZI-TD form and issuing them to employees.

2. Appoint a HR specialist V.V. Voloshin responsible for:

• notification to employees of the organization about innovations in relation to electronic work books and about the possibility of choosing an option for maintaining them until 06/30/2020 (inclusive);
• collecting applications from employees to refuse or to continue maintaining a work record book on paper until December 31, 2020 (inclusive).

3. I reserve control over the execution of the order.

Sample order for appointing a person responsible for maintaining work records

The header of the document should include:

• title of the document (indicating the essence);
• its number assigned in accordance with the company’s internal document flow;
• Business name;
• date and place (locality) of drawing up the order.

Next comes the main part. Here you need:

• give justification, i.e. for what objective reasons was it necessary to formulate this order (in this case, it is the need to organize the maintenance, storage, and accounting of work books in accordance with the requirements of the legislation of the Russian Federation);
• name the responsible person by entering the position and full name of the employee on the form, and also indicate in a similar way who will replace him in the event of a long absence from the workplace (for example, due to vacation, illness or business trip).

If necessary, this part of the document can be supplemented with other information.

Below you need to include the basis for creating the order - here it is Decree of the Government of the Russian Federation of April 16, 2003 No. 225.

Finally, the person responsible for executing the order should be included in the document (this could be the director himself or any of his deputies, as well as the head of the personnel department).

How and how much to store

The order on the appointment of the person(s) responsible for working with the technical complex refers to orders for the main activity. Such documents are stored not in the personnel service, but by office workers. Then - in the archive of the organization. Shelf life - 75 years (Article 19 of the list, approved by order of the Ministry of Culture No. 558 of August 25, 2010).

Document type: Order

To save a sample of this document to your computer, follow the download link.

Document file size: 2.1 kb

Document form

Limited Liability Company "Luch" (LLC "Luch")

In accordance with the requirements of clause 45 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 N 225 “On work books”, and the introduction of the position of HR specialist in the staffing table

1. Appoint HR specialist P.P. Petrov as responsible for maintaining, storing, recording and issuing work books.

2. In the absence of Petrova P.P. The person responsible for maintaining, storing, recording and issuing work books is appointed by order of the director.

3. I reserve control over the execution of the order.

• Order: samples (Full list of documents)
• Search for the phrase “Order” throughout the site
• “Order on the appointment of a person responsible for maintaining, storing, recording and issuing work books (example).”doc

• Order on the appointment of a customs officer to a new position while maintaining the salary for the previously held position and on the recalculation of the monthly salary bonus for the current position
• Order on the appointment of a customs officer to a new position while maintaining the salary for the previously held position, as well as retaining the right to calculate a pension for long service based on the salary for the previously held position
• Order on the appointment, amount and timing of payment of unemployment benefits
• Order on the appointment, amount and terms of payment of scholarships paid to citizens during the period of professional training, retraining and advanced training in the direction of the employment service authorities
• Order on the appointment, amount and timing of payment of financial assistance to unemployed citizens who have lost the right to unemployment benefits, as well as citizens during the period of professional training, retraining and advanced training in the direction of the employment service authorities
• Order on the appointment of a person responsible for handling work books of enterprise employees
• Order on the appointment of an inventory commission to carry out an inventory (example)
• Order on the appointment of those responsible for electrical equipment in the electrical installations of the organization
• Order on appointment as acting
• Order on sending employees of internal affairs bodies in the Moscow region on a business trip

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• What an employer needs to do
• Transition to ETC: how to act correctly
• Order on the person responsible for maintaining ETC - sample
• Let's sum it up

The mandatory transition to electronic work books from 2021 was introduced by Law of December 16, 2019 No. 439-FZ “On Amendments to the Labor Code of the Russian Federation...”. The procedure is gradual, it will take the entire year 2021, and it consists of several mandatory actions on the part of each employer.

Appointment procedure

An employer, whether an individual entrepreneur or the head of a large organization, is obliged to strictly comply with current labor legislation. In particular, he is responsible for organizing the procedure for storing, maintaining, recording and issuing work books of his subordinates. This means that the manager must appoint a responsible employee who will be responsible for maintaining personnel records for the entire company. What should an employer do to hire a personnel officer?

• Obtain written consent from the potential employee;
• Agree with the employee on the amount of payment;
• Conclude an employment contract or an additional agreement to an existing contract;
• Issue an order for appointment to a position;
• Make an entry in the employee’s work book;
• Enter information into the employee’s personal card;
• Familiarize the employee with all the information under his signature.

The consent of the future employee must be formalized in the form of a written statement. Moreover, the transfer of a subordinate to a new position must be carried out both at the initiative of the manager and at the request of the employee himself. This is necessary so that the official understands what responsibility the employer places on her. For example, an employee of the personnel department has the responsibility to maintain important documentation and also bears financial responsibility.

What an employer needs to do

All innovations regarding the transition to personal electronic recording of labor activity and length of service of working citizens must be formalized in accordance with the norms of labor legislation.

In this regard, employers in 2021 must:

• By June 30, 2020, notify each employee in writing of the need to decide whether to continue recording their activities in paper form or switch to electronic ones.
• Until December 31, 2020, receive personal statements from employees addressed to the employer about the decision made and make an appropriate entry in the information for the Pension Fund.
• Prepare and submit personalized reports to the Pension Fund of the Russian Federation in the SZV-TD form (Article 66.1 of the Labor Code of the Russian Federation) before the 15th day of the month following the month in which personnel changes occurred.

• If an employee decides to keep a paper work record book, then records should be kept in two versions: electronic and paper.
• If the choice is made in favor of the ETC, you need to make a note in a paper book about receipt of the employee’s corresponding application and hand over the book.
• Make changes related to the introduction of digital personnel records to local regulations and job descriptions.

What the current legislation says regarding electronic work books

The need to switch to the ETC was approved by Law No. 439-FZ dated December 16, 2019 on amendments to the Labor Code of the Russian Federation. This regulation comes into force on January 1, 2021. The transition to the electronic format of labor documents is mandatory, but it will happen gradually. For citizens who will start working for the first time no earlier than 01/01/2021, work books will be issued exclusively in electronic form, while other workers have a choice.

Until June 30, 2021, the employer must notify each employee personally of the upcoming innovations by sending him a written notice. From 2021, employers will have to generate and submit to the Pension Fund a new personalized SZV-TD report, which will contain information about personnel changes for each employee (new Article 66.1 of the Labor Code of the Russian Federation, Article 1 of Law No. 436-FZ of December 16, 2019). You will also have to make changes to local regulations related to maintaining work records.

It should be noted that each employee has the right to independently decide in what format his work record book will be kept (paper or electronic). If an employee decides to keep a paper book or refuse to maintain it, he must write a corresponding statement. If such an application is not received from the employee, the employer will continue to maintain a paper book along with its electronic version.

Let's sum it up

• To carry out actions for the transition to electronic work books, it is necessary to appoint responsible persons.
• The order to appoint persons responsible does not have an approved form and can be drawn up in a free format.
• An order should be issued and the main executors should be identified as early as possible to ensure the implementation of all necessary measures for the transition to the ETC.

The law establishes that while an employee is employed under an employment contract, his work record must be kept at the enterprise that is his employer. Since this form is considered BSO, it is necessary to properly organize the accounting of the receipt of books, their storage, and issuance.

For this purpose, the management of the subject must issue an order appointing someone responsible for maintaining work records.

Features of the document

If you need to write an order appointing a person responsible for maintaining work records, carefully read the tips below and look at a sample document.

First, some general information. Today there is no standard unified order form, so company representatives can write any such document in free form, or, if the organization has a developed and approved order template, based on its sample.

It is permissible to create an order on the company’s letterhead (as a rule, in cases where such a requirement is specified in the company’s regulations) or on a regular sheet of any convenient format (preferably A4). You can write the order by hand (but so that everything is written clearly, legibly, without blots or corrections) or type it on a computer.

When creating an order, consider a few simple rules:

1. Each order (including this one) must have a justification - it is always written at the beginning of the document and begins with the words “In connection with...”. The justification gives an idea of ​​the circumstances that served as the reason for drawing up the order.
2. The form also includes the basis – i.e. references are given to sections, articles and clauses of the law that are directly related to the content of the document.
3. The order is always written in a single copy, which is signed by the director (or another person authorized to act on behalf of the director), as well as by all employees mentioned in it - the signatures of the latter will indicate that they have read the order and agree to carry it out. All autographs must be “live” only; printed (i.e. facsimile) signatures are prohibited from being used to certify an order.

An order should be stamped using a seal only if the norm for the use of stamps to certify internal documentation is enshrined in the company’s accounting policy. After drawing up the order, it must be registered in the register of administrative documents.

The order is valid only at the enterprise in which it was issued.

Why is this order issued?

All labor entering the enterprise and working people must be stored in a place specially equipped for this purpose. For damage or loss of this form, the company, as well as its manager, bear appropriate responsibility. After all, these documents reflect all the necessary information to establish a pension for the employee in the future.

Therefore, the director of the organization will create all the conditions for proper work with labor at the enterprise. And since he has many other important matters besides this, the manager selects an official who, on the basis of the issued order, is charged with keeping records of labor forms.

In this case, responsibility remains with the manager, and the selected person is responsible for accounting for labor only within a specific business entity. He will be the one who will accept the employees’ work records, keep their records correctly, make entries corresponding to the supporting documents, and issue them to the company’s employees upon dismissal.

Is it possible to do without someone responsible?

The manager, in accordance with the law, must appoint someone responsible for the conduct of labor or take this responsibility upon himself. Such requirements are specified in the Rules for maintaining work books.

Thus, the need to establish the responsible person is enshrined in law.

If it is still not assigned, then in accordance with the Code of Administrative Offenses a fine will be imposed, the amount of which will reach 50 thousand rubles. Moreover, this punishment is imposed not on the official, but directly on the organization.

Is the order mandatory for every organization?

The rules for maintaining work books determine that the employer is obliged to ensure work with work books. At the same time, such a step should be taken by any business entity - both an entrepreneur with hired employees and a company.

In the case of an entrepreneur, he usually independently makes entries in work books. In companies, this responsibility is automatically assigned to the director, or he chooses one of the hired employees.

However, in any of these situations, the manager must clearly identify the responsible person, as required by the Rules. This can only be done by issuing the necessary order.

Who is responsible for working with work books?

The work book is issued by the employer. According to the Rules for maintaining and storing labor books, adopted in 2003, it is the employer who bears full responsibility for the storage, maintenance, as well as issuance and accounting of employee labor documents.

If the organization does not have a special official whose responsibilities include working with personnel, this responsibility is assigned to an employee appointed by management using an order. This could be a secretary, accountant or manager who is able to combine this work with his main activity as established by the employment contract.

Enterprises that have personnel services at their disposal do not issue orders, but include work with work books in the job responsibilities of service employees. At the same time, employees are required to make sure that the organization has spare forms of inserts and the books themselves, even if registration of new employees is not required at the moment. However, this requires the registration of a book for issuing work books, where information about the operations of receiving and spending work book forms is entered, indicating the number, as well as the series of all forms.

Who should be appointed responsible?

Typically, in a large organization, the personnel department is responsible for working with work books, and within it is the person responsible for work books or several specific specialists. In a small company such a department may not be formed. Therefore, the manager can appoint an accountant, secretary, and other officials as a responsible person.

The manager must formalize his decision in the form of an order.

If there is no one to entrust this process in the organization, then the manager himself is considered directly responsible for conducting labor.

Expert opinion

Gusev Pavel Petrovich

Lawyer with 8 years of experience. Specialization: family law. Has experience in defense in court.

The law establishes that the employer is obliged to organize the work of maintaining work records. At the same time, he must appoint by his order a person to perform such actions.

It follows from this that only an employee who is on the company’s staff can work with workers. Even if the maintenance of personnel records is outsourced, it is necessary to work with labor on your own within the company.

Important! If the responsible person changes, all available labor must be transferred according to the transfer and acceptance certificate. In this case, the document must indicate not just the number of documents, but list their owners by name.