Rules for the formation and registration of an employee’s personal file

Maintaining personal files of employees is not mandatory for all categories of employers. But more accurate and complete information about employees helps the manager manage the workforce more effectively. In order to have such information, recording data related to the work activities of employees and forming the received information into personal files is advisable. Who needs to maintain personal affairs without fail? What documents can be kept in personal files? You will find answers to these questions in the article.

The legislation provides for the mandatory maintenance of personal files only for state civil servants. For other employees, this obligation is determined by the local regulations of the organization.

Content

Personal file: what is it and why keep it
Who should I register for?
Who has access to business
Providing cases to law enforcement agencies
Registration of a personal file
What should be in an employee's personal file
Samples and forms of documents for personal files
Order of business
Logbook: how to keep it
Electronic personal file
How to deal with the affairs of dismissed employees
Conclusion

Access

The next point is the issue of access to the documentation being studied. Often, employee files contain data intended exclusively for the employer. And the majority of workers do not need to know them.

Often, files are encrypted, and only the head of the enterprise, as well as the personnel officer who is involved in the formation, have access to them. Ordinary subordinates are not allowed to view the collected information.

The employer guarantees confidentiality of employee affairs. This kind of information is not made publicly available. Upon request, copies of documentation are provided to personnel on the day of dismissal. The company is responsible to its subordinates for the safety of information contained in personal files.

You should also remember once and for all - the dossier is not issued to subordinates under any pretext. Employees do not have the right to take away personal files or demand their release. Only upon dismissal can you request data from here. The employer provides the cadre only with copies of information stored in personal files. There is no need for anything else. No subordinate has the right to have this documentation withdrawn upon transfer to another corporation or upon permanent removal from employment. It has already been said that every employer keeps a file on employees for 75 years. This period may be extended under certain circumstances.

Personal file: what is it and why keep it

First of all, this is a set of documentation that characterizes the employee’s activities at a specific workplace. The case is considered initiated from the moment the first document appears in it. Management is usually carried out by the HR department, less often by the accounting department.

Often a personal file is placed on the same level as a work record book, although this is wrong. The work book does not contain any information other than the past and present place of work, unlike the dossier.

The composition of the personal file changes and is supplemented as the person carries out his work activity.

Definition of a personal file

An employee’s personal file is a kind of document in which all the documentation of a specific person is stored. It consists of a cover and special papers related to the subordinate.

This kind of documentation is started from the moment the personnel is hired. And it should be carried out until the employee is fired. The case is then transferred to the archive for storage. This document cannot be destroyed for a certain period of time.

Formation of cases is far from the most obligatory process. In some cases it can be avoided. But then collecting information about this or that subordinate will be very problematic. This procedure is usually carried out in large organizations. An entire database is created that displays information for each subordinate.

Who should I register for?

It is mandatory to maintain personal files for those employed in the state civil service. This is required by Russian legislation. Entrepreneurs can regulate this issue by local regulations. This means that HR department employees can only open personal files for key employees.

This group includes:

Management staff and their replacements;
Chief specialists;
Persons who are responsible for property and valuables;
Employees with prospects for career advancement.

But still, it would be useful to create such dossiers for all employees, since they reflect information about employees that may be required at any time.

Not too personal

Since the procedure for maintaining personal files is not regulated for budgetary organizations, we recommend that the employer adopt a local regulatory act that will regulate the issues of maintaining, registering and storing personal files.

For your information. A case is a document or a set of documents related to one issue or area of activity, placed in a separate cover. Cases are considered initiated from the moment the first executed document is included in them.

When managing employees' personal files, strict rules must be followed, even if this is not a mandatory requirement for the employer.

It is important to remember that regardless of what the created folders are called (“personal data”, “dossier” or something else), they contain the employee’s personal data, therefore it is necessary to comply with all the requirements stipulated by Chapter. 14 of the Labor Code of the Russian Federation and other federal laws on the protection of personal data.

According to Art. 85 of the Labor Code of the Russian Federation, personal data means information necessary for the employer in connection with labor relations and relating to a specific employee.

As a rule, personal files are opened:

— for employees from among the management team of the organization (manager, his deputies (assistants), heads of structural divisions, etc.);

- for employees for whom financial liability may be established in accordance with the law (chief accountant (accountant), as well as deputy chief accountant, etc.).

However, in many organizations, personal files are kept for all employees, regardless of rank, status and work performed. This is primarily due to the fact that thanks to the information contained in one folder, you can quickly obtain objective information about the employee. After all, all copies of the employee’s personal documents, orders for this employee and other important papers are stored in the personal file.

Documents included in a personal file can be divided into three groups:

- submitted when applying for a job;

— recording hiring;

— arising during the employee’s labor activity in the organization.

The personal file form is not unified, so each employer decides this issue independently. When registering a case, it would be a good idea to study the requirements of GOST 6.30-2003 “Unified system of organizational and administrative documentation. Requirements for registration."

Who has access to business

Only the personnel officer or accountant appointed by order of the manager enters information and submits files to the archive. If confidential information is leaked from the case, all responsibility for this will fall on this person.

To avoid such unpleasant situations, it is better to store personal files in a specially designated room, or in safes and metal cabinets, to which third parties cannot gain access.

In addition, the responsible person is obliged to familiarize each employee with his personal file at least once every 12 months.

Storage and recording of personal files of employees

Employees' personal files should be kept in the HR department. Typically, the human resources department of an organization stores the personal files of working employees. Personal files of dismissed employees are stored, as a rule, in the organization’s archives or in the territorial archive.

Since Ch. 14 of the Labor Code of the Russian Federation imposes on the employer the obligation to protect personal data; in order to limit access to personal information of employees by unauthorized persons, personal files must be stored in safes or cabinets. Moreover, employee work books should be kept separately from personal files.

Only responsible officials and heads of their departments may have the right to access personal files of employees. Records of personal files can be kept in a special journal (this option is used in the case of a large number of personal files of employees stored in the organization). Classification of personal files of employees can be carried out in numerical or alphabetical order, as well as in sections that correspond to the names of the company’s departments. Classification within sections of employees’ personal files is carried out in numerical or alphabetical order.

The transfer of personal files to the archive is carried out no later than three years after their completion in office work. The storage periods for various documents containing personal data of employees are defined in a number of legislative and regulatory acts. Thus, orders, instructions and other primary accounting documents, including documents on personnel records, working hours and wages, are stored for periods established in accordance with the rules for organizing state archival affairs, but not less than five years. The personal files of the head of the organization, members of governing, executive, and control bodies, employees with state and other titles, prizes, awards, degrees are stored in the archive permanently, and the files of other employees - for 75 years. O in a personal file means that some of the documents can be classified as permanent storage.

Registration of a personal file

Watch a short video on how to register an employee’s personal file and everything will become clear:

Before we talk about managing personal affairs, let’s take a closer look at how to formalize them correctly. The formation of a case begins from the date a person is hired and continues until the moment of his dismissal. For each task, it is better to take a separate folder, or at least a file.

When an HR employee creates a personal file, he must remember that:

It is better to replace original documents with photocopies, in order to avoid a situation where the original of an important document is lost (there are often cases when original diplomas are lost, and it is not easy to restore them);
One copy of each document is included in the file;
Documentation of temporary storage and permanent storage are not stored together;
It is better that one case does not exceed 4 cm in thickness;
It is better to keep applications in the same place as documentation.

All personal files should be prepared in the same way, and a log of personal files should be kept in order to avoid the loss of important documentation.

So, a sample of a personal file:

The cover of the personal file contains the surname and initials of the employee, the date when the case was started;
If there are no separate folders for storing things, then it is better to place them in one folder in alphabetical order;
The number of pages should not exceed 250;
Each folder is marked with a case number.

Formation and maintenance of a personal file

Personal files can be kept for all employees or only for certain ones (for example, for management staff, accounting employees, financially responsible persons, etc.). In most cases, the registration of personal files is carried out by an employee of the personnel department, appointed responsible for their maintenance and storage. The responsibilities of this employee usually include creating a personal file, making various entries into it, placing and removing documents, certifying copies, maintaining an internal inventory, periodically checking the state of affairs, etc.

The formation of a personal file begins at the moment an employee is hired and continues throughout his entire career in this organization. Each personal file should be stored in a separate folder, on the title page of which the following should be indicated:

name of company;
the structural unit in which the employee works;
personal file number;
title, that is, the employee’s full name;
date of commencement of personal file management (usually the date of issuance of the employment order);
the date of completion of its maintenance (date of issuance of the dismissal order);
the number of sheets of the file itself (it is best to fill out this column when submitting your personal file to the archive);
retention period (registered when closing a personal file).

The title page form is given in Appendix 11 to the Basic Rules for the Operation of Archives of Organizations (hereinafter referred to as the Rules), approved by the decision of the Board of Rosarkhiv dated 02/06/2002.

After filling out the title page, all necessary documents are placed in a folder in chronological order. However, very often questions arise about the order of arrangement of documents presented by the employee and papers recording the fact of employment. This is due to the fact that they almost always have the same date. In most cases, these papers are arranged as follows:

personal card in form T-2;
questionnaire;
summary;
application for a job;
a copy of the employment order;
employment contract;
copies of passport, SNILS, TIN (if available), military registration documents (for those liable for military service and persons subject to conscription for military service), etc.

Simultaneously with the personal file, they begin to keep an internal inventory of it, which is drawn up on a separate sheet and attached to the file. An inventory is compiled to record documents of permanent and temporary (over 10 years) storage. The internal inventory is filled out throughout the entire period of maintaining a personal file. It records the receipt of new documents or the removal of papers (for example, the storage period has expired), as well as the replacement of originals with copies. The internal inventory form is given in Appendix 10 to the Rules and must contain:

number and title (full name of the employee) of the personal file to which it is compiled;
column “document serial number”;
column “document index” (filled in if available);
column “document date”;
column “document title”;
the column “date of inclusion of the document in the personal file”;
the “note” column, which usually reflects changes in the composition of the case documents (withdrawals, replacement with copies, etc.).

All personal matters are recorded in a logbook. The shape of the magazine is not approved, and you can make it yourself. Most often, personal file numbers, dates of their establishment, headings, and closing dates are entered in the columns.

What should be in an employee's personal file

The composition of a personal file is not regulated at the level of regulations. It is strictly approved only for the state. employees. Any organization can use the approved list and decide which documentation to include in the files of its employees and which not.

The list is:

Photocopy of passport (most often the first page, marital status and place of registration);
A photocopy of a diploma, advanced training document, etc.;
Photocopy of SNILS;
If the employee is liable for military service - a copy of the document confirming this;
Photocopy of TIN;
Documentation of passing a professional examination and medical examination (if this is provided for by the company’s activities);
A certificate stating whether the citizen has a criminal record or lack thereof (if provided for by law);
A job application written by the employee personally;
Autobiography;
A copy of the employment contract;
A photocopy of the work record;
Materials about certification (if carried out);
Employee photographs that are periodically updated;
Description of personal file.

This list may change and be supplemented, depending on what activities the company conducts and what personnel policy it implements.

In addition, all documents must be placed in the file in chronological order: the very first ones that were included when the person was hired, then those that appeared during his activity.

It is prohibited by law to include in the file information about the personal life of an employee, about his views on politics and religion, if he did not give written consent to this.

Composition of personal file

The list of documents to be included in a personal file is approved only for civil servants. However, organizations not associated with the public service can also use this list and determine which documents they will include in their personal files.

So, we recommend including in your personal file:

1) documents presented by the employee when applying for a job:

— a copy of your passport or other identification document;

— copies of documents on education, qualifications or special knowledge;

— a copy of the insurance certificate of state pension insurance;

— copies of military registration documents for those liable for military service and persons subject to conscription for military service;

— a copy of the certificate of tax registration of an individual with the tax authority;

— certificates of the results of a preliminary medical examination (examination) conducted to determine the suitability of these workers to perform the assigned work (in cases provided for by law);

- a certificate confirming the presence (absence) of a criminal record and (or) the fact of criminal prosecution or the termination of criminal prosecution on rehabilitative grounds when applying for a job related to an activity to which, in accordance with the Labor Code of the Russian Federation, other federal law, persons with or have a criminal record, are or have been subject to criminal prosecution;

2) documents documenting employment:

- a handwritten application for employment;

— autobiography;

— personal sheet for personnel records;

— a copy of the employment order;

— a copy of the employment contract;

— a copy of the work record book with a record of employment;

3) documents issued during the employee’s activity in the organization:

— certificates of results of periodic medical examinations (examinations);

— copies of documents confirming the employee’s right to tax deductions provided for in Art. 218 of the Tax Code of the Russian Federation (for example, a child’s birth certificate), when an employee submits an application to provide him with the specified deductions;

— copies of documents establishing disability and limited ability to work (for employees with these indications);

— a copy of additional agreements to the employment contract on changes in the conditions of labor relations;

— copies of orders on transfer, promotion, application and removal of disciplinary sanctions at work and other orders relating to a specific employee;

— job description;

— a copy of the agreement on full financial liability;

— non-disclosure agreement (for employees who have access to such information);

— certification materials;

— reports and explanatory notes, employee statements;

— documents confirming changes in biographical data (certificate of marriage or divorce, change of surname, etc.);

- a copy of the work book with an entry on the termination of the employment relationship.

Typically, a photograph of the employee (4 x 6 or 3 x 4 cm) is placed in the personal file, and it is recommended to update it periodically. As a rule, employee photographs are updated at least once every five years or when employees reach the ages of 20 and 45 years.

Order of business

This process includes:

Making entries in the relevant sections;
The procedure for removing documentation that has become irrelevant or is no longer needed;
Checking personal files for the safety of documentation;
Storing documentation as part of a personal file.

If an employee's personal information changes, they usually report this to the HR department. It is better, of course, to do this in writing. After the HR department employee makes the appropriate entry into the file, the original document is returned to the employee. If necessary, you need to make a copy of the document and attach it to the file.

All entries are made only based on original documentation or copies certified by a notary. Entries are made by hand in black, blue or purple ink, carefully, avoiding blots and corrections. If necessary, the records are certified using the organization’s seal and the signature of the HR department employee.

It is not recommended to use gel pens for writing, as this type of ink is subject to rapid fading.

All sheets that are filed in the file are numbered. And the numbering is reflected in the internal inventory. Such an inventory is compiled to take into account documents that have been stored for more than 10 years.

If the case is being prepared for submission to the archive, all sheets of the internal inventory are also numbered, only separately from the sheets of the case.

Personal file storage

All personal files contain the employee’s personal data. Let us remind you that personal data means any information relating to a directly or indirectly identified or identified individual (Article 3 of the Federal Law of July 27, 2006 No. 152-FZ). The employer is obliged to comply with all requirements for the protection of personal data provided for by Chapter 14 of the Labor Code of the Russian Federation and Federal Law No. 152-FZ of July 27, 2006.

note

Persons guilty of violating the provisions of the legislation in the field of personal data may be brought to disciplinary (subclause 6 of Article 81 and Article 192 of the Labor Code of the Russian Federation) and material (clause 7, part 1 of Article 243 of the Labor Code of the Russian Federation) liability , as well as civil, administrative (Articles 13.11 and 13.14 of the Code of Administrative Offenses of the Russian Federation) and criminal (Articles 137 and 140 of the Criminal Code of the Russian Federation).

Thus, the head of the organization is obliged to appoint, by appropriate order, persons responsible for maintaining and storing personal files. At the same time, persons who have access to personal data are obliged not to disclose to third parties or distribute this data without the consent of the subject of personal data, unless otherwise provided by federal law.

Personal files must be stored in a place that excludes access to them by third parties, as well as the possibility of their theft or loss. For example, in safes or metal cabinets. Personal files in the storage location can be systematized in alphabetical order, by number or by structural divisions of the organization.

Please note that persons guilty of violating the provisions of the legislation in the field of personal data may be subject to disciplinary action (subclause 6 of Article 81 and Article 192 of the Labor Code of the Russian Federation) and material penalties (clause 7 of Part 1 of Article 243 Labor Code of the Russian Federation) liability, as well as civil, administrative (Articles 13.11 and 13.14 of the Code of Administrative Offenses of the Russian Federation) and criminal (Articles 137 and 140 of the Criminal Code of the Russian Federation).

Also, in order to ensure the protection of personal data stored by the employer, employees have the right to:

to full information about their personal data and the processing of this data;
free access to their personal data, including the right to receive copies of any record containing their personal data, except for the cases provided for in paragraph 8 of Art. 14 Federal Law of July 27, 2006 No. 152-FZ;
identifying your representatives to protect your personal data;
access to medical records reflecting their health status through a health professional of their choice;
requirement to exclude or correct incorrect (incomplete) personal data, as well as data processed in violation of legal requirements. If the employer refuses to exclude or correct the employee’s personal data, he has the right to declare in writing to the employer his disagreement with the appropriate justification for such disagreement. The employee has the right to supplement personal data of an evaluative nature with a statement expressing his own point of view;
the requirement that the employer notify all persons who were previously informed of incorrect (incomplete) personal data of the employee about all exceptions, corrections or additions made to them;
appealing to the court any unlawful actions or inaction of the employer in the processing and protection of his personal data.

Personal data can be transferred to third parties only with the written consent of the employee. The exception is the transfer of this data to third parties in order to prevent a threat to the life and health of an employee, as well as in other cases provided for by federal laws.

Logbook: how to keep it

It is necessary to take into account personal files opened for employees. Its standard form has not been approved, which means you can take a sample from the Internet or purchase it in a store. The content of each column can be changed depending on the organization.

The log contains: case numbers, their start date, surname and initials of employees and other information. When a personal file is closed, a note is made in the journal: they put a date and enter the reason why the case was closed.

Additional information is usually entered in the “Other” or “Notes” column.

Storage

It has already been said that the personal files of subordinates, even after the person has quit, remain in the company. They are not issued in person, but are placed in special archives. Even electronic storage of personnel information is allowed. But things should also take place on paper.

There are some rules that the boss will have to follow. File filing is an almost never-ending process. These documents cannot be destroyed for 75 years from the date of termination of employment.

It is for this reason that many companies try not to bother themselves too much with collecting information about certain subordinates. Only a small number of corporations have existed for more than 75 years. Often, companies open and close, but personal files remain in the archives.

To simplify the storage of dossiers, various rules are invented. Basically, the storage of these documents occurs after sorting in alphabetical order. Additionally, it is recommended to create archives by year. This approach will simplify the search for information about employees who were employed by the company at a certain time.

There is one more feature in this matter. The whole problem is that some personal files are stored permanently in the company archives. And they are not destroyed either after 10 years or after 100. This rule includes the files of the organization’s leaders, as well as the files of civil servants. Do not forget about subordinates who have awards, medals and various titles.

Electronic personal file

Nowadays, many Russian companies have implemented or have begun to implement HR automation. It can hardly be called following fashion, rather a necessity. Employees' personal files are increasingly maintained and stored in computer databases. Paper documents are used, but mostly as reinsurance.

Maintaining and storing personal files in electronic form is, above all, convenient. A HR employee does not need to bite the dust, shifting things around in order to find what he needs. Therefore, one of the absolute advantages of electronic files is the ability to find everything quickly, without wasting time and effort.

It is worth noting that not all documentation can be kept in electronic form; work books, for example, cannot.

If the document must contain the personal signature of the employee, it must also be in paper form.

LD storage: procedure and timing

Although the personnel file contains documents with different retention periods, the maximum period for retention of the entire file after closure applies. Article 22.1 of the Federal Law of October 22, 2004 No. 125 determines that the storage period is:

for LDs created from 01/01/2003 - 50 years;
for LDs created before 2003 - 75 years.

The storage period must be calculated from January 1 of the year following the date of closure of the LD. For example, if the dismissal occurred on October 18, 2017, then the retention period of 50 years begins to run from January 1, 2018. It is necessary to store personnel documents in compliance with the requirements for the protection of personal data. To do this, the company must have a room without access to unauthorized persons. In order to eliminate the possibility of loss or theft, it is advisable to store LD in safes or metal cabinets. No later than three years after closure, the folders must be transferred to the archive.

How to deal with the affairs of dismissed employees

When a person quits, his file is closed, removed from the file and filed. In this case, a certification sheet must be drawn up. It includes data on how many sheets are stitched and numbered. This sheet also indicates whether there are damaged documents in the case, or whether new ones have been attached.

The certification sheet is pasted onto the cover of the case from the inside. The HR employee puts his signature on this sheet.

An employee’s personal file is kept in the archive for 75 years; for managers, this period is usually longer. But at the same time, if on the last working day an employee asks for copies of the necessary documents, this can be done; in this case, the file will not have to be stored, and the archive will be unloaded.

Closing procedure

The personal file is closed at the time the dismissal order is signed. This procedure has the following features:

Before the case is sent to the archive, its integrity is checked. In case of loss of originals or their certified copies, their copyright holder is informed.
The last entry related to the number of sheets is made in the previously established inventory.
The final sheet is filed at the end. It is required to indicate the number of sheets of internal inventory and other papers.
Documents unclaimed by the employee are placed in a thick envelope, which is placed in a designated folder.

The compiled folder can be stored for 50 or 75 years. If it includes documents with different storage periods, then the folder is stored according to the highest indicator. Upon expiration of the deadline, all papers must be destroyed.

After the case is closed, it is placed in the archive. It can be stored in the HR department for no more than three years from the date of completion in office work. If necessary, the folder can be taken from the archive for study and provision to the former employee.

What to do when dismissing an employee

When an employee is dismissed, documents confirming the termination of the employment relationship are filed in the personal file: application, dismissal order.

Before finalizing the employee’s personal file, it is necessary to double-check all the documents contained in it, compare them with the internal inventory, and add missing information if necessary.

The sheets are numbered with a simple pencil, and all paper clips or staples are removed from the folder. A final certification sheet may be drawn up.

We described how to draw up a final certification sheet in the material: “How the personal files of employees are stored.”

After all this, the personal file according to the acceptance certificate is handed over to the archive.

Magazine

Now it’s clear how employee files are formed in companies. The whole process does not end there. If an enterprise decides to maintain this kind of documentation, it must have a special personal journal. What it is?

This component is a list of all available files on employees. The numbers of opened cases, personal (personal) data of subordinates, and the dates of formation of certain “personal folders” are published here.

There is no single sample magazine. The employer has every right to create such a data archive at his own discretion. Recently, an extremely common form is the electronic journal. A good idea for those who don’t really want to deal with paperwork. The main thing is to fill out the appropriate log fields in a timely manner. Then you can find information on each employee without any problems.

Who is allowed to study the documentation?

The formation of an employee’s personal file must be carried out by special persons vested with appropriate powers by order of the head of the company. Only he enters various information into the dossier, and then submits it to the archives if necessary.

A responsible person is appointed only by order of management. Typically, an employee from the accounting department or human resources department is selected for this purpose. If for any reason there is a leak of information, then this particular employee will be held accountable. To prevent such situations, it is recommended to store personal files in special rooms or safes to limit access to them by other company members.

The responsible person must familiarize employees with their documentation annually.

Rules for making entries

When creating an employee’s personal file, the responsible person must take into account the following rules:

all entries are made exclusively in black, blue or purple ink;
No blots or corrections are allowed;
if necessary, each record is certified, for which the signature of the responsible person and the company seal are affixed;
all sheets must be filed and numbered;
their number is reflected when compiling an internal inventory;
The main purpose of written records is to record documentation stored in the company for more than 10 years.

A correctly compiled file is stored in the company’s personnel department. After the dismissal of a hired specialist, it is transferred to the archive for storage. To do this, it is important to prepare it in advance, for which all sheets are numbered and entered into a special inventory.

Records management

Formation and storage of the personal file of any employee is a specific process, individual for each enterprise. The procedure for drawing up and submitting various documents is usually enshrined in the internal regulations of the company. The procedure for creating a personal file is to perform the following actions:

The necessary information about the employee is entered into special sections of the case.
The application on the basis of which the citizen was hired into the company, as well as copies of his personal documents, are immediately placed in the folder.
Next, enter a copy of the employment contract drawn up with the head of the enterprise.
After this, different papers are included in the folder only when the corresponding need arises.
If it is necessary to study any documentation, the process will be carried out on the basis of an official request and with the permission of the head of the company.
Often, some documents lose their legal force, so they are confiscated and destroyed.
From time to time, the head of the company can check personal files to ensure the safety of important papers.
If a company employee leaves, his personal file is transferred to the archive, where it is stored for 75 years, since this is the period set for documents containing personal information about any citizen.

Often a situation arises when information about a person changes. For example, a citizen can enter into marriage or dissolve official marital relations. In this case, he must bring the relevant supporting documents to the personnel department. Based on these papers, the necessary changes are made to the employee’s personal file. The procedure for forming and the composition of this case is determined solely by the company’s management.

Common Documentation

The composition of the personal file is varied. It has already been said that the company itself sets the rules for maintaining this documentation. Therefore, it is impossible to say for sure what is recorded in the archives. The documents that are required are already listed. But in order to prevent any mistakes, a certain list of papers allowed for storage has been invented. What should be in a personal file? If we exclude the previously listed objects, what remains (in the form of copies mainly):

a copy of the citizen's passport;
SNILS of the subordinate (copy);
TIN (not original);
military ID;
educational document(s);
photographs (not personal, intended for questionnaires);
characteristics from previous places of employment (if any);
job description for a particular vacancy;
autobiography.

Do not forget that any responsible employer, in order to comply with work processes, as well as to ensure their own safety, draws up various acts. For example, about refusal to sign a dismissal order. Such documentation should also be kept in personal files. The results of certification work and other orders that affect the work of a particular personnel are a few more items that can be included in the dossier.

Another important point is the storage of the so-called personal file inventory. A document that can bring a lot of trouble to the employer. It must be mandatory in every personal file. Otherwise, you can accuse the management of attaching some papers illegally. A personal file inventory is a special document that lists all the documentation attached to the folder. Placed at the very beginning of the dossier. Without an inventory, the employer may have problems. An employee can be accused of forgery or theft of certain documents.

Creating a personal file is not such a difficult process if you prepare for it correctly. The employer must simply enter here all the important information regarding the employee’s activities. But it is prohibited to enter personal information about personnel. The example of religion has already been given. The composition of the family and the lifestyle of the subordinate are also taboos.

But some of the employee’s achievements should be included in his personal files. This is not a mandatory component, but it is advisable not to neglect it. Especially when we are talking about truly talented personnel. It is allowed to enter information about received awards, titles, certificates, medals, and diplomas.