In the case of transfer of an employee to another job, the personal file is usually not transferred.

According to the Constitution of Ukraine, foreign citizens and stateless persons have equal rights to access documents. The Cabinet of Ministers of Ukraine may restrict access to documents of those states that restrict access to their state archives.

Certain restrictions on the rights of free management of documents affect only those cases of damage to the safety of documents or violation of the legitimate interests of the state, the owners of documents or other documents. The emergence of the threat of illegal seizure of documents from the National Archival Fund, the export of national documents of Ukraine is prohibited, with the exception of scientific examination or restoration of documents.

September 26, 2011

Record keeping: personal file. Abstract

Personal file – a set of documents that contain the most complete information about the employee and characterize his biographical, business, personal qualities

Personal file occupies a central place in the system of personal accounting of employees.

On the basis of the documents grouped in it the study, selection and use of management personnel is carried out. Personal files are opened against the head of the enterprise, his deputies, heads of departments and services, their deputies, materially responsible persons, specialists, etc. It is issued after enrollment of employees.

First, the personal file includes documents that reflect the process of hiring, then – all the basic documents that arise during the employment of the employee in the institution.

Personal files are systematized in alphabetical order or by structural units in accordance with the staff list. Cases against financially responsible persons are kept separately. Each personal file is assigned a number according to the number in the staff book. This number is recorded in the alphabetical book of personal files.

The personal file consists of the following documents:

appendix to the personnel record sheet; personnel record card with a photo of the employee size 4×6 cm; autobiography; copies of documents on education, academic degree, advanced training; list of scientific works (for employees who have a degree or title); various characteristics or letters of recommendation; documents on the basis of which orders on appointment, transfer, dismissal of the employee are issued (contract, submission, letters on transfer, etc.); copies of orders (instructions) on acceptance (appointment), transfer for dismissal of an employee or extracts from these orders; materials of attestation; description of documents.

The autobiography is compiled in any form. It is possible in the form of the table-questionnaire.

I. Confidential information:

1. Last name, first name have an lab report written for you, patronymic. 2. Address. 3. Phone. 4. Date of birth. 5. Marital status. 6. Children (number and age). 7. Language skills. 8. Computer literacy, 9. Area of ​​specialization.

II. Education (in chronological order):

1. Time of education. 2. Name of the educational institution.

III. Work activity (in chronological order):

1. Period of work. 2. Place of work.

If for a foreign company, then we start the chronology ACCORDINGLY from the last place of study (work).

A letter of recommendation is a document that assesses the business and moral qualities of the worker.

It usually consists of:

Document names. Personal data (surname, name, position, degree, title, date of birth, education). Data on labor activity (specialty, term of work at the given enterprise, level of professional skill, etc.) Characteristics where the relation to work, the relation in labor collective is considered, measures of encouragement are mentioned. Conclusions.

For additional information, you can call: signature – the immediate supervisor of the employee (not certified by the seal); the head of the enterprise (certified by a round seal).

Application for employment (in any form). Must include details:

name of the organization, position, surname, initials of the official who has the right to hire; information about the applicant (surname, name, patronymic, home address); name of the document type; text; list of additions indicating the number of pages; date of application; the signature of the applicant.

The personal file may also include references – lenses, copies of orders, instructions, resolutions of the higher organization or extracts from them, extracts from the minutes of scientific councils (for researchers who participated in the competitive replacement of vacancies), extracts from the minutes of meetings labor collective for managers who are elected to the position by the labor collective), as well as other documents characterizing the activities of the employee. The order of placement of these documents is usually chronological. They are all hemmed.

Certificates from the place of residence, medical certificates and other documents of secondary importance can be grouped into a separate file separately from personal files or placed in a "pocket" on the back of the cover of a personal file.

The inclusion in the personal file of orders (instructions) on leave, on a business trip, on retraining, advanced training or internship is not allowed.

Personal documents contain information not only about the hiring, transfer and dismissal of the employee, but also about his age, education, length of service, marital status, and many other information about his life and work. Given this, they can be used for socio-demographic research. In addition, as evidenced by the experience of studying personal files, they often find the documents needed to study the history of certain enterprises and institutions.

Documents of the personal file are not kept by years, and during the whole time of the person’s work at the enterprise and in the nomenclature of cases are not entered.

Consider the design of the cover of a personal file The title, which is located on the cover, must contain the full name of the company, case number, name, patronymic of the person to whom it is established, in the nominative case.

The date of filing (the day of hiring a person) and the end (the day of dismissal) of the personal file must be affixed. Since the case is a document of long-term storage, it must be enclosed in a hard cover and bound.

After the dismissal of the employee, the application for his dismissal, a copy of the order (instruction) or an extract from it, as well as other documents (letter of transfer to another job, application for dismissal, etc.), on the basis of which the order (instruction) was issued, recorded in the description. In the appendix to the personal file of the employee a record of his dismissal is made. After these procedures, the personal file is performing removed and stored in the personnel department for two years, then handed over for storage in the archives of the organization until the end of the total storage period – 75 years.

Access to personal files should be limited. They are in special storage along with classified documents.

As a rule, personal files are placed in safes or, as a last resort, in lockable iron cabinets specially adapted for this purpose.

The head of the personnel department, the personnel officer or the secretary is responsible for keeping personal files.

Personal files are issued for official use only to persons whose circle is determined by the head of the institution. It is not allowed to detain a personal file for more than one day, to take it out of the enterprise. In the case of using a personal file, it is forbidden to make any corrections to previously made records or make new ones, delete documents or attach new ones. It is not allowed to issue a personal file to the person to whom it is established.

To prevent the loss of a personal file, it is necessary to keep a control card in it, which is recommended to be kept in the form given in Annex __. The control card remains in the personnel department for the period of issuance of the personal file. After returning the latter, the return date is placed in the control card. The personal file returns to its place.

In the case of sending a personal file by mail, the date of sending, the addressee, the original number of the cover letter, the date of return of the case shall be indicated.

After the transfer of the personal file to the archive, the control card is destroyed.

The personal file is stored in the archive as an independent storage unit. In the case of transfer of an employee to another job, the personal file is usually not transferred. Exceptions are cases of transfer of a person from the enterprise to the enterprise of one system.

An employment contract is an agreement between an employee and the owner of an enterprise or an authorized body, under which the employee undertakes to perform work in a certain specialty, qualification or position, obey internal labor regulations, and the owner undertakes to pay wages and provide the necessary conditions. labor provided by labor legislation, collective agreement and agreement of the parties.

The employment contract is concluded on:

indefinite term; for a specified period by agreement of the parties; at the time of performance of certain work.

Concluded orally or in writing.

A special form of contract – a contract in which its term, rights, obligations, responsibilities of the parties, the conditions of material support and organization of work of the employee, the conditions of termination – are established by agreement of the parties. Concluded in writing in 2 copies. The contract may be extended or concluded for a new term 2 months before the expiration of the contract. The standard form of the contract was approved by the order of the Ministry of Labor dated 15.04. 94 No. 23, registered with the Ministry of Justice of Ukraine.

According to the resolution of the Cabinet of Ministers of Ukraine of March 19, 1994 No. 170 "On streamlining the application of the contractual form of employment contract" on April 15, 1994 by order of the Ministry of Labor of Ukraine No. 23 was approved, and on April 28, 1994 registered by the Ministry of Justice on No. 84/293 a typical form of contract with a worker.

Comments on filling in the standard contract form

An employee is accepted if he is the founder or a person who has invested any amount in the development of the enterprise. In all other cases, the worker is hired.

According to Art. 27 of the Labor Code of Ukraine, the probationary period may be 3 months, in some cases by agreement with the unions – b months.

It is necessary to specify all the functional responsibilities that the employee will have to perform in the relevant position.