Personnel accountingand paperwork from scratch - 2018 step-by-step instructions are now available to our readers. Organization personnel document flow at the enterprise since March 2014, it has been regulated by the new GOST, which all personnel officers must follow.

Personnel records: who is responsible for maintaining personnel records

HR records management carried out at each enterprise where it is used wage labor. How to start personnel records at an enterprise that has just registered? In a newly created enterprise, the management of personnel records management from scratch usually falls on the shoulders of the head. In order to secure such functions for himself, the director, approved by the participants (shareholders) of the company, issues an order appointing himself responsible for maintaining personnel records.

Subsequently, when hiring a specialist who will be entrusted with personnel records in an organization, including work with personnel, he can be charged with the corresponding amount of work. This is done by issuing an order, which assigns responsibility for maintaining this area of ​​work to a specific employee. Also, these duties are prescribed in the job description, with which the employee gets acquainted with the signature.

Personnel records management in 2018, as before, must be carried out in compliance with Labor Code, office work instructions and other legislative and local documents. Responsibility for personnel records in case of violation of the law and / or internal orders of management is assigned to the guilty person in the form of disciplinary sanctions.

Instructions for HR records management 2018 - download or develop it yourself?

The instruction on personnel records management is not normatively approved, therefore, to maintain personnel records and workflow, it is recommended to follow GOST R 7.0.8-2013, approved by order of Rosstandart dated October 17, 2013 No. 1185-st and entered into force on March 1, 2014.

There is no single template for instructions on personnel accounting and office work, but there is personnel accounting from scratch step by step with the recommended steps for organizing personnel workflow and accounting at the enterprise. Thanks to this step-by-step plan, it is easy to outline the sequence of actions and navigate the scope of work.

We recommend that you familiarize yourself with the step-by-step instructions below, which will help you organize personnel records from scratch. In the future, based on the studied material, it is possible to develop own plan action and follow it.

What does a step-by-step guide to HR administration look like?

So, let's move on to the consideration of step-by-step instructions for personnel office work from scratch. Here is a detailed step-by-step plan that will allow you to create your own personnel service, starting with the registration of the first employee at the enterprise - the director. And therefore it is important from the very beginning of the company's activity to streamline personnel records.

Stages of organizing personnel records at the enterprise:

1. Creation of a regulatory and information base.

To begin with, it is worth deciding which regulations will be in demand in the work of the personnel officer. Certainly it is:

• Labor Code - it contains the main points on the regulation of working hours (ch. 15-16, 22), the duration and frequency of holidays (ch. 19), payroll (ch. 21), the basic rights and obligations of employees and employers are described;
• resolution of the State Statistics Committee dated 04.01.2001 No. 1 - all forms are presented here primary documents required in personnel records; their use today is not mandatory, but still desirable, since they take into account all the necessary columns and details; at will, any user can make changes to these forms, retaining only the required details;
• government decree of April 16, 2003 No. 225, which will help in working with work books; this document is the main one for the employee, since it confirms his seniority;
• management manual military registration at enterprises, approved by the General Staff of the Armed Forces of Russia on April 11, 2008 - these recommendations will help personnel to get used to the mandatory maintenance of military records of employees at enterprises;
• order of Rosstandart of 10/17/2013 No. 1185-st, resolution of the State Standard of 03/03/2003 No. 65-st (this resolution is valid until 07/01/2017, from 07/01/2017 GOST R 7.0.97-2016, approved by order of Rosstandart of 12/08/2016, is applied No. 2004-st), order of the Ministry of Culture of 08.25.2010 No. 558 and government decree of 06.15.2009 No. 477 - these documents will help you find out what standards exist in Russian office work and archiving.

Each employee responsible for personnel records management needs to be provided with access not only to the specified regulations, but also to other legislative acts that may be required in the course of work. Also, the personnel officer must follow the latest changes and updates in regulations. To do this, it is necessary either to provide independent monitoring of legislation, or to purchase access packages to various information bases.

In order to ensure a high level of personnel records management in enterprises with a large staff, special HR software may also be required to organize a personnel management system and maintain personnel records.

You can read about one of these programs in our article. "Where to download the program for personalized accounting?" .

1. Acquaintance with the statutory documents of the company.

The charter necessarily details the conditions for applying for the work of a director (general director, board of directors) - the executive body of the company. Also in this constituent documentation, the main conditions for the term of work of the head are prescribed. In addition, the personnel officer must be aware recent changes included in the charter, in case the owners of the company accept personnel issues.

1. Employment of a leader.

The first employee, whose registration is carried out at the newly created enterprise, is, of course, the manager. So, on the basis of the protocol approved by the owners of the company, an order is issued, which indicates the date when the head begins his duties. This will be the first personnel order issued by the enterprise.

In the future, the personnel officer must ensure the chronological order of issued orders. Supervisory authorities, when checking working conditions and personnel issues, pay close attention to the numbering of orders so that there are no cases when orders were issued retroactively.

1. Listing personnel documents who will be involved in personnel records management at the enterprise.

We list the main documents that are involved in personnel records at any enterprise with employees:

• rules relating to intra-organizational labor regulations;
• personnel structure of the organization;
• staffing;
• vacation schedule;
• documents related to the protection of personal data of employees.

in number binding documents includes such primary accounting documents created for each employee, as well as registers, such as:

• labor contracts;
• book on accounting for the movement of work books;
• a book on accounting for the forms of work books and the forms of these documents themselves, which are often drawn up at the enterprise when an employee enters the first place of work;
• time sheet;
• personal cards of employees;
• personnel orders, which are usually stored along with the grounds for their issuance (statements, official (report) notes, acts, etc.);
• job descriptions and other documents;
• register of inspections by regulatory authorities.

The employment contract form is available on our website - "Unified form No. TD-1 - Employment contract" .

The following documents may also be issued:

• collective agreement;
• provisions on bonuses, certification, trade secrets, etc.

1. Approval of personnel documents and their forms from the head of the enterprise.

If there are comments on the form of documentation, the personnel officer must eliminate them and agree on the forms of documents again. Documents that affect not only personnel records, but also accounting, should also be reflected in the accounting policy of the enterprise.

All the necessary information on personnel records is available on our website in the section "Salaries and Personnel" .

1. Purpose responsible person for the maintenance and accounting of work books.

This may be one person responsible for maintaining personnel records, or a separate employee responsible for storing and accounting for issued and incoming work books can be identified. An appropriate order is issued on the appointment of a responsible person.

1. Hiring employees.

This is the final stage in maintaining personnel records from scratch. Now, for each employee hired, a HR documentation package is created, usually including labor contract, The order of acceptance to work, job description; a work book is accepted / drawn up, a personal card is filled out, an agreement on non-disclosure of personal data and other documents is signed.

Then other personnel documents are drawn up on the regulation of the working day, the calculation and payment of wages, the accounting of vacations, the registration of sick leave, business trips, etc.

You can learn about the retention period of personnel documents from our article.

1. Synonyms for personnel records- this is the maintenance of personnel documentation.
2. Personnel accounting is a regulation labor relations between the worker and the employer. All movements of workers in any organization or individual entrepreneur will be taken into account according to the Labor Code in Russia on the basis of the first personnel business papers.
3. Personnel records include:
   • creation of labor agreements, special instructions;
   • fixing various orders (for example, hiring a worker for a position);
   • registration of cards that will be compiled for each worker;
   • maintaining the so-called personnel registers;
   • timesheet management.

Required personnel documents for LLC

In order not to fall under liability before the law, it is necessary to know what documents the organization must have.

Dear reader! Our articles talk about typical ways to resolve legal issues, but each case is unique.

If you want to know how to solve exactly your problem - contact the online consultant form on the right or call by phone.

It's fast and free!

What should be:

• Minutes that the Society was formed.
• The decision of the founders themselves that the LLC was created.
• Conclusions from the control authorities.
• Business paper that fixes state registration established firm.
• Documents that establish the right and confirm the presence of the Company's existing property.
• Special papers that are related to production valuable papers, including bonds.
• Regulations on the created branches of the organization.
• List of affiliates.
• Special protocols on meetings and meetings of LLC bodies.
• Other business papers that are provided for by law.

Groups of personnel documents

Personnel documents, by target affiliation, are divided into 2 broad groups:

1. Business papers that are fixed with the implementation of methods for managing the enterprise of labor and personnel(for example, paragraphs about structural divisions and rules on labor regulations in the enterprise, as well as others).
2. Business papers that are associated with accounting for the personal number of workers(relate to them: orders for admission to a position or transfer to another and others).

Kinds

All personnel documents are divided mainly into 5 types:

• Business papers that certify labor activity(such papers are stored in the personnel department of the enterprise, and this includes: a worker's work book, an employment contract, and more).
• Administrative business papers (this includes orders and orders of the leading person himself).
• Correspondence on service (internal).
• Journals for accounting and registration (this includes: on the admission of new workers or their transfer, a journal that fixes employment contracts).
• Informative and settlement business papers (this includes: a time sheet, a worker's card, and others).

Remember! Accounting for all personnel documentation is observed by the personnel department in the organization.

Documents that are really necessary for the personnel records of an LLC:

• Regulations on the structure of the enterprise.
• Established standards at work.
• Purpose of establishing an LLC.
• Instructions for each position that are developed must be according to the rules.
• Travel instructions.
• An item on the personnel of the organization, on vacation, on the procedure for obtaining certificates, on hiring or firing workers, on trade secrets, on time records, on benefits provided to workers, on liability, on the training of workers and their certification.
• Regulations on the selection of specific personnel (plus a scheme for this).
• Work instructions.
• Items on payment of sheets for temporary disability of employees and employees in the organization, as well as on remuneration, payment of bonuses, etc.
• Regulations on the procedure for passing through the probationary period, on software and access to the Internet, as well as for existing departments (including for accounting).

Unified forms for personnel records

Main unified forms for personnel records:

1. T-1"Decree on the employment of a worker."
2. T-2"Worker's card, his own data."
3. T-3"Staff Schedule".
4. T-4"Card for accounting scientific, scientific and pedagogical worker."
5. T-5"Decree on the transfer of a worker to another job."
6. T-6"Decree on the provision of leave to the employee."
7. T-7"Vacation schedule".
8. T-8"Decree to stop labor agreement with the worker.
9. T-9"Decree on sending an employee on a business trip."
10. T-10"Travel Certificate".
11. T-11"Employee Incentive Decree"
12. T-1a"Decree on the hiring of workers."
13. T-2GS(MS) "Personal card of a state (municipal) employee."
14. T-5a"Decree on the transfer of workers to another job."
15. T-9a"Decree on sending employees on a business trip."
16. T-11a"Decree on the encouragement of workers."
17. T-10a"Service task for sending on a business trip and a report on its implementation."
18. T-6a"Decree on the provision of leave to employees."
19. T-8а"Decree on the termination of the labor agreement with the workers."

Step-by-step instructions for creating personnel records in an LLC from scratch

1. Before you tackle HR documentation, stock up on special manuals(you can use the portals "Consultant +" or "Garant"). There are current regulations.
2. Here you need to pay attention to the constituent business papers of the organization. It will be necessary to start with the hiring of the director of the enterprise. Study the Charter of the organization itself (here is the procedure for hiring a director, salary, term of work books, etc.)
3. What are the required business papers for an employer?
   • Rules on the internal labor schedule, staffing of the enterprise.
   • Schedule of all holidays, work books, as well as certain employment contracts.
   • and in it, as well as a special book where income and expenses are recorded.
   • Time sheet, work cards (personal), the form of settlement paper, which is approved by the head of the enterprise.
   • Business papers on the processing of personal data of workers, payrolls and all orders, etc.
4. The process of becoming a director. From the decisions of the founders, you learned the date from which the director took office and began to fulfill his duties, therefore, the date should not be different in the end. Then an employment contract is constructed.
5. Creation of the basic rules of the labor schedule in the organization, as well as the staffing table and other local acts (for this, use a specific program). The main thing is to check everything for typos or errors!
6. Here we fill out forms for an employment contract with workers and other documentation(there should already be information about positions, salaries and the amount of time to work).
7. You need to consider the tasks of maintaining the work books themselves(except for the director, no one has yet been employed, therefore, all responsibility for keeping books lies with him).
8. There is already a process of hiring new workers.

Penalties for failure to maintain personnel records

First of all, it all depends on the position of the inspector and the severity of this violation. In case of violation of certain legislation, the fine can range from 5 minimum wages to 50 minimum wages. In general, in case of repeated violation, it will be possible to remove the responsible person with a period of 1 to 3 years.

On this, the article will be completed. Thanks for reading!

Changes in personnel records management in 2016 and those that will come into force in a few days are quite significant. These are new rules for hiring individual employees, and simplified personnel records for micro-enterprises, and changes in the rules for assessing the level of qualifications of employees. Let's look at the main innovations that every personnel officer needs to know about.

1 Simplified personnel records in micro-enterprises

Starting next year, thanks to Federal Law No. 348-FZ of July 3, 2016, personnel records for micro-enterprises will be simplified. The management of such companies may fully or partially refuse to approve local regulations containing regulations labor law. We are talking, in particular, about the rules of internal labor regulations, provisions on wages and bonuses, shift schedules and other personnel local regulations.

At the same time, entrepreneurs will have to include all the conditions regulated by the above documents directly into the employment contract, the standard form of which was approved by government decree No. next year nothing will change.

Only companies that have the status of a micro-enterprise can forget about local regulations. It can be both legal and individual, which has no more than 15 employees, and income for the past calendar year does not exceed 120 million rubles. If individual entrepreneur or the company loses the status of a micro-business entity, within four months he/she will have to complete all the “traditional” personnel documents.

2 Independent qualification assessment

From January 1, 2017, the rules regarding independent evaluation qualifications. This is a kind of verification of the professional training of employees for compliance with established standards and qualification requirements. Personnel workers should remember that the Federal Law of July 3, 2016 N 239-FZ obliges the employer to provide an employee sent for a qualification assessment exam with all the guarantees established by labor legislation, collective agreement, agreements and other local regulations. That is, such an employee retains the place of work and the average salary, he is also reimbursed for travel expenses.

Since passing an independent qualification assessment is a paid matter, the legislator has provided the opportunity to compensate for the costs incurred. If the employee pays for the trip and the cost of the exam on his own, then he has the right to a personal income tax deduction for the amount of expenses incurred, but not more than 120 thousand rubles. If the employer paid for the qualification assessment, he is allowed to attribute all the costs associated with testing to other costs associated with the production and sale of goods (works, services).

Note that next year the qualification exam will not be mandatory. At the same time, officials do not hide the fact that they plan to develop a list of positions for which only persons with relevant test certificates can apply.

3 Additional help for employment

Starting next year, the list of documents required for concluding an employment contract is expanding. Following the requirements of Part 1 of Article 65 of the Labor Code of the Russian Federation, personnel officers are now requesting from persons applying for work an identity document, a work book (if any), SNILS, military registration documents, education data. In certain cases, a certificate of criminal record and other documents established by federal law are required. From January 1, 2017, in accordance with federal law dated July 13, 2015 N 230-FZ, the list of additional documents is supplemented by a certificate on whether the person was subjected to administrative punishment for the use of narcotic drugs or psychotropic substances without a doctor's prescription or new potentially dangerous psychoactive substances. Such paper will be needed when applying for a job related to activities to which persons subjected to administrative punishment for drug consumption are not allowed.

4 Permissible share of foreign workers

Personnel officers should also be aware of the allowable share foreign workers set for next year. The relevant Decree of the Government of the Russian Federation of December 8, 2016 N 1315 states that it is allowed to attract up to half of foreigners from the total number of employees in the field of growing vegetables. This restriction does not apply to the Krasnodar, Stavropol and Khabarovsk Territories, Astrakhan, Volgograd, Voronezh, Lipetsk, Moscow, Rostov and Saratov Regions.

It is allowed to attract up to 25% of foreign workers to the sports sector, and in a company engaged in retail trade in specialized stores alcoholic drinks and tobacco products, foreigners should be no more than 15% of the total number of employees.

As in 2016, foreign workers are not allowed to pharmaceutical work, as well as to retail in non-stationary shopping facilities, in markets and other retail trade outside shops, stalls, markets.

At the same time, the allowable share of foreign workers in the field of land passenger transport is being reduced. Profile companies employing people from other countries need to ensure that their number does not exceed 30% of the total number of employees, that is, 10% less than in 2016. Organizations in the field of road freight transport reduced the share of foreigners from 35 to 30 percent.

Recall also that from June 1, 2017, a ban on the admission of drivers with foreign rights will come into force. Organizations that have employees with driver's licenses issued in other countries should take care in advance that, starting next summer, do not violate the law.

5 Increase in the minimum wage and regional minima

The minimum wage, as you know, is used to pay and calculate benefits for temporary disability, pregnancy and childbirth, as well as for other purposes of compulsory social insurance. From July 1, 2016, the government raised this figure to 7,500 thousand rubles. In addition, Federal Law No. 460-FZ of December 19, 2016 approved a parameter that will be effective from July 1, 2017. It will amount to 7800 rubles.

At the same time, an increase in the minimum wage in a particular region should be taken into account. If the salary at the enterprise is lower than the one established for the subject, it is necessary to make an increase. Otherwise, according to the rules introduced by Federal Law No. 272-FZ of July 3, 2016, the company faces large fines, and its officials- monetary sanctions and even disqualification for up to 3 years.

6 New deadlines for filing claims for labor disputes

Federal Law No. 272-FZ also extended the time limits for filing a lawsuit in connection with non-payment or incomplete payment of wages and other payments due to an employee. From October 3, 2016, an “offended” employee has the right to go to court within one year from the date of due date payment of said amounts. Previously, a complaint could only be filed with the court within three months, which allowed unscrupulous employers to get away from full settlement with their subordinates, especially if they quit.

Recall that the reason for filing a claim may be low compared to the regional minimum wage, violation of the terms of its payment, refusal to pay compensation in the amount of 1/150 of the key rate of the Bank of Russia for the delay in the funds due.

7 Electronic sick leave

Officials insist that next year there will be the new kind documents confirming the temporary disability of citizens - electronic sick leave. The corresponding bill has already been approved in the first reading by the deputies and after the New Year holidays the document can be adopted in its final version.

This does not mean that the authorities will abandon the traditional paper hospitals: far from all medical institutions have the appropriate material base to connect to the automated information system and enjoy electronic signature. However, since the introduction of a new type of disability certificates, personnel officers and accountants should have much less work to do. Electronic document much harder to fake, it can always be verified. Moreover, new system will simplify interaction with the FSS, which, even after the transfer of rights to administer insurance premiums, will continue to monitor the correct calculation of social benefits.

8 Professional profile "Personnel and Accounting" in Consultant Plus

In the fall of 2016, the developer of the Consultant Plus program released an update with which all HR workers got the opportunity to customize the program "for themselves" with one click. The novelty was called "professional profile for accounting and personnel." Its task is to simplify the work of specialists and optimize the time to search for materials on the right topics. .

And what changes, approved by the authorities this year, seem significant to you? Be sure to share with us and your colleagues in the comments to this material so that we can talk about it in detail.

HR management from scratch: step by step guide 2019

HR MANAGEMENT FROM ZERO:

a short approximate step-by-step guide to setting up personnel records management in a newly opened company

(if you want to clean up an already running campaign, then another step-by-step guide is more suitable for you - restoration of personnel records >>)

If you were instructed to deliver in a newly opened company HR management from scratch, and you have little experience in this area (maybe you are the creator, leader and so far the only employee of a new company, a novice personnel officer, or in general an accountant or office manager who was "hung" with personnel, or a novice entrepreneur), then our guide will surely help you. It is made simple and accessible, especially for beginners in the personnel business.

And by all means The rich stocks of our website will help you :

• free reference base on personnel records management: 25 main step-by-step procedures (hiring, vacation, dismissal, etc.), 200 samples of documents on personnel, the block "Employment books" (sample filling and consultations), 5 manuals on personnel matters, consultations, articles on personnel) and much more;
• a large reference base available to subscribers of the "HR Practitioner" magazine (the price is affordable for everyone >>): 140 step-by-step instructions on personnel work, more than 1000 samples of personnel documents, bins of consultations and articles, a course on the basics of personnel records management, a bookshelf, etc .;
• our best HR books.

So, you have been assigned personnel. Where do we start?

1. Let's stock up on the necessary laws, special literature and programs. All this you will need in your work.

• Needed Violation of labor laws can lead to big fine. Therefore, knowledge and compliance with labor laws must be approached responsibly.
• From special literature we are pleased to offer you manuals (you can download for free) and our best HR books. The storerooms of the reference databases of the site will also be useful.
• Discuss with management the issue of acquiring a program in which to conduct personnel accounting. There are many such programs, and many specialized ones are very, very convenient. Some somehow bypass the functionality of 1C. But most companies keep personnel records according to tradition in 1C. The fact is that there are plenty of 1C support specialists in any city, but you will not find specialists in supporting other programs everywhere.

2. We take copies of the founding documents of the organization from the management and carefully study them.

Personnel documents must comply founding documents firms, and do not contradict them in any way. Read in the Charter the procedure for hiring a director (you will be hiring him) and the procedure for setting his salary, the period for which an employment contract can be concluded with him - some features may be spelled out in the Charter. Sometimes the Charter prescribes the procedure for hiring key executives and establishing remuneration systems for them (for example, with prior approval general meeting founders), and even the procedure for approving the staffing table.

3. We determine the list of documents that should be on the site personnel work, and which we will compose.

It is clear that you will draw up the documents required by law in any case. Check with management which of the optional documents you will prepare for the company. You can also check with the director in advance which special conditions he wants to see in the internal labor regulations, other local regulations, in the forms of employment contracts.

If your company is a micro-enterprise, then according to 309.2 of the Labor Code of the Russian Federation, you may not draw up some documents:

"The employer is a small business entity, which is classified as a micro-enterprise, has the right to refuse in whole or in part from the adoption of local regulations containing norms of labor law (rules of internal labor regulations, regulation on remuneration, regulation on bonuses, shift schedule, and others). At the same time, in order to regulate labor relations and other relations directly related to them, an employer - a small business entity, which is classified as a micro-enterprise, must include in labor contracts with employees conditions regulating issues that, in accordance with labor legislation and other regulatory legal acts containing norms labor law, should be regulated by local regulations..."

4. We make out the director

Check if the director is registered ( general manager) properly. If not, then first of all we draw up a director. He is the first worker! From the documents it should be clear from what date the director has been working. A step-by-step procedure for applying for a director’s job is in a large reference database and in the “Package of Personnel Officer”, the necessary sample documents, thematic consultations there.

5. We draw up a staffing table, internal labor regulations, other local regulations (see table from paragraph 3).

Surely the company does not yet have a staffing table and internal labor regulations and other local regulations. We compose them. All these documents are coordinated with the director. We take into account the comments and wishes of the director, check whether they contradict the law. Ready-made versions of these documents are agreed in statutory order (if necessary, taking into account the opinion of the representative body of employees), then the head of the company approves them. We have many examples of such documents freely available on our website. There are many more such samples and thematic comments on them, step by step procedures their statements are in a large reference database and in the “Package of Personnel Officer”. On our website in free access you can read a new useful article " Staffing: form and content". We recommend that subscribers of the magazine "Practitioner-Practitioner" read the article: " We draw up internal labor regulations: legal, thoughtful and beneficial to the employer" and see templates of local regulations.

6. We are developing a standard form of an employment contract, which will be concluded with employees.

For subscribers of the journal "Practitioner-Practitioner" we recommend a training manual: "We hire an employee: personnel issues". From it you will learn, among other things, which conditions are favorable for the employer to include in the employment contract, and which conditions, on the contrary, are undesirable and dangerous.

7. We are preparing other documents that we will need to conduct personnel work in the future:

We prepare accounting books, registers, timesheets, order forms, liability agreements, etc.

8. We decide with the management the question of who will keep work books .

If the employees have not yet been hired, then the head of the organization (director) will have to keep work books first. An order is issued for this. On our website there is a sample order for the head of the organization to take responsibility for maintaining, storing, recording and issuing work books. Such an order is mandatory, this is a requirement of the Decree of the Government of the Russian Federation. Failure to do so may result in a fine for the employer. Subsequently, the director may transfer these powers to the accepted personnel officer, also by order. On our website there is a form of order on the appointment of those responsible for the maintenance, storage, accounting and issuance of work books >>

9. We arrange for the work of employees.

Then the employees will begin to work and the phase of everyday work will begin for the personnel worker, you will need to keep a time sheet, draw up a vacation schedule, arrange vacations, apply incentives and penalties, business trips, combinations, dismissals and much more ... In all this, you will be helped by the resources of our site.

The Human Resources Department is one of the most important links in any modern organization. Only thanks to the specialists of this service is it possible effective management the activities of the enterprise.

HR records management from scratch, step by step instructions

But in order to properly organize its functioning, it is necessary:

• clearly define official duties employees responsible for the development and preparation of the necessary documents; to know the rules for the formation executive bodies and appointments
• leaders;
• correctly recruit new employees, transfer them and dismiss them;
• work on the basis existing laws in the field of personnel office work;
• create the necessary acts and regulations at the enterprise level.

To organize quickly and competently efficient operation the personnel department is recommended to develop and use a special algorithm for performing the necessary actions.

Who is in charge of the business in the company?

Before you create a plan for organizing an effective workflow, you need to decide on the performer of the role of a personnel specialist. Even in a small enterprise, for intra-organizational document management, the position of a secretary or clerk is usually included in the staffing table.

There are two main reasons for this:

• large volumes of documentary work with which the responsible person operates daily;
• the need for a narrow specialization in working with documents, it is desirable that the assigned employee has an education in the specialty of a secretary-referent, personnel manager or clerk.

Of course, in practice it is permissible to assign additional responsibilities someone who also works with documents, such as a lawyer or accountant. However, this can seriously reduce the efficiency of the employee's main activity, since office work requires a lot of attention.

It is possible to overload the person in charge and the appearance fatal errors in his work. Therefore, most often preference is given in favor of introducing a separate position.

Stages and walkthroughs

The organization of any system of personnel records management will consist of the following stages:

Required Documents

To establish a stable work of the clerical service, you will need to create the following documents:

• Staff schedule. Contains information about the positions that exist in the organization. To draw up a document, it is necessary to refer to the current legislation, since its form is completely unified for all enterprises in the territory of the Russian Federation;
• Time is a valuable resource. In order not to waste it on manually compiling a new contract or job description each time, you should prepare templates for each position from the staff list;
• Creating a nomenclature of cases or making changes. The nomenclature of cases is usually called a list of all types of documents created in the organization and an indication of their location and storage periods. Usually it contains many sections, one of which should be devoted to personnel records management;
• Internal labor regulations, according to which the daily work order, rest time and much more will be organized.

Registration of the head

If the organization has not yet appointed a leader, then this will be done first. He will be:

• form administrative staff;
• register constituent documents;
• sign organizational and administrative and other documents.

Registration of the head takes place in accordance with the decision that the founder makes in a collegiate manner or individually. They issue an order in respect of the person appointed by the first person of the enterprise.

Regulations

For proper organization the work of the personnel records management service, it will be necessary to use the main regulations current legislation:

Accounting documents

There are several main types of accounting documents, due to the maintenance of which the proper procedure for document flow is ensured:

• Accounting sheet (or book) of the personnel of the enterprise. It is entered brief information on the number of employees;
• Registration journal of labor contracts. Allows you to track the conclusion of all contracts with employees. Keeping this journal ensures the reliability of document storage. Nothing will be lost without a trace, it can be used to track the presence or absence of labor agreements;
• The registration log necessary for the operational tracking of personnel changes;
• Journals of accounting for incoming and outgoing shipments. In them you can see the history of various business correspondence and clarify the sending or receiving of various letters;
• Accounting book of personal cards, which contain information about forms with personal data of employees. It is needed when there is a need to study the personal data of an employee.

Labor books and their storage

Work with work books has two main features that must be considered.
An employee who is hired must provide his book to the employer. She will be kept by him until the termination of the employment contract.

If the work at the enterprise is part-time, then the book is not transferred for storage, however, its certified copies from the main place of work are provided.

In this document, the secretary makes a note that the employee has been hired by the organization, indicates its organizational form and name. Then this record is certified by the head of the enterprise.

Registration of employees

In order to properly register an employee, it is enough to follow a simple algorithm:

• Take a statement from the employee in which he will indicate information about what position he is applying for, what size of the rate he is interested in, and from what date he will start working.
• Obtain from the employee the necessary copies of documents, such as passport, SNILS, TIN, Bank details for payroll.
• Conclude an employment contract and issue under personal signature job description. These documents establish legal connection between employee and employer.
• Keep a personal file, which will include an application and copies of documents. Fill out a card in the T2 form, in which to write down all the necessary information.
• Issue an order according to which the employee is hired.

Conclusion

Thus, in order to create a personnel records management service, it is enough to use the above instructions for organizing its work. The main thing when creating such a service is to rely on the provisions of the current legislation and take into account the needs of the enterprise, depending on its organizational features.

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