Internal inventory of personal file documents - sample

What is an internal inventory of documents (cases)

An internal inventory is usually understood as a list of documents combined into a certain category (in document science, most often called a case), through which the documents are properly indexed, classified and numbered.
Cases of permanent and temporary (over 10 years) storage periods, as well as personnel files, after the end of the calendar year in which they were opened, must be completed, described and prepared for transfer to the organization’s archive. Drawing up an internal inventory of documents is one of the elements of filing a case (clause 4.19 of the Rules for organizing the storage, acquisition, recording and use of documents of the Archival Fund of the Russian Federation and other archival documents in government bodies, local governments and organizations approved by order of the Ministry of Culture of Russia dated March 31 .2015 No. 526).

The internal inventory form is given in Appendix 27 to Order No. 526 of the Ministry of Culture of Russia dated March 31, 2015. You can download its form and sample by clicking on the picture below:

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Features of compiling an inventory of personal files of employees

If a company accumulates documentation for each employee in separate folders, it needs to ensure that the employees’ personal files are kept track of and are kept safe. The inventory is compiled according to the same rules. The only difference is that the titles of such cases include the full name. employee.

Below is a sample inventory of personnel files for specific employees.

Similar forms can be organized throughout the year in the form of a journal consisting of stitched inventory sheets. In this case, all inventory sheets are numbered. The stitched magazine is certified by the signature and seal of the responsible person.

What are the specifics of personnel personal files?

A personal file is a set of personnel documents, which may contain sources such as:

• employment contract;
• employee personal statements;
• copies of personnel orders relating to this employee;
• instructions (on labor protection, job description);
• employee personal card;
• copies of diploma, certificate and other educational documents;
• characteristics and recommendations, etc.

IMPORTANT! The law requires that personal files be kept only for certain categories of employees. These are state and municipal employees, employees of internal affairs bodies. Accordingly, the requirements for the composition of personal file documents are established only in relation to these categories. For example, for civil servants, a personal file is collected as specified in clause 16 of the Regulations on personal data of a civil servant (approved by Decree of the President of the Russian Federation of May 30, 2005 No. 609).

In commercial organizations, decisions about the management of personal affairs are made by management and are enshrined in the company’s local documents. Consequently, the company also determines the composition of the case documents independently. At the same time, it is important to comply with the requirements of the law and not ask unnecessary things from employees. The list of documents that an employee presents when concluding an employment contract is contained in Art. 65 Labor Code of the Russian Federation.

Let's consider how to record these documents using the form from Appendix 27 to the Rules, approved by Order No. 526.

Rules for compiling case inventories for personnel

Personnel documents must be directly related to the registration and regulation of labor relations between the employee and the employer. Do not belong to this category of documentation (clause 3 of article 3 of the Federal Law of October 22, 2004 No. 125-FZ):

• orders of the manager received by the personnel service for execution, or other documents of an organizational and administrative nature;
• correspondence related to the regulation of labor relations;
• organizational and legal documentation (instructions, regulations).

All logs for registration and accounting are included in the personnel documentation. They must be named in the inventory.

It is better to compile one inventory of personnel affairs for each year. However, if the company is small and has a small volume of document flow, it is possible to create one similar register over several years.

It is not regulated by law whether to create one inventory for all types of documents or make a separate one for each category of documentation. The organization needs to make this decision itself.

For commercial companies that are not the source of the formation of state archives, it is necessary to draw up an inventory in at least 3 copies (clause 5.5 of the Rules).

There is no need to register the inventory in any journal when registering : it will be registered and assigned a number when placed in the archive.

Results

An internal inventory is, in most cases, a useful element of internal corporate document flow, since errors and inaccuracies are unacceptable when working with personnel documentation. However, it is important to remember that maintaining personal files of employees in commercial organizations is the right, not the obligation of the employer, and therefore it is necessary to take a reasonable approach to their formation.

You can familiarize yourself with the specifics of other types of inventories in the articles:

• “Procedure for filling out the inventory list (form)”;
• “Unified form No. INV-1—form and sample”;
• “We are preparing an inventory of documents for the tax office - sample”;

You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Unified order form for personnel

In 2004, the Federal State Statistics Service approved uniform forms for a number of orders on personnel: on hiring, on dismissal, on business trips, etc. In this case, each of these orders must be drawn up as a separate document.

As for the instructions that are not included in the unified list, when drawing them up, you must comply with the requirements of GOSTs - in particular, until July 1, 2022, GOST R 6.30-2003 “Unified documentation systems” is still in force. Unified system of organizational and administrative documentation. Documentation requirements."

At the same time, the law allows you to make some changes to them, in particular regarding details. If desired, the organization can add some of them, but it is prohibited to change those approved by the State Statistics Committee.

Drawing up inventories of personnel files

After the work on registration of personnel files has been completed (binding, numbering, drawing up a sheet - the witness of the case, filling out the details of the cover of the case), archival inventories are compiled. Summary and separate inventories

The inventory is a reference book containing a systematic list of cases, intended for their recording and disclosure of the content of documents included in the cases. The convenience of finding the necessary information about the length of service and wages of the organization’s employees depends on how accurately and completely the descriptive items are presented in the inventory of documents.

For documents on personnel, depending on their volume, type composition, file format and nature of use, both consolidated and separate inventories can be compiled.

For example, independent inventories can be compiled for orders for personnel, personal accounts or payroll sheets (sheets), personal files or personal cards of dismissed workers, unclaimed original personal documents of dismissed workers (work books, certificates, diplomas, certificates, etc.) etc.). The need to compile separate inventories for unclaimed personal original documents or personal cards (form T-2), personal wage accounts, as a rule, is caused by the peculiarities of their format and the nature of their use. From practice, we know that cases included in the inventory are stored in the archive in bundles or boxes in strict accordance with their serial numbers according to the inventory. Forming files of different formats into one bundle or box according to the inventory creates certain difficulties in working with them. Unclaimed personal documents, in addition to the fact that their format also differs from the format of the bulk of documents, upon application of their owners, must be handed over to them; the final entry in the inventory about the number of cases included in the inventory is constantly changing due to their disposal. The procedure for issuing original personal documents will be proposed to readers of the magazine in one of the subsequent issues.

As a rule, the title of each personal unclaimed document of a dismissed employee is entered in the inventory under its own independent number. At the same time, this category of documents is not formalized in any way (i.e., not numbered, not filed, etc.). An example of compiling an inventory of unclaimed original personal documents is given in Appendix No. 1.

A separate inventory is a list of cases with independent gross (ordinal) numbering.

Each inventory is assigned its own number, for example: inventory No. 1 l/s, inventory No. 2 l/s, etc. In accordance with the Basic Rules for the Operation of Archives of Organizations dated 02/06/02, an accounting number is assigned to the inventory according to the fund sheet in gross order. In this case, you must indicate the name of the inventory.

For example: “Inventory No. 1 of personnel files (orders) for 1980–1985”

, or
“Inventory No. 2 of personnel files (personal files) for 1980–1985,”
etc.

If the inventory consists of several volumes (parts), then each subsequent sections of the inventory will be continuations of the previous section, which is also specified in the title of the inventory.

If the organization’s documents have already been deposited in a state or municipal archive, then the number of each inventory is agreed upon with this archive. Drawing up an inventory of personnel files
Inventories of personnel files are compiled in triplicate according to the form established by the Basic Rules for the Operation of Organizational Archives (Appendix 2). Let's look at an example of filling it out.

In the “Name of organization” detail, we indicate its name that was at the time of creation of the documents included in this section of the inventory.

For example, during the period of organizing and describing documents, let’s say in 2000, the organization was called OJSC “Moscow Region”; the inventory includes documents for 1996–1999; the organization during this period had a different name. In this case, we indicate the name of the organization that it bore in 1996–1999. If for the period 1996–1999. Since the organization has repeatedly changed its name, we indicate its last name, which it had in 1999.

The next detail of the inventory is “Fund No. _____”.
If an organization is the source of acquisition of a state or municipal archive, then the fund number is assigned to them. Otherwise, we proceed as follows. If an organization stores only one archival fund, then there is no need for this detail. If the archive of an organization stores several funds, for example, its predecessors or subordinate organizations, the documents of which constitute independent funds, then each fund, in accordance with the list of funds, is assigned the next number in chronological order as it is received in the archive. When compiling a consolidated inventory of personnel files (i.e., for all their types and varieties of documents), the name of the inventory section is indicated in the table in accordance with the chosen scheme for constructing the inventory and systematizing the headings of the cases in the inventory.

The distribution of cases within the fund according to the divisions of the systematization scheme is carried out taking into account the following characteristics:

– chronological (by periods or dates to which the documents relate);

– structural (in accordance with the belonging of storage units to structural divisions); – nominal (types and varieties of documents).

As a rule, a chronologically structural scheme for systematizing case titles in the inventory is used.

In accordance with the nominal feature, the headings of cases in the inventory are systematized within each section and subsection in the following sequence:

– orders (instructions) for personnel; – lists of personnel; - Personal things; – personnel registration cards; – personal accounts of workers and employees for wages (salary statements); – unclaimed personal original documents of dismissed employees (in the absence of a separate inventory); – accident reports.

Let's consider an example of constructing a summary inventory in accordance with a chronological structural diagram (see Table 1).

Summary table
Table 1

When entering headers of cases containing personal files of employees (or personal cards) into the inventory, it should be remembered that they are included in the consolidated annual section of the inventory for the year of dismissal of the person for whom the personal file (or card) was opened. Within each year, the headings of these cases are organized alphabetically by last name.

The descriptive article of the case inventory includes the following elements:

– serial number of the case (volume) according to the inventory; – case (volume) index; – title of the case (volume); – dates of the case (volume); – the number of sheets in the case (volume).

In tabular form it looks like this.

Descriptive article

Now let's look at filling out the table columns in more detail. Column 1 contains the serial number of the case according to the inventory. Each case is entered into the inventory under an independent serial number, as described in detail above. If the case consists of several volumes, then each of them is entered into the inventory under an independent number (see example in Table 1 on p. 76: cases No. 1, 2 and 4, 5).

Column 2 contains the case index, which means the case index according to the nomenclature of cases.

Column 3 indicates the title of the case. We remind you that the titles of cases are entered into the inventory in accordance with the accepted scheme for their systematization. The title of the case is entered in the inventory in exact accordance with the title indicated on the cover of the case. There shouldn't be any discrepancies. When adding consecutive cases with the same headings to the inventory, the title of the first case is written in full, and all other similar cases are designated with the words “Same”, while other information about the cases is entered into the inventory in full (cases No. 13, 15, 18 and 19 in Table 1 on page 77). It should be remembered that on each new sheet of the inventory the title is reproduced in full.

Columns 4 and 5 include information about the deadlines and the number of sheets that are transferred from the cover of the case.

The “Note” column of the inventory is used to make notes about the disposal of cases, features of the physical condition of documents, etc. At the end of the inventory, following the last descriptive article, a final record is filled in, which indicates (in numbers and in words) the number of cases, the first and last case numbers by inventory of cases, and also specifies the specifics of numbering of cases in the inventory (presence of lettered and missing numbers).

In accordance with the rules of operation of archives of organizations, it is allowed to include in the inventory the headings of additionally discovered cases, which are included in the inventory under letter numbers in accordance with the accepted systematization scheme or at the end of the annual section.

If necessary, a preface, title page, table of contents, index and list of abbreviated words are compiled for the inventories. How to do this correctly, as well as the procedure for coordinating and approving inventories of personnel files will be discussed in the upcoming issues of the magazine.

Annex 1

Appendix 2