Employee's personal file: procedure for formation and maintenance

A personal file (PD) is a collection of all documents relating to a specific employee. They are usually kept in a separate folder for each person. In order to have accurate information about the securities contained in it, a register of them is compiled.

The list of papers, as well as the preparation of a personal file inventory in 2022, are not regulated for private organizations. They are allowed to determine the procedure for forming and maintaining LD. It largely depends on the specifics of the job or category of the employee.

When determining the list of materials that must be contained in a civil servant’s LD, attention should be paid to Art. 20, 22, 24, 26, 49 and others. Federal Law of July 27, 2004 No. 79 “On the State Civil Service of the Russian Federation.” They contain a list of papers related to the appointment of a citizen to a civil service position and its completion.

ConsultantPlus experts examined how to manage personal files of employees without violating the law on personal data. Use these instructions for free.

For whom is the inventory required?

In accordance with the law, maintaining employee records is not the responsibility of every employer. Such cases should be formed by the personnel services of organizations of state and municipal subordination. The requirement to compile lists of documents contained in them is contained in the “Rules for the operation of archives of organizations.” In practice, this register greatly facilitates the search for the necessary papers when working with an employee’s ID.

The answer to the question of when an inventory of an employee’s personal file is made should be sought in the accounting policy or other local regulatory act of the organization that determines the procedure for working with employee documents. Usually it is drawn up before submitting the LD to the archive.

Storing personal files of employees

The employer is obliged to take the necessary organizational and technical measures to protect the personal files of employees from unauthorized or accidental access to them. Storage of personal files must prevent their destruction, modification, copying or distribution.

Specific features of storing personal files are determined by organizations and individual entrepreneurs independently. Personal files are kept by responsible employees of the accounting department or personnel department.

Personal files may be stored in safes or locked rooms inaccessible to third parties. The premises must be fire safe, guaranteed against flooding, and have an emergency exit.

Personal files of employees must be kept for at least 75 years (Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558). The personal files of dismissed employees are not destroyed, but are transferred for storage to the organization’s archives.

Who compiles the register

As a rule, a list of documents available in the personal file of employees of a preschool educational institution or other institution is compiled by the employee who is responsible for maintaining the records (HR inspector, personnel specialist, etc.).

ConsultantPlus experts examined what documents should be stored in a personal file and whether the personal file should contain the employee’s consent to the processing of personal data. Use these instructions for free.

The procedure for maintaining personal files of teaching staff in the institution; methodological development on the topic

The procedure for maintaining personal files of teachers and employees

MBOU gymnasium No. 2

1. GENERAL PROVISIONS

1.1. The procedure determines the management of personal files of teachers and employees of the institution.

1.2. The procedure is developed in accordance with:

• Decree of the President of the Russian Federation of May 30, 2005 No. 609 “On approval of the Regulations on the personal data of a civil servant of the Russian Federation and the management of his personal file”;
• Federal Law of July 27, 2004 No. 79 – Federal Law “On the State Civil Service of the Russian Federation”;
• Labor Code of the Russian Federation;
• Collective agreement of the educational institution;
• Charter of the gymnasium.

1.3. The management of personal files of teachers and employees is entrusted to the person responsible for maintaining personnel records.

2. FORMATION OF PERSONAL RELATIONS OF EMPLOYEES

2.1. The formation of personal files of teachers and staff of the gymnasium is carried out immediately after admission to the educational institution or transfer of teachers and staff from another educational institution.

2.2. In accordance with regulatory documents, the following documents are included in the personal files of teachers and employees of the gymnasium:

• Application for a job;
• Autobiography;
• A copy of a passport or other identification document;
• A copy of the pension insurance certificate;
• A copy of the taxpayer identification number;
• Copies of education documents;
• Copies of documents confirming qualifications or special knowledge;
• A copy of the work record;
• Copies of military registration documents (for persons liable for military service)
• A copy of the marriage certificate;
• Copies of children's birth certificates;
• Copies of awards documents;
• Copies of certification sheets;
• Copies of course completion certificates, expert opinions.

2.3. An internal inventory of documents available in the personal file is mandatory.

3. PROCEDURE FOR MAINTAINING PERSONAL AFFAIRS OF TEACHERS AND STAFF

3.1. The personal files of teachers and employees of the institution are maintained throughout the entire period of the employee’s work.

3.2. Maintaining a personal file includes:

• Placing documents to be stored as part of personal files in chronological order:

- Statement;

— Personal sheet for personnel records (updated every 10 years of work);

— Addition to the personal sheet for personnel records (updated if there are significant changes in personal data);

- Personal card;

— Autobiography (updated every 10 years of work);

— Copies of educational documents;

— A copy of the employment order;

— Documents on increasing the qualification level: certification sheet, certificate of completion of courses, expert opinion;

— Copies of documents on awards and encouragement;

• Photocopies:

— passports (pages with personal data, place of registration);

— military ID (for persons liable for military service);

— certificate of marriage, divorce (if available);

- birth certificates of children;

— insurance certificate of the pension fund;

— Taxpayer Identification Number

• An annual check of the personal files of teachers and employees of the institution for the safety of the documents included in it and timely completion.
• Sheets of documents filed in a personal file to be archived are numbered.
• The personal file is registered in the journal “Accounting for Personal Affairs”
• Work records and medical records are stored separately in a safe.
• Job descriptions are stored in a separate OU folder.

4. PROCEDURE FOR ACCOUNTING AND STORING PERSONAL RELATIONS OF TEACHERS AND STAFF

4.1. Storage and recording of personal files of teachers and employees of educational institutions are organized with the aim of quickly and accurately searching for personal files, ensuring their safety, as well as ensuring the confidentiality of information contained in personal file documents from unauthorized access:

• Work records and medical records are stored separately in a safe.
• Job descriptions are stored in a separate OU folder.

• Employees' personal files are kept in a safe.
• Only persons determined by order of the director have access to the personal files of teachers and employees of educational institutions.
• Systematization of personal files of teachers and staff is carried out in alphabetical order.
• Personal files of teachers and school employees are kept for 75 years from the year of dismissal of the employee.

5. PROCEDURE FOR ISSUING PERSONAL RECORDS FOR TEMPORARY USE

5.1. The issuance of personal files (separate documents as part of a personal file) for temporary use is carried out with the permission of the director of the educational institution. Working hours are limited to one working day. At the end of the working day, the person responsible for maintaining and recording personal files is obliged to make sure that all personal files issued for temporary use have been returned to the place of storage and whether there is a need to take measures for their return or search.

5.2. The fact of issuing a personal file is recorded in the audit trail.

6. RESPONSIBILITY

6.1. Teachers and employees of educational institutions are required to promptly provide information about changes in personal data included in the personal file.

6.2. The employer provides:

• safety of personal files of teachers and employees of the educational institution;
• confidentiality of information contained in the personal files of teachers and employees of the educational institution.

7. RIGHTS

7.1. To ensure the protection of personal data that is stored in the personal files of teachers and employees of the educational institution,

teachers and employees of educational institutions have the right:

• Get complete information about your personal data and the processing of this data;
• Get access to your personal data;
• Receive copies stored in the personal file and containing personal data.
• Request exclusion or correction of incorrect or incomplete personal data

the employer has the right:

• Process personal data of teachers and employees of the educational institution, including on electronic media;
• Request all necessary information from teachers and employees of the educational institution.

Design rules

There is a unified form of internal inventory of case documents, approved by archival rules (Appendices 2, 10). It is desirable for use in government institutions. Private companies develop their own form and use it in their work.

The following information about documents is entered into the tabular part of this register:

• No.;
• document index;
• Date of preparation;
• title;
• case sheet numbers;
• note.

Most often, the internal inventory of a dismissed employee’s personal file consists of several pages. They are numbered separately from the pages of the case itself. Based on clause 3.5.5 of the Basic Rules for the Operation of Organizational Archives, papers such as orders, statements, etc., are arranged in the folder in the following sequence: from first to last. First of all, materials related to employment are filed, followed by those related to work in the organization and the dismissal of the employee.

The list of documents is signed by the personnel officer responsible for its preparation. The position and full name must be indicated. It is also necessary to enter the date of compilation; it is entered upon completion of filling out the file.

Here is an example of an inventory for archiving:

What documents should be included in a personal file?

Based on the definition of the concept of “work activity,” documents related to it begin to be drawn up from the moment of hiring. That is, the employee’s personal file begins with an employment contract and an employment order. It ends with an order of dismissal.

Let us immediately note that the work book and personal card are not included in the personal file, since these mandatory documents are subject to separate storage in safes, metal cabinets or special rooms to ensure their safety.

We will not name all the documents that should be included in the personal files of civil servants and are listed in the Regulations, since many of them are related only to public service (for example, a job application, a certificate of income, documents on the inclusion of an employee in the personnel reserve ). Taking into account the Regulations, we provide an approximate maximum list that is suitable for state and municipal institutions.

* Due to changes in pension legislation, instead of a certificate, another document will be provided confirming registration in the individual (personalized) accounting system, including in electronic form (Article 65 of the Labor Code of the Russian Federation).

Other documents may also be attached to the employee’s personal file.

Please note that the original orders are stored separately. As for employment contracts, they can also be stored separately, and then only a copy is placed in the personal file. It all depends on the personnel document flow in a particular organization.

As a rule, temporary storage documents are not included in the personal file: certificates from the place of residence, health certificates, etc. But since there are no mandatory requirements, the question of which documents to include in the employee’s personal file is decided by the employer, depending on specifics of the institution's work.

How to fill out an employee's personal file

Typically, a cover page provides as much information as possible about the employee in order to make it easier to find the required information. The cover page of a personal file may look like this.

A certification sheet is needed to note the numbering of documents in the file, the physical condition of the sheets, the specifics of filling out individual forms, etc. The certification sheet states:

• letter numbers of sheets;
• envelopes with attached attachments in them;
• damaged sheets;
• sheets with photographs;
• missing pagination

The internal inventory consists of the following sections.