Maintaining a log of personnel orders in the office work of the enterprise

Legal advice > Labor law > Maintaining a log of personnel orders in the office work of an enterprise

Personnel documentation requires accuracy and precision from the employee. Analyze documents, register orders - all this requires deep concentration and adherence to the legal framework. Personnel documentation is the basis on which all production stands.

Due to all of the above, personnel documentation is usually the object of frequent checks by the relevant organizations. The extent to which HR documents are drawn up correctly determines its legal force.

Each employee of the company directly depends on how accurately he is documented in personnel documentation. Until the documentation is registered in the correct way, it actually does not exist

Legal side

The journal for registering personnel orders is similar to other similar journals

Personnel department employees are usually required to maintain a number of journals in which they record various orders. For example, one journal displays the activities of an organization in orders. And the other contains only personnel orders. There are also magazines that describe vacations or layoffs.

Typically, order logs are similar to each other in that they have standard columns. Among these columns there should be spare ones to be filled in by the relevant employees if necessary.

The law does not provide for a uniform form for all registration logs. Therefore, below we present our example of such a magazine. But the enterprise has the right to develop its own form of order log.

Responsible persons for execution

In the case of using the Order Book, the management of the organization appoints a person responsible for its maintenance, registration, storage and filing. In general, this person is an employee of the HR department. If the Journal is kept in a small company, then the responsible employee may be an accountant.

The person responsible for maintaining the document should be indicated in the internal regulatory document (in the Personnel Record Procedure). It is advisable to indicate not the full name of a specific employee, but the position, because in this case, when the employee is dismissed, his duties will pass to his successor.

Regulation order

The company's activities involve the formation of a number of documents, the list of which is approved by the order of the Ministry of Culture of the Russian Federation dated August 25. 2010 No. 558. The basic provision of this regulatory document prescribes mandatory storage periods for personnel documentation.

For example, logs of various orders for employees of an enterprise must be preserved for two periods: 5 and 75 years. Since there are 2 different deadlines, the personnel department must maintain 2 such journals at once.

Orders can be numbered in any order, since the legislative framework does not determine this order. At the same time, there is a Standard Instruction for Office Management, approved by the Federal Archive (Order No. 68 of November 27, 2000), according to which orders should be numbered in order within one year according to the calendar. Also, according to this instruction, specialists are required to separately number orders for the activities of the enterprise and orders relating to employees.

Personnel records require extreme accuracy from specialists maintaining documentation. You should know the procedure for maintaining a journal of various contracts (for example, employment contracts). If there is a need for tripartite assignment agreements, then they usually need to be concluded in banking companies.

Journals for registering orders for core activities: what types exist?

HR departments use the following types of documentation:

1. Papers describing the imposition, encouragement of disciplinary action.
2. Text describing staff travel.
3. Drawing up when granting vacations.
4. According to personnel calculations, transfer and reception.

Main types of administrative documents for the enterprise.
You can get more information on how to create a report on the average number of employees for an enterprise here.

How should documentation be maintained?

Organization of office work goes through the following stages:

• First, management organizes document flow. It is necessary to ensure that the prepared documentation within the enterprise moves along short paths without delays.
• Complete documentation of housekeeping and management.
• Providing conditions necessary for long-term storage of documentation.

Rules for filling out documents

1. Attention must be paid even when preparing a collective agreement describing the personnel policy. The procedure for office work is contained in it. In local acts of companies, registration journals are an important application. A separate journal entry records each order. And each of them has its own shelf life. 75 years is the maximum storage period for administrative documentation on personnel matters. After this, they decide how and what to fill out.
2. The title begins with the full name of the organization. Written in capital letters. At enterprises, journals are kept in each department. It is important not to forget about the date when the document was created.
3. The order is not issued without serial numbers. They are in the first columns. The second column is dedicated to personal data. Here they write about the position of the person who is responsible for completing the paperwork. If we are talking about personnel, then the personnel employee will be responsible. The director appoints him by issuing a corresponding order.
4. When issued, orders are assigned numbers. This figure is in column number three. The letter LS is placed on papers that are associated with personnel. OD - this designation is given to orders for the main activity. O – these are administrative documents for vacations. The dates on which the orders were drawn up are written in the fourth column.
5. It is recommended to devote the fifth line to personal data. Here is the department of the employee for whom the order was drawn up, position. The order is drawn up with the contents described in column number six.
6. The responsible person signs in column seven. Everything is stored in a folder with a number. This very number can be found in line eight. An act of transfer of documents is drawn up if the persons in charge of issues change at the enterprise.

Sample log of orders for main activities:

Journal of registration of orders of JSC Promtekhmash.

Written or electronic?

The registration journal can be maintained electronically. The legal framework does not provide for any special form of order documentation, which, in addition, has special reservations about its execution. By the latter we mean the firmware of the magazine, printed certificate or numbering.

In cases where registration logs are generated in the 1C program, the numbering for orders occurs by itself. And then maintaining the described documentation in writing is not mandatory.

Procedure for working with the magazine

Many enterprises have long switched to electronic documentation

The main stages of work on maintaining registration logs are as follows:

• competent organization of office work;
• maintaining documentation related to the activities of the economic and administrative part;
• reliable storage of company documents.

In reality, the paperwork process is a painstaking work in which a large number of specialists in the organization play an important role. The document flow process and its formation are the direct responsibilities of the company’s clerical department.

But the office management department is a rather vague concept, since its responsibilities are usually performed either by a general service or assigned to the office, which depends on the scale of the enterprise.

If the organization is not large, then office work is usually the responsibility of the secretary. At the very beginning of work, the specialist should develop general instructions for working with documents. It is best to formally document the developed instructions.

Currently, the company most often develops work with documents independently. For this reason, regulations do not prescribe the procedure for clerical work, but are only advisory in nature.

To optimally formulate the document flow process, you should have the following main documents:

1. instructions for office work. This document is a local act. It reflects the entire procedure of work related to documentation taking place within the organization. If the company currently does not have ready-made rules for handling documents, then writing instructions loses its relevance. And then it is advisable to use the existing provisions for an indefinite period.
2. nomenclature of cases. A necessary organized list of documentation contains its established deadlines within which it must be retained. It is necessary to determine further movement (transfer to archive or disposal).

Please note that the journal contains orders relating to employees of the enterprise. The full verbatim name of the journal must be indicated on the title page of the registration journal. This name must be written in capital letters only. The title of the document must be followed by the full name of the organization.

If the organization is large, the number of log books should correspond to the number of services or departments included in the record keeping process. The date of registration of the logbook must also be indicated on the title page.

The magazine must be bound, numbered, and then given to the company administration for signature and seal. It is especially good if the order documentation is sealed with a numbered seal (please note that the seal will not be considered valid if its number is not entered in the journal).

Who is responsible?

A specific employee is responsible for maintaining the log.

The main work of the enterprise is regulated, first of all, by its head in the person of the director. He, in turn, assigns responsibility for instructions and orders to department heads.

Sometimes an organization's objectives are complex. In this case, the director creates a special commission, which includes specialists in different fields.

Orders should be divided into types depending on whether they are main or operational. Order classification option:

• Orders on the main work of the enterprise. Orders of this level are issued along with other tasks of the main activities of the enterprise.
• Orders on the work of the administration.
• Orders under this classification must be recorded and stored separately. This is due to the established shelf life. Orders on the work of the administration should be kept for 5 years, while documents regulating the main activities of the enterprise are in permanent storage. Log books are a type of documentation that is intended for internal use only. No one has the right to transfer it to employees of any third-party enterprises without the special permission of the head of the company.
• Familiarization with the logbook entries should only take place in the presence of the person responsible for this logbook. The head of the enterprise regularly checks the logbook to monitor and evaluate the work of the clerical service.

The employee responsible for maintaining the order log is required to keep it for himself. When the magazine runs out, the person in charge must mark it on the back.

What is the order log for?

The number of internal orders issued by a large company is usually very high. Every day, personnel accounting specialists issue administrative and informational orders, as well as those relating to the main activities and personnel of the enterprise. In view of this, organizing high-quality and orderly document flow is often a difficult task. “Registrars” come to the aid of personnel officers, summarizing and structuring information and documentation. One of such registration documents is the Order Log.

Required items

Personnel orders log: filling out

As stated above, the legislation does not provide for a special form of order log. However, experts provide recommendations on the main sections of the magazine that can be used. For example:

• serial number,
• date of order,
• order number,
• the main content of the order,
• employee,
• Personnel Number,
• basis of the order.

Example backup speakers:

1. who signed the order
2. who carries out the order
3. where the order was sent,
4. receipt of receipt, date,
5. a note about the referral to the case, and so on.

Sometimes a Notes column is required. Then you should do something like this. After this, a new entry is made.

Sample of filling out the journal of orders for the personnel of the enterprise

Registration logs are supposed to be stored for 75 years according to the order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558.

Such journals must contain orders of the following nature:

• about hiring;
• about wages;
• about combining professions;
• about advanced training;
• about changing the employee's surname;
• about long business trips.
• on personnel incentives;
• about vacations
• about duty;
• about translation;
• about the dismissal of an employee

Journals containing the following instructions should be kept for 5 years:

1. about duty,
2. about educational and regular vacations,
3. about short business trips,
4. about disciplinary sanctions

Sample order log

In August 2022, Globus LLC issued the following orders:

• 08.17 – about the creation of a new product line;
• 08.17 – on changes to the staffing table;
• 08.17 – about organizational work related to moving to a new office.

Orders are numbered in accordance with internal order. The order log is formatted as follows: