A document is considered to be documented information recorded on a tangible medium and having the details due to which it is identified. In order to organize a quick search and proper storage of documents relating to personnel, the personnel management service must compile and approve its Nomenclature of affairs according to a single unified system operating in the organization. The periods of storage of personnel documentation, as prescribed in paragraph 75 of GOST R 51141-98, are established by the Nomenclature of the organization’s affairs, which is compiled taking into account the storage periods specified in the List of typical archival documents of a managerial nature resulting from the activities of various authorities and organizations (approved on 25.08. 2010 by Order of the Ministry of Culture of the Russian Federation No. 558).
The personnel management service forms the personal files of all employees of the organization. According to the List, the storage periods for orders by personnel are 75 years, after which, by decision of the EPC (special expert verification commission), they are disposed of. This applies to Orders, instructions and other documents related thereto (information in the form of certificates, summaries, reports):
- on admission, combination, transfer, movement, dismissal;
- on advanced training, on certification, on the conferment of ranks (ranks);
- about awards and rewards;
- on wages, on various payments and bonuses;
- on leave, which is provided for the care of a child;
- on vacation without maintenance;
- change of surname;
- on various types of holidays for those who work in difficult, dangerous and harmful working conditions;
- on duty related to the main activity;
- on long business trips (domestically and abroad);
- on business trips of workers working in difficult, dangerous and harmful working conditions.
For cases containing a different category of Orders, orders and various documented information (including summaries, certificates, information or reports) and related to annual planned and paid holidays, disciplinary sanctions, study leaves, duty schedules, short-term business trips (domestic or foreign ), The list has established a 5-year shelf life of personnel documents.
In the folder (case) under one cover only those documents can be placed for which the Nomenclature has the same storage period for personnel documents. All of them are arranged in strict order. The case begins to form with a request for employment. Then it is supplemented by a direction for negotiations or a presentation to the employee, a questionnaire and a sheet for personnel records with additions to a personal sheet on incentives and personnel records. In the case there is a mandatory education certificate, as well as an autobiography. Extracts from orders on the relocation, new appointment or dismissal of an employee, as well as characteristics, a reference-lens and other documents relating to a particular employee, are included in the case by a separate group. All documents in the case are arranged in chronological order.
Each application (complaint) and materials on consideration (if they do not relate to issues on improving production activities) relate to documents of the personnel service and are included in the case by an independent group separated by a separator sheet. Upon repeated receipt of the application (complaint) or the occurrence of additional materials, they are hemmed into this group. Documents are arranged in alphabetical or chronological order. For this category of cases, the periods of storage of personnel documents are also established by the Nomenclature taking into account the List approved by Order No. 558. The cover of each case must indicate digital or letter indexation and, of course, the periods of storage of personnel documents.