An employee’s personal file is a set of official documents containing all the necessary information about this employee and information about all stages of his labor relations with the employing organization - from admission to dismissal.
A personal file is opened for managers, civil servants, specialists, as well as scientific workers (the rest are kept personal cards). It is stored for at least 75 years according to the rules of office work. The personal files of employees are recorded in a special journal or book of records and stored in a safe. Making personal files and making the necessary changes is the responsibility of the personnel department.
The case of each employee is stored in a separate folder with its own number, with the surname and initials, as well as the date of receipt of work. The personal files of those who are fired are archived by the institution.
The personal file of the employee should contain all information on the personnel issue. It does not include documents that are supposed to be stored for 10 years or less. These include: copies of orders to change the surname, disciplinary sanctions, the provision of leave, as well as a certificate of salary or family composition, medical, etc.
What documents make up the personal file of the employee? Consider the required list.
1. An application for admission to a given place of work, it is written by the employee in any form indicating the position and date of commencement of work. Then he is endorsed by the head of the personnel department and the head of the organization.
2. An order (extract) on admission to this position with the necessary information - the date of admission, the exact name of the position, nature of work (permanent or temporary, main or part-time, with a probationary period (internship) or without). Conditions such as irregular or reduced working hours, material liability, etc. must be indicated. Based on this order, entries are made in official documents (for example, a work book).
3. The order (extract) on the dismissal with the obligatory indication of the article of the Labor Code and the reasons for the dismissal, with reference to the employee’s application or (when dismissed "under the article") a memo.
4. A personal sheet (another form is a questionnaire) of personnel records. It is filled in by the applicant upon admission to work and checked by the responsible employee. It is a list of questions regarding age, education, qualifications, seniority, marital status. Mandatory passport data. A personal sheet must be filled out on the basis of available documents (passport, work book) accurately and without corrections. A photo is glued into it.
5. A copy of the employment contract (if any).
6. Autobiography - a free-form statement by a worker of basic data on the date and place of birth, education, and work experience. Other (previous) jobs are listed in chronological order. Usually the reason for dismissal from the last position is indicated. Personal information that is not related to work is not included in the autobiography .
7. In addition, the personal file of the employee may include a resume (if any). This is a short (one sheet size) justification of the applicant for the vacancy (which gives him the right to apply for this position). The summary shall indicate the education, work experience in this or a similar position, the reasons for the desire to take a given place (sometimes the desired level of salary), the presence of additional advantages - knowledge of foreign languages and a computer, driver's license, professional development documents, etc. Often, the employer requires to indicate the main, in the candidate’s opinion, character traits that are important for the upcoming activity (for example, initiative, responsibility, hard work). At its core, a resume is short self-promotion.
8. Another personal file contains copies of educational documents, passports, birth certificates of each child, as well as (if any) characteristics and recommendations from other places of work.
In the folder with the personal file must necessarily be present an internal list of personal file documents , reflecting their serial numbers, the date they were included in the file. All changes in the number and composition of documents are reflected in the notes to this inventory.