Personal documents are documents issued by state authorities containing biographical information to identify the owner. They are required when making transactions with real estate, obtaining loans, purchasing tickets. As well as the registration of labor relations.
Document Classification
For the classification of documents using the principle of origin and similarity.
By origin, there are types of documents:
- private
- official.
A document of private origin is a paper medium created by an individual in his personal life, not related to his labor sphere or public duties. Such documents include letters, memoirs of a private nature, diaries, photo albums.
An official document is a source of information created by a legal entity, an individual entrepreneur in order to fulfill its statutory tasks and affecting the social and labor field.
Types of documents
Among the official distinguish these types of personal documents:
- identity cards;
- confirming specialty, education, qualification;
- confirming seniority;
- personal.
It is impossible to find a job if the above documents are not provided to the personnel service. This obligation of an employee is regulated by article 65 of the Labor Code of the Russian Federation. The main document proving the identity of a person is a passport.
But, in addition to the passport, there are a lot of documents that can replace it if necessary, identification. This is a certificate of a sailor, a military serviceman, military ID, residence permit, birth certificate, foreign passport, etc.
Documents for employment
Employment will be denied if the position provides for professional skills and the candidate does not have a document of education. For medical workers, this is, in addition to a diploma from a medical institute and an internship, a certificate of advanced training and a certificate for the right to provide medical services in a particular specialty.
Documents of a personal nature include complaints, complaints, written claims, explanatory.
Private bussiness
The list of nomenclature affairs is approved by the head of the organization. A personal file is not mandatory for companies. An exception for government organizations, where they are issued to everyone. The employer independently decides whether to create or not. Tangible benefits: personal files provide quick, timely and complete information about each employee. In the case of inspections by inspecting authorities, when numerous documents of employees may be urgently needed, the conduct of such cases greatly simplifies the procedure. All necessary documents for creating folders are provided by the employee himself, but sometimes the employer independently collects information to verify the newly hired employee, for example, characteristics and recommendations.
During the period of work, the employee is involved in the labor process: it is possible to move it to other departments or to other positions, imposing disciplinary sanctions or awards. All this is accompanied by the publication of personnel documents that replenish the employee’s personal file. It closes after the termination of labor relations with the employee. The retention period for personal files of employees laid off before 01.01.2003 is 75 years, and 50 years for those laid off after 01.01.2003. Cases of the organization’s leaders, deputies of any level, employees with awards and titles are stored indefinitely.
Regulatory structure of documents
There is no act regulating the composition of personal files. Employers determine the list of documents independently, based on the specifics of the organization. Incoming documents are divided into several categories.
There are personal documents that were needed when concluding an employment contract. On their basis, an employment contract is filled out, information is entered into the 1C program. There is no way to do without an employment contract, passport, employment record, TIN, SNILS.
If the candidate is applying for a position requiring professional education, then a diploma. If a candidate is liable for military service, then a military card. For some categories of employees, a medical report based on the results of a medical examination is mandatory.
The next category is the documents that were created during the period of work in the organization. This includes copies of orders for transfers, a foreclosure.
And the last category is the documents that were formed upon termination of the employment contract. Depending on the grounds for dismissal, this is a letter of resignation, a notice of layoffs, a copy of the death certificate, and a copy of the dismissal order.
Workflow
Employees appointed by the order of the General Director responsible for maintaining personnel workflow are personally responsible for the safety of documents. If the information about the employee changes, then the personal file is supplemented, but the old document cannot be removed. Folders with cases should be in a special metal cabinet or safe. It is forbidden to store personal documents of employees after achieving processing goals. Once the goal for which the documents were requested has been achieved, they should be excluded from the case and returned to the owner under signature. If there is no possibility to return, then they are subject to destruction by a specially appointed commission.