HR records management in an organization or enterprise – keeping records of personnel and workflow

The content of the article

The general definition says that HR management is the process of processing paperwork for personnel. This topic is relevant for both individual entrepreneurs and legal entities. The paperwork has strict legislative standards, and the described rules should be taken into account by all managers and human resources departments of enterprises. With the help of HR administration, it will be possible to optimize the personnel management process, organize the work of each team, and simplify the reporting procedure.

What is HR administration

The basics of HR management include the entire process of drafting papers, their completion, reporting on personnel who work in the company. Each published one has legal force, including those that are formed on the basis of the application of the employee. Personnel production is often engaged in personnel production, the functions of which are such personnel work:

  • payroll;
  • registration of holidays, sick leave;
  • preparation of certificates.

Goals and objectives

The goals and objectives of this personnel department are:

Direction of work

Employee Tasks

Accounting, registration, control

Keeping records of the number of employees, registration for work, dismissal

Work regulation

Familiarization with duties, choice of workplace, premises

Coordination, training

Conducting courses, training, advanced training, retraining, verification of performance

Work with documents

Specialists of this department are involved in the compilation of papers, books, work schedules keep a register, reporting


Organization of activities according to instructions

Legal regulation

Personnel work is regulated by a number of regulatory laws, orders and a set of rules at the regional or state level. Failure to comply with the requirements specified in the regulatory framework is a violation. The main regulatory acts for personnel production:

  • state regulation on labor books (2003);
  • the rules of office management and document management from 2009;
  • federal paperwork manual for employees;
  • general requirements approved by order of ministries.

People work with documents

The legal framework of the enterprise

At each enterprise, a series of documentation is used that regulates the work of all personnel. The movement of documents and their preparation is carried out according to the instructions, regulatory framework prescribed above. The legal framework of the enterprise is divided into five key categories, regulated by internal orders of the enterprise:

  • company charter;
  • work schedule;
  • standards for the protection of personal data;
  • labor protection (regulated by federal archival decree);
  • staff work schedule (and staffing documents).

HR document management in the organization

Unified securities accounting systems in enterprises are divided into three main categories, among which are internal regulations, staffing, and regulations on remuneration. The first category includes the turnover of securities on the vacation schedule, filling out documents about the work schedule. The second paragraph is more global and contains a provision on the preparation of contracts and papers accounting policies. The regulation on remuneration of labor governs all issues regarding the payment of wages, bonuses, sick leave, leave and severance pay upon dismissal.

The staffing in the form of T-3

The staffing in the form of T-3 is a single type of paper that describes the entire structure of the personnel in the enterprise or company. The columns contain data on the full name, position of the employee, the unit where he is listed. According to normative and legislative norms, the official salary of a specialist is prescribed there. Any change in the registration process should be prescribed by the accounting department in this staffing table according to form T3. Instructions for filling always contain recommendations for each column. In total, the document includes 5 information points.

Work schedule

A work schedule is a document that approves a specialist’s daily routine. The workflow is governed by the schedule of the head. It includes items on the need to conduct an inspection according to current legislation, about lunch and breaks, about reporting. In some companies, the clerk requires a report every week or month (the document must be confirmed by the signatures of the employee and business manager after verification). The plan, schedule schedule are formed for the future working period. Employee time tracking.

Contract of employment

A labor agreement is a civil type document that is drawn up between a future employee and an employer. Typical forms for this type of document are not supposed, and the agreement is filled in a free form indicating the qualifications (positions) and the period of work. The necessary result is also written there. By legal standards, this type of document is very similar to a contract document, since it prescribes the final result of the work, and not its structure. For dismissal of employees it is only necessary to finalize before the expiration of the contract.

Personnel Orders

The reinstatement of employees in the post, the admission of specialists to work are carried out according to personnel orders. This type of document prescribes the appointment of personnel for the position and other movements of specialists in departments. In the development of instructions and orders, employees of the personnel department and senior staff participate. Local decisions are made by company managers / administrators. Orders have a single form, it is established by the regulatory framework. By the shelf life of the paper should be in the accounting department or in the personnel department for up to five years or more (depending on the type of order).

Job descriptions

Job descriptions – this is a document that prescribes the responsibility of the parties (employee and employer), and also contains information about the instructions and responsibilities of a particular specialist in the position held by him. They are confirmed by the seal of the organization and the signature of the responsible person. This document requires three copies. One remains in the personnel department, the other at the executor, and the third at the manager or administrator of a particular department. The purpose of this order is to optimize personnel management processes in the enterprise.

A man gives a pen to another man

How to organize office work in the personnel service

The correct conduct of personnel records management implies a high level of responsibility. Personnel department employees need to ensure that the signing dates correspond to the actual ones. You can entrust the maintenance of labor books, other personnel documents to outsourcing companies. Responsibilities of HR officers:

  • to create a work schedule, accounting documentation related to vacations;
  • draw up documents for labor protection (required for state bodies);
  • prepare and write orders;
  • payroll and control premium payments.

Staffing Human Resources

The staffing service is carried out when all accounting and all clearance are carried out only by hired staff from the human resources department. This mode of paperwork is relevant for enterprises and companies with personnel from 20-30 people. State standards require strict adherence to the form of all orders and other requirements, otherwise a legal entity may receive a fine. In the service sector, where up to 30 people are registered with one legal entity, it is more profitable to use the services of outsourcing companies.

Attracting HR outsourcing company specialists

Attracting specialists from an outsourcing company for human resources will save money and reduce the overall number of staff. Independent experts carry out the entire amount of necessary work on the preparation of orders, schedules. They keep a special journal and regulate the work of each specialist in the company. Outsourcing of personnel management is marked by the fact that the legal entity does not have its own personnel department, and entrusts this task to a separate team for a moderate fee.

Personnel accounting from scratch step by step

To keep records of documents of the personnel department, office equipment and an office are needed. It is important to have a strong safe. The order should appoint the head of the document management system. After that, internal acts are formed. For each employee in the company it is necessary to have a separate folder where his workbook will be stored. Personnel paperwork requires the preservation of this documentation throughout the entire period of the specialist’s position. Throughout the activities of the department, information is entered into books, orders are drawn up.

HR requirements

HR management is a relatively complex process that requires certain theoretical, practical skills. The regulatory framework for this position contains a list of conditions under which a specialist can occupy this position. Educational institutions do not distinguish a separate profile, as personnel records management. For activities in the human resources department are suitable managers, administrators. So employers are appointed people with a legal education, for the protection of information or for document management.

Rights and obligations of the personnel officer

The first obligation of such officials is to know the legal framework, to comply with established accounting rules. Above were mentioned articles, federal laws that should be followed when conducting personnel records management. The personnel officer has the right to receive information from employees, view personal folders, see the accounting book (salary). The authority of specialists in this field includes signing signatures, working with employers to improve staff performance.

HR administration

Today, personnel records management is conducted both in writing and in digital format. The documentation is signed personally by authorized employees. For maintaining documentation, state standards are used that unify all templates and forms. It is necessary to take into account the norms of GOST R 6.30-2003 and GOST R 7.0.8-2013. Important papers are stored in special folders or metal safes. Depending on the scope and scale of the company, specialists need to adhere to different requirements for the frequency of reporting.

Girl works with a table

Search and registration of personnel

Initially, before registering employees, you need to find specialized personnel that would meet strict criteria (they should be related to the specifics of the work). To do this, use specialized bureaus, agencies, job search sites, labor exchange or private ads in newspapers, in the media, on sites. After that, compulsory personnel documents are drawn up, execution is carried out, an employment contract or a contract is signed.

Stages of hiring

The procedures for registering people for a position begin with entering data about the job seeker in a special journal. The timesheet records information about experience, work experience, previously held positions. Upon approval, an order is made to appoint a person to a particular post. The final stage is the formation of a personal folder, the compilation of business in the company, department. The contract spells out information about duties, about the salary at the post.

Personal cards and the formation of the personal file of the employee

Types of personnel documents include an employee’s personal card. It contains all the information regarding marital status, full name, a photograph is also glued there, and the date of birth is registered. All this is done by employers in order to form a data package about each member of the company’s staff. According to the law, this data cannot be transferred to third parties. Folders, cabinets or even metal safes are used to conduct personal files (depending on the level of equipment of the company’s office).

HR Magazines

Paper printed products help to systematize reporting, simplify workflow. Documentation in the form of paperwork journals includes the following types:

  • on the control of documents, papers that are delivered to the company or enterprise;
  • on control of time, periods of business trips;
  • to control any notes, statements;
  • labor record records.

Keeping work books

Personnel record keeping obliges specialists to keep records of the work book. All records are kept if the person at the enterprise is officially registered. An employee is given a work book upon dismissal. This documentation records all changes regarding the position, awards. Training in HR administration from scratch includes mandatory points on the correctness of registration of work books. Any errors are corrected by staff members. If they are found, specialists may be charged with an administrative violation.

Systematization and storage of documents

Separate legislative norms have been created for the audit and storage of documents. It is important to mention article 17 of the Federal Law on Archiving. It spells out the need for management of companies and enterprises to take care of the preservation of archival documentation for the due period. The storage period is prescribed by law and complies with state standards. To ensure the integrity of paper documentation, metal refractory safes, cabinets are used.

If necessary, the data from the documents are transmitted to the State Statistics Committee of the Russian Federation. Automation, digitization of paper circulation is one of the primary directions in optimizing the process of managing the work of the state. Today, most of the reporting is not in paper form. This does not relieve the duties of enterprise managers, managers in maintaining the archive for one, three, five or more years..

Documents in folders

Electronic personnel records

When using electronic personnel records, it is important to comply with document security conditions and reduce access to the archive by virtue of the law on the protection of personal data. Electronic record keeping has several advantages:

  1. quick access to documents;
  2. password protection of files;
  3. no need to purchase safes to preserve paper;
  4. space saving in an office building – 10 thousand documents or more can be stored on a hard disk;
  5. time saving – sign, you can find any document in 1-2 minutes in the hard drive archive on your computer.
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