All orders issued by the organization are recorded and recorded in a special registration journal. The article describes how to properly draw up and maintain a log of orders in 2018.
From the article you will learn:
Purpose of the order log
Purpose and order of journaling registration It is most convenient to look at orders using the example of maintaining a log of orders for personnel.
The procedure for recording orders in an organization is regulated by the Resolution of the Federal Archive of September 6, 2000. The procedure for recording personnel documentation, which includes personnel orders, is regulated by Art. 358 of this Resolution. In particular, this regulatory act contains a clause that requires keeping records of personnel documentation (including orders) separately from all other company documentation. In practice, this means that each company must create a special Logbook orders for personnel.
There are no plans to introduce it in 2018 unified form maintaining this journal. In this regard, as before, each organization has the right, at its own discretion and in accordance with the specifics of its activities, to develop and implement its own version of this document into office work.
If the journal form remains free, then the storage period for this document is subject to strict regulation and cannot be set independently. The shelf life is determined by the type of order and can vary widely - from 5 years to 75.
IN in this case It seems advisable to have several magazines for orders with different storage periods.
In one, the storage period of which is 75 years, orders will be recorded: on hiring; about moving; about combination; about translation; about dismissal; on certification, advanced training, change of surname; about encouragement, rewarding; on wages, bonuses, various payments; all types of leaves for employees with heavy, harmful and dangerous conditions labor; about parental leave; on leaves without pay on duty according to the profile of the main activity; about long-term domestic and foreign business trips; on business trips for workers with difficult, harmful and dangerous working conditions.
How to properly draw up and maintain a book of orders
The free form of maintaining the journal in question will not eliminate the need for strict adherence basic rules preparation of documentation of this kind.
In particular, the cover of this document should contain the dates when it was started and completed. The journal index must correspond to the nomenclature of cases accepted in the organization. Of course, this information should be placed on the cover of the magazine.
There are three generally accepted ways of indicating information about the employee responsible for the proper maintenance and storage of the ledger. The first option is to post data about it on title page magazine, or on its back.
The second option is to place data about the responsible person at the very end of the journal, i.e. on its last page.
The third option is that this information is located at the bottom of each page of the document. If you are creating electronic magazine accounting, you can simply enter this information in the footer of the page:
The order journal belongs to the category of strict reporting documentation. Because of this, it has special design rules that prevent it from being able to extract, move, or insert new pages.
A sample log of orders for personnel is presented below:
The magazine is protected in two ways - page numbering and page lacing. The next step in ensuring proper protection is to seal the lacing with a mastic or wax seal and certify the magazine with a signature general director or deputy director for personnel (head of personnel department, etc.
Read more about the log of personal orders in the article .Sometimes the seal is replaced with a sticker with an imprint of the main seal of the company or the seal of the personnel department.
The certification note below is placed on the last page of the journal (if the sticker option is selected):
The journal keeping standard is a full indication of the last names, first names and patronymics of all persons mentioned in the content of the document. The company's staffing table serves as a standard according to which the position, specialty or profession of the employees mentioned in the magazine.
Incorrectly made entries must not be erased, cleaned up or covered up with special means.
One neat feature that crosses out incorrect text, but does not prevent it from being read, is the method that can be used if it becomes necessary to make corrections to journal entries. The correct text is entered in the same column. The “Notes” column must be immediately added to the draft journal, and if there are corrections in the text, the following text must be written in this column:
“Documentation for internal use” is the name of the category of business papers to which the journal we are considering belongs. What does this mean in practice?
This means that only employees of the company’s HR department have access to this document. A special order from the head of this department allows this book to be transferred to employees of other departments within the enterprise. Employees of other departments can become familiar with the contents of the journal only in the presence of the person responsible for maintaining this document.
The relevance, accuracy and correctness of the information contained in the journal is ensured by regular checks carried out by the head of the personnel department. The frequency of inspections is regulated by special local regulations of a particular organization.
The person responsible for maintaining the journal is also responsible for its storage. On the front side of the title page there is a record certifying the fact of its closure.
You can download a sample order log and get information about maintaining an order log in the article .
Order registration procedure
We have already noted above that a single standard procedure for making entries in the journal is not regulated by law. In practice, a standard sequence of actions has developed, following which you can be sure that the entered data is complete:
Enter the order number. As a rule, this number is assigned to a document at the time registration. It consists of numbers and letters. Of course, the order in which numbers are assigned in an organization can be any, but the most common is the alphanumeric indexing system. The number is entered in column 1.
When the volume of personnel documents is large enough, it is advisable to immediately develop a system for indexing orders by personnel and add the corresponding letter to the order index. For example, if the order concerns the movement of personnel (hiring, dismissal, reduction, transfer to another position), then the letter “k” (personnel) or “LS” (personnel) is added to the index. If the order is related to vacations, then the mark “o”, with business trips - “km”, with incentives - “p”, penalties “v”, etc.
Enter the name of the document in column 2.
We put the date in column 3. The date of publication of the document is considered the date when it was signed by the general director of the company.
Specify the type of document. This data is entered in column 4. The type of order is determined by the issue for which it was issued (hiring, dismissal, vacation, transfer to another position, etc.)
We enter data on the employee to whom this order concerns. This data is occupied by columns 5 to 8.
We give a brief summary of the paper. As a rule, the title of the order reflects its brief content. We enter it in column 9.
We enter the basis of the document in column 10. The basis of the order is the initiative document that served as the reason for its issuance. For example, a statement from an employee or an order from management.
Management theory states that three-quarters of the efficiency of an enterprise depends on the quality of administration, which includes work, firstly, with personnel, and secondly, with documents. These two sides of nomenclature activity are largely intertwined and interact with each other. They include not only the ability to give orders, but also the ability to verify their execution.
A well-written order should, like a good literary work, consist of three main points:
- The subject of the order is the basis for its issuance and the list of measures to be carried out.
- Execution time - the period for executing the entire order or the periods for executing each item separately.
- The executor is the person responsible for execution and the one who exercises general control over the implementation of the order.
And if at least one of the points is missing, then both the meaning of issuing the order itself and control over its effectiveness and efficiency are lost.
What is it needed for?
In order to keep the entire document flow of an enterprise under control in its daily business and economic activities, registration books are used. Of these The main ones for any organization are journals for recording orders and instructions administration:
- by personnel;
- on administrative and economic issues;
- by main activity.
Managers of small businesses often believe that it is not necessary for them to prepare a bunch of documents that, in their opinion, are unnecessary. This may be true for enterprises with fewer than three employees. But in any other cases, at the first inspection by the tax inspectorate, the bodies of the Ministry of Social Labor, the Ministry of Internal Affairs, Pension Fund inspectors may request documents justifying and confirming implementation business transactions and expenses for them.
And often the results of inspections directly depend on the accuracy and thoroughness of maintaining internal documentation of the enterprise. When inspection bodies see the legal and economic culture of the enterprise administration, high-quality and timely documentation, they usually take a more lenient approach to other issues of activity that are being inspected.
Moreover, the basic rules for maintaining documentation are enshrined in laws and regulations and are mandatory regardless of the form of ownership of the enterprise.
What orders are recorded?
If everything is more or less clear about what kind of orders should be registered in the first two books listed above, then the third - “Logbook of registration of orders for core activities” raises the most questions and misunderstandings among the managers of small enterprises: what kind of orders should be recorded? should she get carried away? But the orders that are recorded in it are fundamental for all orders placed in the other two books.
Of course, the main subject of these orders determined by the organizational and legal form of the enterprise and the nature of its economic activities, therefore, it is impossible to give specific answers and recommendations for each particular case. But according to the prevailing types of orders characteristic of any organization, all their types according to the main activity can be defined as:
- Appointment of the General Director, Chief Accountant.
- Approval of a logo, brand book, advertising slogan, etc.
- Ensuring the protection of trade secrets.
- Approval or change of the organization's structure, creation and liquidation of divisions.
- Approval of regulations, instructions, rules and other internal regulatory documents.
- Approval of staffing.
- Establishing the operating mode and internal regulations of the organization.
- Conducting internal audits and certifications.
- Planning and monitoring of core activities.
- Financing issues.
- Material and technical base.
- Information and documentary support.
But what about the appointment of the director and chief accountant - these are personnel issues? However, the appointments of the enterprise's key management persons are also subjects of the main activity and must be recorded in this journal.
Why is registration necessary?
Registration is a form of recording the facts of the creation, receipt or sending of certain documents at a specific time. As the law says, any administrative act, including an order, comes into force from the moment of its publication or registration.
Undoubtedly, streamlining this accounting helps not only in proper control of document flow, but is also a major factor in resolving any issues, disputes or disagreements that arise during daily activities organizations.
Interaction with counterparties in economic and financial activities is also largely regulated by orders and regulations of the administration and can serve as the basis for conducting cases in arbitration or court. Of course, all orders must be given in strict accordance with the law, and those that contradict it will not have legal force.
Orders on the appointment of governing bodies give them the right to engage in economic and legal activities, sign legal and accounting documents. Orders on the structure of the organization and staffing table determine the responsibilities of each department and specific employee.
Domestic regulatory documents regulate the basic rules of internal regulations and control. Orders on financing, material and other support are the basis for maintaining correct accounting and taxation.
Even seemingly unusual orders such as Orders on a uniform uniform, on the financing of non-profit activities, on charity and others like them, entered in this journal will serve as justification during checks to justify various additional expenses. A Order on actions in emergency situations, for example, will help to avoid material and human losses in cases of fire, flood, earthquake, etc.
Laws on archiving in the Russian Federation determine different storage periods for enterprise documentation. And this reason is one of those that determines the division various types documents in different registration books.
Thus, orders for administrative and economic activities have the most short term storage - 5 years. And the orders for personnel are already 75 years old. Orders for the main activities must be kept continuously throughout the existence of the enterprise.
Filling rules
The legislation does not define a unified form for maintaining a Journal of orders for the main activities of an enterprise. Even there is no single name: in some organizations it is called a Journal, in others - a Book.
However, a certain practice has developed of filling out a journal for registering orders for the main activity of a form establishing next order graph:
- Registration number is a serial number within the current calendar year.
- The date of the order is the calendar date when the document was signed.
- The name or brief content defining the subject of the order.
- Responsible for execution - full name of the person who is entrusted with control over the execution of the order.
- Notes - various information on the topic and execution of the order.
- In addition to these, there may be other columns that are necessary, in the opinion of the administration, in this particular organization.
On the cover you must indicate the period during which it is being maintained and information about the person responsible for filling it out. On the last page is the total number of sheets. A responsible person must be appointed to maintain the journal, usually a secretary-referent.
If every employee of the enterprise firmly knows the scope of his responsibilities, has clear ideas about the internal interaction of departments and employees, and acts without hesitation in accordance with the requirements of the administration in any foreseeable and unforeseen situation, such a work procedure established by the management of the organization will serve both its financial and commercial success.
How to create a log of HR orders in the 1C program is described in the video.
Every company manager sooner or later thinks about the issue of correct, convenient systematization and storage of existing documentation. According to the law on archival affairs Russian Federation, different storage periods for documents are defined.
For example, some orders for administrative and economic activities are valid for 5 years, orders for personnel are designed to be stored for 75 years. This is main reason, why is it so important to separate all documentation into different registration editions.
What is it
Named edition intended for recording information about all orders of the organization. In other words, the journal records orders that establish labor function standards for both ordinary employees of the company and its management.
For now there is no single generally accepted form of document, each organization has the right to structure it at its own discretion. As a rule, the main components of such a publication are:
Front page. It contains:
- name of the organization;
- title of the document;
- start date of maintenance;
- completion date.
Section indicating the list of employees who are responsible for working with the magazine. Here are recorded:
- Full name, positions of responsible persons;
- links to documents that specify the responsibilities of employees assigned to the publication;
- their signatures confirming the keeping of the journal for a certain period of time.
Main section. It is intended for registering orders and includes:
- serial number of the order;
- number, name and date of the registered document;
- number of sheets in the document;
- Full name and positions of persons whose activities are subject to the order.
What is it for?
Maintaining this journal for each organization is mandatory and has a number of positive factors when organizing and storing documentation:
- maximum optimization of work with administrative documents;
- the ability to estimate the total number of orders issued;
- performing a quick search for the required order;
- recording the fact of issuing an order and the further possibility of confirming its legal force.
What local acts are recorded
As noted earlier, the journal contains information about orders relating to the labor functions of all employees of the organization or management (for example, general director, deputy director, chief accountant). This is how they differ from more personalized orders for personnel.
Register of registered orders
The main local acts, information about which is entered into the journal, are the following orders about (about):
- appointment of a general director;
- appointment of a chief accountant;
- logo approval;
- approval or change of the organization's structure;
- ensuring the safety of trade secrets;
- approval of the staffing table;
- establishing working hours and internal labor regulations;
- approval of regulations, rules, instructions, and other regulatory documents;
- planning the main activities of the company and proper control over it, etc.
It is worth highlighting a group of orders with a storage period of less than 5 years:
- disciplinary sanctions;
- holidays;
- annual paid holidays;
- short-term business trips, etc.
Standard form
Registration document can be issued not only as a paper medium. The use of an electronic form is also permitted.
When filling out a paper version It's worth remembering some rules:
- all sheets must be numbered, the document must be completely stitched and sealed with the company’s seal;
- a sticker must be applied to the firmware indicating: the number of available sheets, full name. and the position of the witness (the head of the company or a responsible employee appointed by a separate order), the signature of the witness.
Besides, The company seal is applied to the sticker, sealing the inscription.
Also magazine can also be maintained electronically using special programs. In this case, assigned employees should remember to comply with the document storage periods established by law (clause 2.30 of the Rules for Organization, Storage, Acquisition<…>, approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526). The electronic form of the document can speed up the process of finding the required order; this option is effective in case of staff turnover and significant document flow.
Magazine template
The standard form of the publication is not regulated by law, any number of columns is acceptable, requirements for necessary information registered order. An approximate plan of the compiled journal looks like this::
You can also purchase a similar publication in a bookstore. The finished copy already contains a developed convenient format, which will save time on its preparation.
Regulatory regulation
Most managers consider maintaining a registration document to be optional, which is fundamentally wrong. The presence of an organization's journal is regulated by law (Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 “On approval of the “List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods”).
A video that talks about retention periods and recording of personnel orders.
Responsible person for maintaining the document
The appointment of a person responsible for storing and maintaining the registration book is important. As a rule, an employee appointed by a separate order becomes responsible. However, often this responsibility falls on the shoulders of a human resources specialist.
A similar labor function is prescribed in job description, with which he can be familiarized when applying for a job. In case of a long leave of a HR specialist, another employee is assigned to work with the magazine, and a corresponding order is issued to him.
Basic rules
It was already mentioned earlier about the lack of a generally accepted form of publication, however, it is necessary to adhere to certain rules when conducting:
- the title page should indicate the details of the company, the start and end dates of filling out the document, the corresponding number, information about the employee responsible for the journal, the document storage period (5 or 75 years).
- We must not forget about the letters assigned to each order: LS - for documents that must be stored for 75 years, K - for all other orders that must be recorded;
- the numbering of sheets must be in order; it is forbidden to tear sheets out of the magazine;
- It is not recommended to enter information about orders “retrospectively”. This is only possible with a written explanatory note addressed to the head of the organization, which explains the reasons for the current circumstances.
- any corrections are made by sequential numbering with the obligatory indication of the basis for its introduction;
- filling out the registration book must be done with a pen of the same color - black or blue;
- Any crossing out, adjustments, or shading are not recommended;
- This registration publication refers to documentation intended solely for internal use within the organization. It is possible to familiarize yourself with its contents only in the presence of the employee assigned to it.
Proper maintenance of the registration book makes it possible to organize the register of available documentation with different storage periods, as well as to keep under control the quantitative indicators of issued orders.
To control the orders issued in the organization in the office management system, a log of orders is used. This document allows you to organize a control system for issued documents, as well as track currently valid orders and their purpose according to brief description. Registration of documents allows you to facilitate and streamline the work of the HR department. In addition, the chronological registration of issued orders allows you to protect the organization from the publication of documents “retrospectively”.
The procedure for registration, execution and preparation of administrative documents issued by the organization are regulated on the basis of the developed procedure for maintaining document flow for internal use. Orders must be issued in chronological order, taking into account the date of preparation and the next serial number of the document using digital and letter designations.
Using the individual code will make it much easier to find the required document in the future. In this case, you can use certain codes to determine whether documents belong to specific departments of the organization. Grouping of orders can also be carried out according to their semantic purpose.
For example:
- “B” – status is used for documents issued when issuing penalties and rewards for employees.
- “O” – for grouping orders by employee vacations.
- “KM” – orders for business trips of employees.
- “K” – personnel.
- “LS” - for personnel, the shelf life of such documents is 75 years.
This grouping of documents allows you to quickly find necessary documents. As such, there is no specialized and approved form of the magazine, so you can develop it yourself, or, if desired, you can purchase a ready-made magazine in specialized stores. Please note that for proper maintenance, all pages must be numbered and laced, and on the reverse side sealed and signed by the manager.
It is prohibited to add or tear out sheets, otherwise the meaning of such a document is lost. In addition, the total number of sheets in the magazine must be indicated on the stitching, after which the manager’s signature and the organization’s seal must be placed on it. Responsibility for the correct maintenance and storage of the document rests with the HR department.
Journal design requirements
As already said, there are no specific legal requirements for registration, but certain columns should be included in it:- A column of a serial number that must be assigned to each document in order to avoid the appearance of documents issued retroactively.
- Order number and date of issue.
- Type of order (Movement, etc.). Description summary, for example, if it is published to send employees on a business trip, then it is necessary to indicate the destination and travel dates.
- Full name of several employees or a specific one in respect of whom the order is issued.
- The basis for creating the document may be indicated, for example, a letter, the conclusion of a fixed-term employment contract, or standard form.
- Also, in some cases, it is worth indicating who accepted the document for storage, especially if the enterprise has a complex organizational structure.
Maintaining a journal in electronic form
In case of large document flow, registration of orders can be organized in electronic form. For example, the 1C program carries out this process automatically. But, as you know, changes can be made to the program, so periodically it is necessary to print out sheets of the document, number them, affix the manager’s visa, staple them and transfer them to the archive. You can also keep your chronology using a spreadsheet such as Excel.
Maintaining personnel documentation, first of all, implies great responsibility. Along with this, the collection, analysis and registration of documentation of an order nature requires increased concentration and strict adherence to the law. Journals related to personnel work are essentially the foundation of all personnel records management.
In this regard, the designated journals may be subject to systematic inspections by various regulatory authorities. Besides, correct design personnel documentation, provides direct influence on its legal significance, and also personally concerns each employee of the organization. It can be said that until a document is properly registered, it does not actually exist.
The word of legislation
As a rule, personnel workers draw up several different journals in which they record orders different types. For example, one journal may contain orders exclusively for personnel. Another journal may display orders for the activities of the enterprise. There is also a practice of registering journals only for vacations or dismissals.
The generally accepted form of the order register contains all the key columns in personnel practice. As backup columns, there may be empty columns that will be filled if necessary responsible persons at their discretion
There is no single form of journal for registering orders that would be approved by law.
In this regard, a sample log of job orders will be shown below in the text. In addition, organizations can develop their own journal form design.
Depending on the current situation, employers, in addition to the generally accepted columns, have the right to add additional columns. For example, “F.I.O. or the position of the employee for whom the order is issued”, “who certifies the order”, “the basis of the order”, “the personnel number of the employee”, “the executor of the order”, “where the order is transmitted”, “position and full name. the person who made the corresponding entry."
Regulatory Policy
According to the order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558, the List of documents that are generated in the process of the enterprise’s activities was approved. One of the key provisions of this regulatory act is the establishment of storage periods. Thus, in relation to the registration logs that are associated with administrative documentation in relation to personnel, two provisions were made different periods, at 5 and 75 years old.
The order of numbering of orders is not provided for by law or the List. Whereas, according to Standard instructions for office work, which was approved by order of the Federal Archive of November 27, 2000 No. 68, orders are numbered sequentially, but within the calendar year. Additionally, the instructions indicate the need for separate numbering of orders for core activities, as well as orders for working personnel.
Is it necessary to lead?
As previously mentioned, by order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558, the period for storing registration logs that are associated with administrative documentation was approved.
It follows that maintaining log books is mandatory.
How about an electronic form?
There are no provisions in the legislation for mandatory keeping of journals on paper, including special conditions its design. Special conditions mean numbering, certification with a seal, and binding of magazines.
For this reason, it is permissible to maintain a registration log in electronic form.
In addition, if, according to the procedure, order numbers are assigned automatically during their formation in the 1C program, then maintaining such a journal in paper form is not necessary.
Types of order logs with samples
Today, various HR departments use the following forms of log books:
- On the reception, transfer, calculation of personnel.
- About granting vacations.
- About staff travel.
- On encouragement and imposition of disciplinary sanctions.
Sample journal for registering orders for employment:
Methodology
The main stages in organizing office work are:
- Organization of document flow, i.e., optimal movement of prepared documentation within the enterprise.
- Documentation of economic and administrative activities.
- Ensuring the preservation of documentation.
The standard procedure for processing documents involves the participation of many employees of the enterprise. Office work and its organization are the responsibility of the office work service. In addition, this name is conditional, and depending on the size of the enterprise or the functions assigned to it, it can be either a general department or an office.
In small organizations, this function is usually assigned to the secretary. On initial stage It is necessary to establish uniform rules for working with documentation. To solve this problem great solution They will be included in the instructions. It should not be forgotten that modern clerical work is largely determined by the enterprise itself, while regulations are more of a recommendation nature.
Therefore, to establish office work, it is necessary to develop two basic documents:
- Instructions for office work. The specified local act should reflect all internal organizational rules for working and handling documentation. In case the enterprise has not yet formed its own rules for conducting clerical work or the development of instructions at this stage seems inappropriate, then you can temporarily use the appropriate provisions.
- Nomenclature of cases. The specified systematic list of documents displays their accounting according to storage periods, and is used for the purpose of subsequent transfer to the archive or for destruction.
Watch the video on how to create office work instructions:
It should be noted that all orders related to personnel are recorded in the journal. The title page of the journal is used to write the full title of the document. It should be noted that the name is written in capital letters. After this, the name of the company is indicated.
In large organizations, it is preferable to create a number of journals commensurate with the number of relevant services or departments.
The title page also indicates the date of actual execution of the document. The magazine is numbered and stitched, after which it is sealed with the signature of the director and the seal of the enterprise. Ideally, the registration log will be sealed with a number seal. But in this case, its number must be entered in the journal, otherwise without this it is impossible to consider the journal sealed.
Responsible persons
In relation to the main activities of the enterprise, orders are prepared on behalf of the director by the heads of departments of the divisions. If there is a question about solving a complex problem, then the manager can create a special commission, which will consist of multidisciplinary specialists. But, since tasks are not only basic, but also operational, orders must be classified.
You can offer this option:
- Orders for core activities. Such orders are issued as part of the implementation of organizational tasks.
- Orders on administrative activities.
Orders in the above areas are subject to separate registration. In other words, it is necessary to store this documentation separately. This is due to the fact that the storage period for documentation related to administrative tasks is 5 years. Whereas documents on the main activities must be preserved permanently. The registration log belongs to the category of documents intended exclusively for internal use.
The procedure for familiarizing yourself with the registration log takes place exclusively in the presence of the person who is responsible for its preparation. In addition, the logs should be provided to the department head on a regular basis. This is necessary to check the decisions made, as well as to evaluate personnel work department.
During the registration period, the registration log is kept by the person who is responsible for its maintenance. If the magazine runs out, a note about this is made on the title side.
Mandatory columns
As previously mentioned, there is no legally approved form of log book, which allows the organization to develop it independently. Therefore, it is permissible to use graphs recommended by experts.
In particular:
- No. (record number),
- date of order;
- order number;
- type of order, its brief content;
- Full name employee;
- personnel number;
- basis for issuing the order.
Additional columns include, in particular:
- who signed the order,
- who is the executor of the order;
- where the order was sent;
- receipt of receipt (signature, date);
- note about referral to the case;
- position, full name the person making the entry (registering the order);
- note.
It happens that the “Note” column is not provided in the journal. In this case, you need to make a mark similar to the one displayed in work book(“entry No. ___ in column No. ___ is invalid”), then indicate the new data.
Filling example
Let's look at a sample for filling out the main section of the journal using the example of orders for personnel:
|
No. |
Date of order |
Order number |
Type of order |
Full name employee |
Tab. number |
Base |
|
Hiring |
Polozova Tatyana Viktorovna |
Labor agreement No. 14 dated July 13, 2014 |
||||
|
16.07.2014 |
118 hp |
Dismissal |
Kuzin Andrey Sergevich |
Add. agreement No. 2 dated July 12, 2014 to employment contract No. 11 from 03/10/2012 |
||
|
18.07.2014 |
119 hp |
Transfer to another job |
Sorokina Maria Alexandrovna |
Application, add. Agreement No. 2 dated July 12, 2014 to employment contract No. 11 dated March 10, 2012 |
Shelf life
It should be recalled that by virtue of the order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558, the period of preservation of the registration log is determined to be 75 years.
This type of journal typically displays the following orders:
- about hiring;
- about translation;
- about duty;
- about wages;
- about combining professions;
- about the dismissal of an employee;
- about advanced training;
- on personnel incentives;
- about all types of vacations;
- about changing the employee's surname;
- about long business trips.
Another log book, which has a retention period of 5 years, typically displays the following orders:
- about disciplinary sanctions;
- on annual and educational leaves;
- about duty;
- about short business trips.
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Retroactive orders: registration methods
Due to the fact that the registration journal is stitched and numbered, after which it is signed by the director and sealed with the seal of the enterprise, retroactive entry of an order into such a journal is excluded. But, as practice shows, there are various situations, in the resolution of which both parties are often interested, i.e. the employer and the employee of the enterprise. On this basis, sometimes there is a forced violation of the registration procedure.
Let's consider several possible options.
- If there is no further registration of orders at the enterprise, then the order can be made retroactively.
- If the company has further registration, then you can do memo addressed to the manager with an explanation of the reasons and register the order with the current date. The second option is good because in the event of an audit, the explanatory note will justify the current situation to the regulatory authorities. Therefore, if it is necessary to place an order in the “past period,” in practice they use the issuance of an order under a fraction (11/1-P) or any other index.
The letter of the order index alphabet has no legal significance. But, its use simplifies the work of the personnel officer. In addition, in case of possible demand by regulatory authorities for orders issued by the enterprise, it is desirable that the dates of issuance of orders coincide with real events. This approach will avoid increased interest on the part of inspection officials.
Regarding the artificial correction of errors, the only thing that can be recommended here is to replace only those documents that do not overlap with other orders, especially those that cannot be replaced.
The chronology of events is, first of all, needed for the employer himself. For example, in case an accident occurs with an employee who is outside the territory of the enterprise. In such circumstances, a “Sequential Order” with the employee's signature indicating that he is familiar with the order is a fundamental way to eliminate problems. In the event of an accident investigation, there is no better preventative measure, especially when it comes to dangerous species activities.
