How orders on personnel are registered. Keeping a journal of registration of personnel orders in the office work of the enterprise

All orders for the main types of activities must be registered in the corresponding order. The record reflects the title, the date of the document and other important information. Sample entry, examples of filling out the journal - all this can be found in the article.

Any order is a legal act of internal action, which is usually issued by the head of the company, its a separate subdivision, branch. Orders are classified according to various criteria, including the area that they regulate. For example, they can relate to personnel, material resources enterprises. At the same time, a large group of orders is distinguished, which regulate complex, complex issues concerning the entire company as a whole. They are called orders for the main activity. There are several types of such documents:

About the appointment of the director.
On the formation of a division of the company.
On the introduction of the developed staffing table.
On the introduction of the transfer system wages by cashless payments.
About the instructions for filling out the payroll.
On the establishment of labor regulations.
Reduction of 1 or more workers.
On measures to protect information that constitutes a commercial secret.
On the establishment of a collective material responsibility workers.

There are other types that also relate to the main activity - they are subject to recording in the registration log. Plus, don't be confused different types documents. For example, if an act of approval of a key employee comes into force, whose position is spelled out in the charter (this can be not only a director, but also Chief Accountant, head of the security service), such an order should be registered in the journal for the main activity, and not for the personnel.

Another important point- documents related to the main activity and with administrative and economic matters are registered separately, because the latter is stored for 5 years. As for the first group of acts, they should be kept permanently ( at least 75 years old). The journal is kept for the same time.

Sample Journal Entry: Instructions for Completing

Fixing the record on the creation of the order is mandatory, because in this case the document finally comes into force. Thus, the entry gives it legal force as an internal normative act, mandatory for implementation within the entire enterprise or its specific separate subdivision. In addition, thanks to the ordered fixation system, the search for the required document among thousands of papers like him.

Title page

On the title page the person in charge prescribes:

The name of the company, its organizational form. Common abbreviations are allowed - LLC, PJSC and others, for example: LLC Dolche Vita.
The date when the document was filed. It may not coincide with the beginning calendar year which is ok.
The date when the document was completed (last page completed). After that, the journal is transferred to the archive for long-term storage (at least 75 years).
Responsible for maintenance - position, surname, initials.
In the column "shelf life" indicate "permanently".

Order records

The order of formation of the record can be set independently, since there are no strict legal requirements... Usually all records are recorded in tabular form; indicate such information:

Document number - the numbering is continuous, from the beginning to the end of the year. The documents, information about which is recorded in different journals, have different numbering - their order is in the documents on the main activity, on personnel, etc.
This is followed by the date of issue of the document - from that day it usually comes into force.
Then the title of the heading is given (exactly as in the order). Here you can also write summary.
Indicate the number of sheets and attachments separated by a slash "/".
In the “responsible” column, the names and initials of the employees who are responsible for the execution of the issued order are prescribed.
In the column "familiarize" - the names and initials of employees, who in writing (signed) must familiarize themselves with the text of the document.

Optionally, you can insert the column "Notes", where, if necessary, write brief comments on the issued orders.

After the journal is completed, it is necessary to formalize the end of its maintenance. To do this, you first need to lace up all the pages and fasten them with a cord. Then they write down the number of sheets (not pages), put the date and signature with a decryption (surname, initials). These records are made by the person in charge who kept the journal throughout its entire period (or the person replacing this employee).

Methods of doing and responsible

The registration log can be kept in two ways:

Traditionally, a handwritten version. Blue or black pens are used that do not leave blots and streaks. All entries are made accurately, corrections are possible only in exceptional cases. It is also necessary to ensure that there are no torn pages, additional inserts (instead of previous ones), etc. in the document.
IN in electronic format: in this case, only the employee who has the right to electronically sign can make entries in the journal and correct them.

The following employees can be responsible for filling out the document:

Secretary;
secretary-assistant;
other employees appointed at the direction of the director.

As a rule, the specific way of doing it, as well as the person in charge, is approved by a separate local legal act, which is adopted at the enterprise.

What does the log for registration look like?

The form of this document is a small book of 64 pages with a golden cardboard cover (format 210 * 288 mm). Holes are provided for lacing the pages and then filing the document.

If the magazine was not originally flashed, you must do it yourself.

One of the mandatory personnel documents used to record the workflow is the register of orders for personnel. It is needed to draw up reports related to the movement of personnel - hiring, dismissal or transfer. A specially appointed employee is responsible for filling out the journal.

Official regulations and functions

On September 6, 2000, a resolution of the Federal Archives was issued. So, according to Art. 358 personnel orders should be recorded separately in a special register of orders for personnel. Registration of orders can be carried out both in a paper journal and in the 1C program.

The following types of orders are recorded in the journal:

about hiring (data is also recorded about whether it is the main job or part-time, part-time work, shift method works);
about transfer to another position (orders are recorded to increase, change wages, on bonuses);
about dismissal (this also includes long business trips, maternity leave).

The journal is required when solving labor disputes analyzing the movement of labor. But its main function is to regulate actions in accordance with labor law at the enterprise.

Options and design requirements

The form of the journal is not legally approved. That is why the leaders of the organization themselves choose how it will be more convenient for them to keep these records.

Often, special paper magazines, which consist of a title page, a page with information about the journal and, directly, fields for recording information. Less commonly used computer programs, for example, 1C. This is due to the fact that electronic documentation easier to fix than paper.

Despite the fact that there is no single form of registration, a number of requirements are put forward to the document.

The magazine cover should be hard or semi-hard. Preferably laminated. It indicates the index of the organization, its name.

The second sheet of the journal lists the name of the organization, the title of the document, and the date the records started and ended.
The third page contains data on the persons responsible for maintaining the document. In this case, not only the surname and initials of the employee are prescribed, but also his position, details of the document by which the employee was appointed to this position . A sample signature of the person responsible for the document is also required.
The document must be numbered to maintain integrity.
The pages of the magazine must be securely bound and sealed. The number of pages is indicated on the seal. This figure must match the actual data. The information is confirmed by the signature and seal of the head of the enterprise.
The last sheet contains the end date of maintenance and a note on why and by whom the journal was closed.

You can close the document only after all its pages are filled.

Magazine pages

The main pages of the logbook consist of columns and rows in which data is entered.

Let's look at the main columns and give examples to fill in each of them.

The number of the document being issued. For example: 304
Date of the document. For example: 07/20/2016.
Order number. For example: 489-HP.
Information about the document, order of admission or transfer, dismissal, vacation. For example: hiring, transferring to a senior salesperson.
Employee data. For example: Ivanov I.I. If there are two employees in the organization with the same surname and initials, the name and patronymic name are written in full.
The law or document on the basis of which the order was issued. For example: an employee's statement dated 07/15/2016.
Signature of the employee to whom the order applies. It is placed after the employee familiarizes himself with the order.
Information about who drew up the document and entered the data in the journal. For example: Svirodov P.R.
Signature of an employee of the HR department, which confirms the correctness of the filling.
additional information. For example: Changing the work schedule.

Logging

As already noted, the journal has been running since the first day of the organization's work. The person appointed by the management is obliged to fill it out. This can be a secretary-assistant, an employee of the personnel department.

In the event that the person responsible for the magazine goes on vacation or decree, the management is obliged to appoint a new person responsible for the period of the employee's absence.

The journal is filled in daily. It includes all the personnel changes that we listed above.

Note that orders for appointment are not noted in the journal. officials mentioned in the charter of the organization - the director of the enterprise, the head of a particular department, the head of the branch, etc. This information refers to orders for the main activity and is recorded in another document.

After the journal was closed, it was transferred to the archive, where it was kept for 75 years.

Correction of mistakes

In some cases, errors can be made when filling the journal. In this case, there are a few things to keep in mind. general rules:

Tearing out pages from the book is prohibited.
It is forbidden to use corrective agents, wipe incorrect data with a trowel or blade.
To correct it, you must cross out the incorrect entry with one line and enter the correct data next to it.
All corrections are made immediately upon detection of an error.

Video: How to create and issue a 1C magazine?

We suggest that you familiarize yourself with a video tutorial on creating and designing a magazine in the 1C program. With its help, you can create your own magazine, while independently determining the number of required columns to fill. The information is given in a simple and accessible form.

All orders that relate to personnel must be recorded in a special journal. Thanks to this, the management of the company, if necessary, will be able to prove their case in labor disputes.

It is used to register orders for the admission, transfer and dismissal of employees, as well as other orders with a shelf life 75 years.

An example of filling out the main section of the journal:

Orders for personnel- these are the main documents that determine the official position of employees and serve as the basis for making entries in accounting documents(for example, work books, personal cards, financial documents). The shelf life is 75 years.

To orders for personnel fromshelf life 75 yearsthe following orders apply:

On hiring an employee (s) for work
On termination employment contract with the employee (s)
On the transfer of an employee (employees) to another job
Combining positions / professions
on the establishment of wages (change in the amount of wages as a change in the essential conditions of the employment contract);
About sending an employee (employees) to a business trip (long-term, foreign)
On the provision of parental leave up to 1.5, 3 years old
O early withdrawal from parental leave up to 1.5, 3 years old
On granting an employee (employees) unpaid leave
About changing the surname, name, patronymic of the employee
On employee incentives (bonuses, acknowledgment of gratitude, rewarding with a valuable gift, a certificate of honor, etc.).
and etc.

It should only be noted that the orders for the appointment to positions of the first persons of the enterprise, those officials who are mentioned in the charter (for example, the general director, chief accountant, head of the service internal control) are orders for the main activity, not personnel.

Decor certain types orders for personnel are made in accordance with the Unified forms of primary accounting records for personnel accounting. By the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1, the forms of the following orders are unified:

On hiring an employee (Form T-1, T-1a)
On the transfer of an employee to another job (Form T-5, T-5a)
On termination (termination) of an employment contract with an employee (dismissal) (Form T-8, T-8 a)
About sending an employee on a business trip (Form T-9, T-9a)
On employee incentives (Form T-11, T-11a)

The addition of the letter "a" to the number of the unified form means that it is intended for documenting an order on personnel, in which one administrative action (for example, hiring) applies to several employees. Unified order forms without the letter "a" are used to issue an individual order (one administrative action per employee).

registration- this is a record of credentials about a document in a prescribed form, recording the fact of its creation, sending or receiving.

(GOST R 51141-98)

registration- confirmation of the fact of creation or receipt of a document in certain time(day) by entering it into the registration form, assigning a number and recording the basic data about the document. As follows from the definition, registration primarily gives legal force to the document since records the fact of its creation or receipt. Until the document is registered, has not received its number, it has not been completed and, as it were, does not exist yet.

The order of numbering of orders by personnel is not regulated. IN Typical instructions on office work in federal bodies executive branch, approved. by order of Rosarkhiv dated November 27, 00 No. 68, it is only noted that orders are numbered by ordinal numbering within a calendar year; orders for the main activity, personnel and orders are numbered separately (clause 4.1.3).

Please note that in accordance with paragraph "d" of Art. 358 List of typical management documents generated in the activities of organizations, indicating the storage period, approved. Rosarchiv 25.08.2010, for Personnel order logs the storage period is set 75 years.

In the article, we will tell you how to compile and maintain a register of orders for personnel. Let's share samples and important nuances, which are important for the person responsible for maintaining the document.

Download a sample

Why do you need a journal of records of orders for personnel

Personnel orders are documents that are used to draw up labor Relations: reception, transfer, transfer, dismissal, holidays, business trips. Accounting for personnel documentation, which includes orders for personnel, is regulated by Art. 358 Decree of Rosarkhiv dated September 6, 2000. In particular, there is a clause in this Resolution that prescribes keeping records of personnel records separately from all other company records. In practice, this means that each company should have a special register of orders for personnel. There is no unified order form. This means that you can develop and implement your own version of the document yourself.

If the form of the journal remains free, then the storage period of the document is strictly regulated. The shelf life is determined by the type of order and can vary from 5 to 75 years.

In this case, it is advisable to keep several journals for orders with different storage periods.

In the first journal, record the orders that need to be harvested for 75 years. These are orders about:

hiring;
moving;
combining;
translation;
dismissal;
certification, professional development;
change of surname;
encouragement, rewarding;
wages, bonuses, various payments;
all types of vacations for workers with heavy, harmful and dangerous conditions labor;
parental leave;
unpaid leave;
duty on the profile of the main activity;
long domestic and foreign business trips;
business trips for workers with difficult, harmful and hazardous working conditions.

In the second journal, orders are recorded with a storage period of 5 years. These are orders about disciplinary action, annual paid leave, study leave, shifts, short-term business trips.

If the company has a large volume of document circulation, it is better to keep several order journals, each of which corresponds to a certain retention period.

How to correctly draw up and maintain a book of orders

The free form of keeping a journal of registration of orders for personnel will not obviate the need to strictly observe the basic rules for issuing documentation of this kind. In particular, the cover of the document should contain the dates when it started and finished. The index of the journal should correspond to the nomenclature of cases accepted in the organization. Of course this information should be on the cover of a magazine.

Cover of the journal of registration of orders on personnel: sample

Download sample

There are three generally accepted ways to indicate information about the employee who is responsible for maintaining and storing the ledger. The first option is to place information about him on the title page of the journal or on its back. The second option is to indicate the data about the person in charge at the very end of the journal, on the last page. The third option is to place the data at the bottom of each page of the document. If you are creating an electronic log book, then you can enter this information in the page footer

Sample Logger Information

Download sample magazine

The register of orders belongs to the category of strict reporting documentation. Therefore, there are special design rules that prevent the ability to extract, move or insert new pages.

The documents are registered on the same day when they are signed, approved (clause 3.2.1.2 of the State Educational Institution of Education, approved by order of the USSR Main Archive of 05/25/1988 № 33, clause 5.10 GOST R 7.0.97-2016).
The date of the document must correspond to the date of its signing or the date of the event recorded in the document.
Entries that have been entered incorrectly are prohibited from erasing, erasing or covering up special means... Incorrect text can be carefully crossed out. Enter the correct data in the same column. In the "Notes" column, immediately note that the text has been corrected
It is necessary to fully indicate the surnames, names and patronymics of all persons who are mentioned in the content of the document. Staffing table company - the standard according to which you need to indicate the position, specialty or profession of employees mentioned in the magazine.

Electronic register of orders for personnel: sample

How to use to post information retroactively

The register of orders for personnel refers to internal documentation. This means that only the employees of the HR department or the employees responsible for maintaining this journal have access to it. It is possible to transfer the book to employees of other departments within the enterprise only after a special order from the head of the personnel department. Employees of other departments can get acquainted with the content of the journal only in the presence of the person who is responsible for maintaining the document.

The person responsible for keeping the log is also responsible for keeping it. On the front of the title page is his record, which certifies that it has been closed.

How to keep a register of orders for personnel

We have already noted above that there is no uniform standard procedure for making entries in the log. But in practice, there is a typical sequence of actions, adhering to which you can be sure that you are designing the book correctly.

Step 1. Record the order number in the journal. As a rule, it is assigned to the document at the time of registration. The number consists of numbers and letters. The order of assigning numbers in the organization can be any, but the most common alphanumeric indexing system. When the volume personnel documents is great, 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, redundancy, transfer to another position - add the letter "k" (personnel) or "ls" (personnel) to the index. If the order is related to vacations, then add the mark "o", with business trips - "km", incentives - "p", penalties - "c".

Step 2. Date it. The date of issue of the document is the number when it was signed by the CEO of the firm.

Step 3. Specify the type of document. The type of order is determined by the issue on which it was published - hiring, dismissal, vacation, transfer to another position.

Step 4. Fill in the details of the employee who is affected by the order: indicate his full name, position, in which department he works.

Step 5. Give a summary of the paper. As a rule, the title of the order reflects its summary. For example, "On hiring 05/18/2018"

Step 6. Specify the base of the document. The basis of the order is an initiative document that served as the reason for its publication. For example, an employee statement or a management order.

Sample registration log for personnel

The order register allows you to systematize the workflow in the organization, which makes it easier to pass the GIT checks. Find out how to style it, download sample magazines

Read in this article:

Rules for keeping a register of orders

The activity of any organization involves the formation of a large number of documents, including orders, which must be kept for 5 or 75 years. For this reason, there should be two order journals, the maintenance of which is also possible in electronic form. In the second case, it is necessary to provide backup copying of data, so as not to lose documents as a result of a failure.

It does not matter how the registration of orders in the organization takes place (in electronic or paper form), you must adhere to the general rules for the design of magazines. In the future, this will help to avoid unnecessary questions during checks, quickly find the necessary records or documents.

Order book: sample design

the title page reflects the full name of the document, as well as the date of its execution;
below indicate the name of the company or structural unit organizations;
the magazine is numbered, stitched, sealed with the personal signatures of the heads of the enterprise, stamped, if used;
in order to protect against falsification, the registration log is sealed.

There are five obligatory registration logs, the rest are voluntary. But even if you do not want to "breed too much paperwork», Do not rush to refuse them - read the article of the magazine" Handbook of the personnel officer ". In it, experts analyzed five situations when such magazines help a personnel officer to prove his case in court and escape from a large fine.

The order log contains several columns:

the second column is used to record personal data (position of the person in charge, full name);
the third is for order numbers. The indication of letter codes is also provided: "LS" (personnel), "OD" (main activity), "O" (vacation);
in the fourth column of the order registration book, the dates of the preparation of documents are reflected;
in the fifth, indicate the data of the employee to whom the order was issued, as well as his position;
in the sixth a summary;
in the seventh - the signature of the person in charge.

The register of personnel orders can be filled in in a different order, since it depends solely on the form of the book used.

The document can be developed independently, and the organization has the right to apply type sample... The main thing is that it contains mandatory and auxiliary columns.

In some cases, there is no separate "Notes" line in the document. If the entry is incorrect, make a note, as in work books workers. For example: "Record under No. is invalid." At the same time, they indicate the correct entry below, put a signature. If the organization uses seals, then the corrections are certified by them.

The register of orders for personnel must be filled out clearly and without blots. It is strictly forbidden to hatch records, cross out letters, try to remove information using corrective means. It is unacceptable to have pages that are not numbered. The book of orders for personnel is filled with only solid text.

How to issue an order registration log

Organizations, especially commercial firms, can use any form of the order register, but the order of keeping the book should be fixed in separate local regulations... It is defined directly director general company or other authorized person.

In the act, you need to fix:

FULL NAME. , positions of employees responsible for drawing up, storing the document;
employees on whom the duty to keep a journal is shifted if the main responsible for it are temporarily absent;
established storage periods for the order registration book;
storage location for fully completed documents.

Usually a secretary is responsible for keeping a register of orders, if the organization is small. In large firms, this responsibility may be assigned to an individual employee. In this case, responsibility for the safety of the document should be reflected in local act, employment contract or job description, since the book may be damaged or lost. Some companies keep several magazines at once - in regular and electronic form.

Despite the fact that the book of orders for personnel is an optional document, experts recommend keeping it for each organization. This is due to the fact that during inspections, the company has only three days to prepare the necessary package of documents that will check Labour Inspectorate or tax. In this case, the order register will allow you to quickly find the necessary papers. In addition, it facilitates the work of many specialists of the company, as it allows you to systematize the workflow.

If an organization does not want to independently develop an order registration log, a sample document can be downloaded or bought from a specialized store. In the first case, the book must not only be printed, but also numbered, sealed, and then proceed to its design and maintenance. At the same time, the specialist responsible for maintaining the register of orders for personnel, the sample of which is not established at the legislative level, must adhere to the general rules for filling out the document.

Attached files

Template for the Journal of registration of orders on personnel.doc
An example of registering an order to terminate an employment contract with an employee by agreement of the parties.doc
An example of registering an employer's order to transfer an employee to another permanent job requiring a referral to a mandatory medical checkup, at his written request.doc
An example of registering an order to transfer an employee to another permanent job that does not require sending for a mandatory medical examination, at his written request ..doc
An example of registering an order for the transfer of an employee to another permanent job requiring a mandatory preliminary medical examination, at his verbal request.doc
An example of registering an order to transfer an employee to another permanent job that does not require a mandatory medical examination, at his verbal request.doc
An example of registering an order temporary transfer an employee to another job requiring a compulsory medical examination, at his written request.doc
An example of registering an order for the temporary transfer of an employee to another job that does not require a mandatory medical examination, at his written request.doc
An example of registering an order for the temporary transfer of an employee to another job requiring a mandatory preliminary medical examination, at his verbal request.doc
An example of registering an order for the temporary transfer of an employee to another job that does not require sending for a mandatory medical examination, at his verbal request.doc
An example of registering an order to incentivize an employee in intangible form.doc
An example of registering an order to reward an employee in cash, if the bonus is not provided for by the remuneration system.doc
An example of registering an order material incentives employee in non-cash form.doc
An example of registering an order to encourage an employee in intangible and in monetary forms if the bonus is not provided for by the remuneration system.doc
An example of registering an order to incentivize an employee in intangible and tangible non-monetary forms.doc
An example of registering an order early termination employment contract with the head of the organization (dismissal) before the expiration of the statutory term of notice of dismissal due to the impossibility of continuing work.doc
An example of registering an order for early termination at the initiative of an employee of a fixed-term employment contract (clause 3 of part 1 of article 77 of the Labor Code of the Russian Federation) (option 1) .doc
An example of registering an order for early termination of an employment contract with the head of an organization (dismissal) .doc
Log book of orders for the secondment of workers.docx
Personnel log.docx