How to number personnel orders
The sequence number of the order for personnel is also its registration number (index). The numbering of all orders (orders) for personnel shall be entered separately for each group of administrative documents in special registration forms during the clerical year.
The record keeping year usually coincides with the calendar year (January 1 - December 31). But there are exceptions, for example, cultural institutions, education, etc. Office year in which begins September 1.
To begin, delimit all orders for individual groups. Separate the papers according to their storage time into long-term storage documents and short-term storage documents.
In large organizations with a large number of employees, for convenience, select within the array of orders with the same shelf life several groups on a uniform topic.
For example, documents for long-term storage can be divided into groups: orders for admission, orders for dismissal, orders for transfer. A paper short-term storage can be divided into a series of: orders for vacations, orders for business trips.
In organizations with very large staff numbers, it is sometimes necessary to develop letter designations of orders for each category of personnel.
Further, each of these groups of orders for personnel register in special forms. As a registration form, you can use a journal, registration and control cards or an electronic document management system. Each of these forms has its advantages and disadvantages.
Registration and control cards and electronic filing cabinets, which usually duplicate each other, are more convenient for systematization and search. Registration logs provide greater information security.
Registration forms do not have a strict standard, but usually contain the following data:
- the ordinal number of the order;
- who signed (position, surname);
- summary of the order;