How to file a personal file for the archive
Before putting personal Affairs in the archives thoroughly prepare all available documents that remained in the personnel Department after layoffs. The legislation establishes specific time frames in which you need to have time to transfer employee records to archival storage. They should not exceed 12 months after the established dismissal.
Each individual case unfold in reverse chronological order. If you are in employment the first page there was a statement written by the employee on the job, in archival documents the first page is a statement written on the resignation.
All the sheets, folded in the right order, are sewn with a binder, number in order. On a separate sheet, make an inventory. Under the serial number, insert in it all the sealed sheets of personal files.
Inventory attach at the top of all pages. If you apply for a personal matter for each employee separately, place it in a cardboard folder, in big block letters write the first letter of the surname of the employee and the year of dismissal.
When transferring files to the archive is acceptable to stack several cases of dismissed employees in the same folder, but the number of sheets it should not exceed 250. In one folder put the case of retired employees in whose names begin with the same letter. This design of personal Affairs is most often used in large enterprises, where for one year it takes a large stream of frames.
All the prepared cases, make a transfer sheet that has a uniform shape. In the graph number 1, record sequence number of each case, in the column No. 2 is the index of each business item # 3 – name titles of cases No. 4 date number 5 – the number of transmitted sheets for each case separately, No. 6 – retention №7 – add-ons or existing notes.