Tip 1: How to make out the case upon delivery to the archive
To transfer the case of the dismissed employee to the archive, lay out the documents in reverse chronological order. This means that when you found a job, you were a personal file, the first page of which was an application for admission to work. When you transfer the file to the archive, the first sheet will be a letter of resignation.
When filing a personal file of an employee, simultaneously make an inventory of documents being filed. In a personal file for transfer to the archive, file all available documents: a form or resume, copies of education certificates, copies of orders for employment, dismissal and other orders that were issued during the employee’s work. These may be orders for raising or lowering salaries, for transfers, for the performance of additional duties, etc. Also attach all certificates that the employee has ever submitted to your organization, a copy of the employment contract, additional agreements, regulations related to the employee’s work.
Put the file in the folder with a folder, number all the sheets in the upper right corner. This should be done in pencil. Fill up the inventory from above, sign the folder, put the letter code on the initial name of the employee's name, and also on the folder's binding with large numbers the year of dismissal from your company.
Accounting for the year of dismissal, you can spend on one employee or on several who left in one year. If you are accounting for several employees, then put all the folders of personal files in one shared folder and sign the year of dismissal on the cover. In one folder you can store no more than 250 sheets. Each complex case form not only by the year of dismissal, but also alphabetically by last name.
When transferring all cases to the archive, make a delivery inventory. In the first column, indicate the ordinal numbers of cases, in the second index of all cases by nomenclature. The third column is filled in by the name of the headings, the fourth - by dates, the fifth - by the number of sheets, the sixth - by shelf life, you can fill the seventh column if there are notes or additions.