Tip 1: How to form a personal matter
The formation of cases is the placement of executed documents in cases. Documents in the case group for each calendar year, with the exception of cases that were formed initially and are not within the limits of one calendar year. Such cases include: personal files of students, employees, workers, forensic investigations, pension cases, medical records, and other records.
Finalize the personal files of students, students, graduate students on the fact of graduation from the school or graduate school; workers and employees - on the fact of their dismissal; the history of illness - after giving the patient's discharge; court cases - immediately after the end of the trial and making a decision; retirement cases - after the pension payments were terminated.
Personal affairs of employees who have been dismissed, when preparing for archival storage, combine in personal affairs, if the number of sheets does not exceed two hundred and fifty. The same applies to persons who graduated from an educational institution. Also you can form an individual personal file as a separate storage unit. This rule applies to personal files of a permanent shelf life.
When forming personal files, consider the various terms of their storage. As for cases of long-term and permanent storage, form them separately, and also include in different inventories.
Orders for personnel should be grouped into cases according to the established terms of storage. Inside each personal file, the documents are entered in chronological order, that is, from the beginning to the end of the year, and also by the date of their approval, compilation, registration.
Cases that are formed from personal accounts, personal cards, work books, as well as outfits of personal files, systematically in strict alphabetical order. When using such a design, carry out an additional clarification, indicating the first three letters in the surname of persons on whom a private matter is entered.
Very often, citizens need to extract extracts from various documents in order to restore, process documents, and to confirm legally significant facts. It can be orders, staffing, house book and even a medical history. Therefore, the document manager practically any organization sooner or later faces the need to form an extract.
The type of clearance is influenced by the type of document from which you copy the data, and its prescription. The matter is that for such documents as, for example, an extract from the work record, a special form is provided and, although many organizations allow a free form of copying, it is desirable to use the standard.
The form and type of extracts from the household or household books will be affected by the purpose of the act. So, if you copy data for registration of compensation for public services, you will need to enter data on the number of registered at the living space, and if you need to restore title documents for real estate, then the statement should reflect the dates of initial registration of all households, as well as those who from the account is already taken off.
Formulate an introductory part when preparing an extract from a legal document, for example, a protocol. In it, briefly outline the reasons for this request. The introductory part should include the agenda, that is the reason for the meeting.
Then compose the main text with the content of the necessary paragraphs, which indicate the issues discussed at the meeting, who listened to what they heard and what they decided as a result of hearing the case on the agenda. The text to be written out of the protocol must contain the so-called "writ of confirmation". In it, indicate that the extract from the protocol corresponds to the original, indicate your position, date, sign with a transcript.
When drawing up an extract from the employment record (employment contract), it is necessary to have a copy of the front or the main part of the contract, where the name of the document, name, patronymic, year of birth, education, profession, etc. are indicated. Otherwise, you just need to make copies of the necessary pages.
Remember that often the extract must be certified not only by the head of the organization-holder of the document, but also by the seal of the notary. As a rule, it is necessary to specify the requirements for discharge in the institution where you are preparing the document.