Значение грамотно составленной кадровой documentation is difficult to overestimate. Personnel documents - this is the fixing on the paper of significant legal facts. And any mistake of the personnel officer will entail negative consequences for both the wage worker and the employer, so it is so important to adhere to the rules of the KDP in personnel.
What is HR records management?
KDP - what is it?This is an area of activity that documents all labor relations and records information about staffing and staff movement, as a result of which all personnel procedures are documented.
What is KDP from a legal point of view?All personnel documents have legal (or commercial) value. Using them as written evidence, you can defend your position in court. So, for example, the staffing table, personnel orders and payroll statements can serve as a basis for obtaining or confirming tax and profit benefits.
KDP - what is it and what is it for?Most of the correctly issued personnel documents contain extremely important information. It is on the basis of this documentation that it is possible to confirm certain rights of the employee, for example, when applying for an early retirement due to work in harmful or hazardous industries.
KDP - what is this for the social sphere?Documentary recording of labor relations plays a significant role in providing pension, social and other guarantees that are provided to employees in accordance with the current legislation. All regulatory and legislative acts concerning the norms of labor law are necessary for the qualitative work of any personnel specialist.
KDP - what is it and what is it?
Registration of labor books and contracts is,of course, a very important part of the work of any employee of the personnel service, however, personnel records management is not limited to just these moments. All the documents that must be at the personnel officer at hand, can be divided into two main blocks.
The first group includes both legislative and subordinate acts, explaining the norms of labor protection and labor law. All documents of this nature are required for execution.
The second group is the documentation of recommendatory nature: methodological recommendations on personnel record keeping and management work.
It is important for a career worker to know which of thedocuments are mandatory for execution at a particular enterprise, and which become effective only under certain circumstances. This will avoid negative experience when dealing with staff inspectors.
When creating personnel records, the following rules should be followed:
- internal documents (their appearance, development and approval procedure) can be convenient and understandable specifically for a given enterprise or organization;
- external documentation is drawn up according to generally accepted rules, so that these documents have legal force;
- storage of personnel documentation is carried out taking into account the rules and requirements of the archival service.
Drawing up instructions on personnel record keeping
The KDP instruction - what is it?In fact, this is a detailed guide to the organization of the department or personnel service and the management of cases in them. The head of the organization appoints the person responsible for the development of this document. As a rule, the head of the personnel department, the lawyer or the chief accountant is engaged in this. Also the instruction on KDP can be made also by the head of the organization (this is often practiced in small companies). When the instruction is ready, it must be approved by the order of the director or the manager, and also by the signatures of all the officials concerned. All employees get acquainted with the instruction under the personal signature.
The main issues governed by this document are:
- list of mandatory personnel documents of the organization;
- the procedure for the preparation of documents that regulate labor relations;
- rules of registration of the personnel documentation;
- the order of document circulation in the personnel service;
- control of document execution;
- procedure for transferring cases from the OK to the archive.
Organization of the KDP
Based on the normative and legal acts, methodological recommendations, it is possible to draw up the following scheme for organizing the entire personnel records management of the company:
1. Develop documents that are mandatory for the company (regulations, instructions, internal regulations, regulations on fire safety and fire safety).
2. Correct the staffing table.As a rule, the organization already has an established staffing table and employees who perform certain duties, but not always work record books and employment records are properly designed. You can check the staffing table by requesting information on the wages of employees and the name of their posts in the accounting department. The personnel numbers of the employees can be found there. Also, you should check the accuracy of the personal files of the company's employees and find out what documents are missing.
3. Verify that the information is consistent with the staffing table and in the employment contracts.
4. Check for correct execution of orders OK.All personnel operations (recruitment, relocation to another position, salary increase) should be recorded in documents of the appropriate sample. They must be signed by both the head of the organization and the employee. All defects should be corrected.
5. Check the correctness of filling out workbooks.
6. To register the personal files of the employees, if they were not conducted before.
7. Design the necessary books and journals.
8. Make a vacation schedule.
9. Group personnel affairs.
10. To make out the nomenclature of affairs.
Audit of the KDP
Personnel audit is the conduct ofcomprehensive analysis of all personnel documentation, verification of its compliance with the requirements of current legislation, local acts and protocols. Proper organization of personnel records management is an urgent matter, ignoring of which may entail certain risks.
In the process of personnel audit is not just checkedthe correctness of the documentation, but also its compliance with applicable laws. Audit of personnel documents is an effective means to solve problems arising in the financial and economic activities of the company.
Typical mistakes in the design of the KDP
Audit personnel documentation allows you to highlighta number of major mistakes that have repeated in various companies and organizations. In small institutions, there is the creation of numerous local protocols, which, in fact, simply duplicate each other, or, even worse, contradict each other. All personnel document management is necessary to unify and minimize.
Also common errors are:
- the lack of approved information on work and rest schedules in the institution or its inconsistency with the data specified in the employment contract;
- the lack of procedures for the calculation and payment of salaries;
- staffing errors;
- lack of wage billing;
- violation of the rights of employees in establishing the rules for working with personal information and personal data;
- improperly drafted employment contract.
This is not the whole list. To avoid mistakes in personnel documentation, it is necessary to strictly follow the regulations, legislative acts and methodological recommendations.
