(1) Material filing system. Newly formed archival materials should be filed in time, and the general procedures for filing are as follows: first, identify the materials to see if they meet the filing requirements; Secondly, according to the nature and content of the material, determine the specific location of its filing; Thirdly, fill in the material name and related contents in the catalogue; Finally, put the new material into the file.
(2) Check the system. Inspection and verification is an important means to ensure the integrity and safety of personnel files. The contents of the inspection are various, including the inspection of personnel files themselves, such as checking whether there are mildew and insects. And the inspection of the storage environment of personnel files, such as checking whether the doors and windows of the warehouse are in good condition and whether there are other storage errors.
Generally, regular inspection and verification should be carried out. However, in the following circumstances, it is also necessary to check: after an emergency, such as theft, loss or flood, fire, etc.; After some files are in doubt, if you are not sure whether a certain material is lost. After finding some damage, such as finding that the material is moldy and being eaten by insects.
(3) forwarding system. The transmission system is about the transmission and delivery of files. The transfer of archives is generally caused by job transfer and other reasons. The general procedure of handover is: take out the files to be handed over; Write off in the bottom account of the file; Fill in the Notice of Transferring Personnel Files;
Packaging and sealing as required. Transmission should follow the principle of confidentiality, generally confidential traffic transmission, can not bring their own. In addition, the receiving unit should sign and seal the receipt and return it in time after receiving the documents and checking them correctly.
(4) Maintain the confidentiality system. The specific requirements are as follows: for large-scale enterprises, it is generally necessary to designate a special person to be responsible for the custody of files, and the necessary filing equipment should be complete. The warehouse is equipped with necessary fire-proof and moisture-proof equipment.
Warehouses and filing cabinets should be kept clean, and irrelevant items are not allowed to be stored. Without authorization, no one may bring personnel files to public places. Irrelevant personnel are not allowed to enter the warehouse. Smoking is strictly prohibited. When you leave, turn off the lights, close the windows and lock the door.
(5) Statistical system. The contents of personnel file statistics mainly include the following items: the number of personnel files. Personnel files collect supplementary information. File arrangement. File keeping. Utilization situation. Equipment in the warehouse. Personnel archivists.
Extended data:
1, employee basic information registration.
Basically, such forms are registered when employees first enter the enterprise, and some of them are filled out by employees themselves (such as employee basic information form, employment registration form, etc.). ), and some may need HR to fill in and register in the electronic employee roster one by one, including labor contracts.
2. Approval documents related to employee employment.
3. Various certificates of employees.
Many traditional enterprises will use copies of such documents, so it is not recommended to keep only copies, because it will prevent disputes over revision and, more importantly, it may be damaged. Try to keep another copy by scanning or taking photos.
Including but not limited to: qualified entry physical examination form, former enterprise's resignation certificate, guarantor's relevant materials, labor contract and its attachments, statement of not purchasing housing accumulation fund, work summary of probation period (internship), performance completion during probation period, evaluation opinions of instructors and departments, post-employment salary and benefits confirmation letter (unsigned at the beginning), employment application form, annual work summary, etc.
5. Various statistics and resumes of employees attending important meetings and trainings.
6. Records of post changes of enterprise employees.
7, employee salary adjustment, rewards and punishments records.
8. Labor contracts, confidentiality agreements and other relevant documents.
References:
Baidu encyclopedia-personnel files