Where does the company start? Someone will say - from the idea, someone - from the registration, someone - from the director. And everything is correct. To establish a company officially, it must be registered. And the first order that the director will sign is the order to hire the director. To hire someone, you must have an approved staffing table (download a sample), as well as a signed employment contract (Article 57 of the Labor Code of the Russian Federation). It turns out that simultaneously with the hiring of the general director, it is necessary to appoint a person responsible for maintaining personnel records management.

What are the functions of a HR specialist?

The Human Resources Specialist is a very important person for the company. It covers many important questions, in particular:

• Develops and implements personnel policy in the company.
• Organizes (compiles and approves, is responsible for storing personnel documents, controls the availability of a personal file of each employee, draws up local regulations regarding the labor schedule and internal rules of the company, and much more).
• Completes the organization with the necessary personnel.
• Participates in training, development, motivation, professional development of personnel.
• Participates in the assessment of the professional qualities of personnel, declares the need for replacement, .
• It studies the labor market, monitors the level of payment of various specialists.
• Participates in the control of labor discipline, takes measures to improve it.
• Knows the Labor Code and organizes work in compliance with all rules and laws.
• Responsible for HR reporting.

The procedure for appointing a person responsible for personnel records management

It often happens that at the time of the beginning of the company's activities, there is no head of the personnel department yet. In this case, the head of the organization can issue an order to appoint a person responsible for maintaining personnel records management for himself or another employee of the company. In any case, the person responsible for record keeping is appointed by order of the head of the organization. There is no approved form for such an order in labor legislation, but we offer you an approximate sample.

It is necessary to specify in the order for which specific documents the specified employee is personally responsible.

As a rule, such an employee is entrusted with maintaining a log of orders for personnel, a log of employment contracts, a log of personal affairs, a log of departure of employees on business trips, arrivals and making notes on travel certificates.

Also in the order it is necessary to prescribe the salary of the employee for the performance of the imputed function.

At the end of the document there should be a reference to the employment contract (or annex to it) with this employee.

In addition, an order is required to appoint a person responsible for storing, accounting and maintaining work books. It may be the same or a different person. For the duration of the absence of such an employee, a local normative act appoints an employee who is temporarily assigned this responsibility. Employment books must be transferred from one person to another according to the acceptance certificate.

In a large company, personnel records management is a complex and multi-stage process. For its organization, it is advisable to have a special staff unit.

In each organization, over time, various kinds of papers, documents, cases accumulate, from which an archive is subsequently formed. In order to keep it in order, a responsible person is appointed.

How to archive

Strictly defined norms for maintaining archives in commercial enterprises have not been established at the legislative level. This means that the management of each company has the right to independently develop these requirements, which are then included in the package of local regulations. It is in accordance with them that the supervision of the archive is carried out.

FILES

The main conditions for competent archiving is its inaccessibility to unauthorized persons (among other things, the installation of metal cabinets and safes is used for its implementation). All racks should be numbered, documents should be placed in separate folders. If the archive is very large, then the organization should develop and approve its scheme.

Regularly (at least once every five years, and preferably annually) the documents stored in the archive should be checked. Those that are outdated and have lost their relevance are subject to disposal - a special procedure is established for it in the law. The rest continue to be in the archive until the moment when their storage period also expires.

The archive room must have a certain temperature and humidity. It is absolutely unacceptable to get sunlight on archival documents (they burn out and deteriorate from this).

Also here it is strictly necessary to maintain fire safety - the archive consists entirely of flammable objects.

Who is responsible

As a rule, the employee responsible for the maintenance of the archive is the secretary of the enterprise, a specialist in the personnel department or an accountant.

But if the organization is very large, then a separate position can be introduced, according to the instructions of which the main duty of the specialist will be to maintain archival affairs and the archive itself.

What tasks are included in the functions of the employee responsible for the archive

First of all, the employee responsible for the archive must record all the documents entering it. They are subject to a mandatory detailed description (name, number of sheets, etc.). He must also form cases and arrange them in folders in a certain order, which is established by the company administration. He also controls the period of storage of papers, and if someone needs an archival document, he issues it, but strictly against signature and only on condition of further return.

Who appoints the person responsible for the archive

Usually, the director of the enterprise appoints the employee who will be responsible for the archive. To do this, he issues an appropriate order, which indicates the position and full name of the employee, as well as the tasks that are assigned to him.

Features of the formation of the order, general points

If you have been tasked with drawing up an order to appoint an employee responsible for the archive, and you have never come across such a document before, use the tips below. Look at the example - taking it into account, you will be able to create your own form without much difficulty.

Before giving a detailed idea of ​​this particular order, let's talk about some general information that is relevant to all such administrative acts.

• Firstly, if the organization has an order template fixed in its accounting policy, the document must be created according to its type. But if there is no such template, it does not matter - you can draw up an order in any form, from the point of view of legislation, this is quite acceptable.
• Secondly, every order must be justified by something. The justification usually indicates the actual reason for creating the document (in this case, it may be a production need). Also, the issuance of an order is always based on something - most often the basis is a reference to some legislative act, norm or internal document, for example, a memo.
• Thirdly, the order is allowed to be written by hand or typed on a computer, however, if an electronic version is used, the document must be printed after formation - this is necessary so that the director or the employee performing his functions can certify it with his autograph. Also, if it is customary for an enterprise to use seals to certify internal papers, the order must be stamped.
• And finally, fourthly, the document should be done in one original copy.

A note on the order must be made in a special log book, which is always kept by the secretary of the enterprise or other responsible employee.

In terms of its structure and content, the order to appoint an employee responsible for the archive is not so complicated, so there should not be any particular difficulties in its formation.

1. At the beginning of the document, the name of the company is written, as well as the name of the document itself.
2. Further, the order is assigned a number, the date and place of its preparation are indicated.
3. After that comes the main part of the form. First of all, the basis and justification are entered here, it is noted for what purposes the responsible person is appointed. Further, it is indicated who exactly is entrusted with this mission: the position, full name of the employee, the date from which responsibility for the archive passes to him is indicated. Then you should indicate which documents, regulations and articles of the law the employee should be guided by in his activities. Finally, an employee of the enterprise is appointed who is responsible for the implementation of this order (this may be the director himself, one of his deputies, or, for example, the head of the personnel department).
4. The document is signed by the head of the organization and his subordinates, who are responsible for the archive (with his signature, the latter certifies that he is familiar with the order and has nothing against performing new functions).

Who decides the issue of conducting personnel records management in a separate division? Here you can download a sample form of an order on the purpose of a responsible personnel office work. Responsible for the conduct of personnel records management, LLC way.

Standards of the order on the purpose of the person responsible for maintaining personnel. Minsk, as well as the institute of freelance inspectors of archives and record keeping.

Order on the appointment of a person responsible for maintaining - superjob

If the document is signed by a person who does not have the right to sign, you need to consult with a lawyer to check the legitimacy of the employee's signature on the document. But it is worth remembering that a careless attitude to documents, their design, publication, storage, registration can lead to adverse consequences. Regulations on record keeping in the company up to 20.

North Caucasian Federal University

A free-form order must be issued prior to filing. Order on the appointment of a person responsible for record keeping. Since the seal certifies the signature of the official on the document, it is also necessary to indicate whose signatures are certified by separate seals.

Ministry of Justice and Department - research and implementation of Russian and foreign experience in organizing and implementing control activities in practice. But if the expert commission has already been created earlier, take a look at its composition. Practice indicates that the interaction of a lawyer and an assistant manager who performs the duties of a clerk is not always effective.

Centralized management of personnel records management personnel. The person responsible for maintaining personnel records (see. In this regard, pay attention to the date of publication of such an order.

The first thing that the inspectors will require from you is an order on the appointment of persons responsible for record keeping and safety. In addition, often the departments of the subdivision have their own seals or stamps (human resources department, accounting department, production site 7). Reference 2) an order must be issued to approve the forms.

On the appointment of persons responsible for accounting, storage and use of chipboard documents in the divisions of the St. Petersburg Customs

State Customs Committee of the Russian Federation

Northwestern Customs Administration of the Russian Federation

SAINT PETERSBURG CUSTOMS

On the appointment of persons responsible for accounting, storage and use

chipboard documents in the divisions of the St. Petersburg customs

In accordance with the instructions of the NWTU of Russia dated April 27, 1999 N 22-16 / 173 and in order to further improve the documentation support and control over the execution of chipboard documents in the divisions of the St. Petersburg customs

I order:

1. Appoint officials in customs posts and departments responsible for accounting, storage and use of chipboard documents (Appendix 1).

2. Heads of customs posts and departments to ensure:

2.1. In its subdivisions, the organization of work with documents for chipboard in accordance with the requirements of the Order of the State Customs Committee of Russia dated September 23, 1996 N 582 chipboard On approval of the Instruction on the procedure for accounting, circulation and storage of documents, files and publications containing unclassified information of limited distribution in the customs authorities.

2.2. By May 24, 1999, on the basis of a model (see Appendix 2), in accordance with the Order of the State Customs Committee of the Russian Federation dated February 16, 1998 N 80 On Approval of the Regulations on the Procedure for the Development and Approval of the Job Description of an Employee of the Customs Authority of the Russian Federation to develop, coordinate in in accordance with the established procedure and approve with the head of customs job descriptions for employees responsible for working with chipboard documents in the unit.

2.3. Any changes in the composition of the officials responsible for working with the DSP documents should be immediately reported to the Department of Special Information.

3. Control over the fulfillment of the established requirements for working with documents containing information of limited distribution is carried out by the department of special information (Vasilkova M.V.).

4. I reserve control over the implementation of this order.

Clerk (responsible for incoming correspondence)

Type sample

APPROVE

___________________________________ (Surname, initials)

(name of organization, pre- ________________________

acceptance, etc. its organizational- (director or other

legal form) official person, authorized

must approve

Job description

clerk

(responsible for incoming mail)

______________________________________________

(name of organization, enterprise, etc.)

20__ N__________

This job description has been developed and approved for

on the basis of an employment contract with __________________________________________

(name of the position of the person for whom

And in accordance with

this job description has been drawn up)

the provisions of the Labor Code of the Russian Federation and other regulatory

acts regulating labor relations in the Russian Federation.

1. General Provisions

1.1. Clerk responsible for incoming mail

1.2. As a clerk responsible for incoming

correspondence, a person is appointed who has an initial professional

The procedure for monitoring the passage of official documents and

materials;

Fundamentals of labor organization;

Rules for the operation of computer technology;

Internal labor regulations;

Rules and norms of labor protection.

1.5. Clerk responsible for incoming mail

its activities are guided by:

Regulations on ____________________________________________________;

(office, documentation department, other

structural unit)

Instructions for office work and the work of the archive at the enterprise;

this job description;

- _________________________________________________________________.

1.6. Clerk responsible for incoming mail

directly reports to _____________________________.

(head of the office, head of department

documentation support)

1.7. During the absence of the clerk responsible for

incoming correspondence, (vacation, illness, etc.) his duties

performed by a person appointed by the management of the enterprise. This person

acquires the appropriate rights and is responsible for the proper

performance of the duties assigned to him.

1.8. ______________________________________________________________.

2. Job responsibilities

Clerk responsible for incoming correspondence:

2.1. Performs accounting and registration of correspondence,

received by the enterprise from state authorities, bodies

local government, banks and other organizations.

2.2. Provides control over the transfer of specified documents

leadership and performers.

2.3. Hands over to the head of the office (head of department

documentation support) correspondence requiring

preview.

guides, draws up registration cards or creates a data bank.

2.5. Maintains a file of documents, supervises

for their execution, issues the necessary certificates on registered

documentary materials.

2.6. Carries out control (with putting down the necessary marks on

cards) for the passage and timely return by performers

documents to be returned to the office (department of documentation

security), with all materials for their execution.

2.7. Forms documents and cases for the assigned area of ​​work and in

accordance with the approved nomenclature.

2.8. Prepares documents for storage and

use (examination of value, registration of cases, compilation of inventories),

3.1. Submit for consideration by the head of the enterprise and the manager

office (head of the documentation department) proposals

to improve the activities of the unit, forms and methods of working with

documents.

final execution of documents.

3.3. Within its competence, report _________________________

(Chief of the office,

The clerk responsible for incoming correspondence is responsible

responsibility:

4.1. For improper performance or non-performance of their official

responsibilities under this job description

within the limits determined by the labor legislation of the Russian Federation.

4.2. For offenses committed in the course of exercising their

activities, - within the limits determined by administrative, criminal and

civil legislation of the Russian Federation.

4.3. For causing material damage - within the limits determined

labor and civil legislation of the Russian Federation.

How to transfer personnel documentation from the head office to the branch?

Question

Good afternoon. Our company has 2 branches. All personnel documentation is kept at the head office, but from the New Year it is understood that each branch will begin independent activities (there will be its own personnel officer, etc.). Tell me how to avoid mistakes when transferring personnel documentation?

Answer

Having considered your question, we can say that all personnel documents for employees maintained by the parent organization must be transferred to the branch for their further maintenance. To do this, it is necessary to draw up an act of acceptance and transfer of personnel documents from the organization that transfers these documents (i.e. the parent organization) to the organization that receives them (i.e. the branch). This act fixes the list of personnel documents that are transferred to the person responsible for maintaining personnel records management. A sample act of acceptance and transfer of personnel files is given below in the text.

At the same time, we note that the legislation does not contain requirements for the transportation of documents from one city to another. Therefore, you can independently decide how to transport personnel documents (for example, transfer them with a responsible employee of the organization, or use the postal service).

Sample act of acceptance and transfer of personnel files

Organization of HR administration from scratch

The need to set up personnel records management is not such an exotic task, not an easy one for novice personnel officers, private entrepreneurs and accountants, whose duties included personnel management. However, the whole process can be described as a simple step-by-step guide to action.

Step 1. Organize yourself a “desktop” of a personnel officer

To do this, you need a personnel program, the texts of regulations in the latest edition and samples of document forms, samples of their completion. Regulations and forms can usually be found by subscribing to the portals of major publishing houses that publish methodological literature, trade journals, and conduct thematic seminars.

As for personnel programs, there are several varieties:

fully functional automated personnel management system (APCS). Such a system is most useful in the presence of a developed personnel management function, since it is specially “sharpened” for the specifics of personnel management and allows you to fully automate the entire HR functionality. If the company is small, it makes sense to implement it in modules, for example, start with the personnel module, and then, if necessary, implement the payroll and management modules.

Block of personnel records in the ERP-system. Usually it is not so detailed and complete, but it immediately allows for easy integration with accounting and other enterprise IT systems. High implementation costs make this solution an infrequent choice for small organizations.

A narrowly functional system that allows you to automate one HR function. For various HR tasks, be it recruitment, compensation package management or personnel records, there are separate systems. They are not very popular as they can be difficult to integrate with other software, but if we are talking about a company that does not plan to expand staff and growth (for example, luxury or exclusive products), the best solution in its class will give an ideal result.

HR in the cloud. This is a SaaS solution, when the software is offered as a service, and not a program on a server. In this case, the company does not need to install software, purchase licenses and maintain it. This model is often used in conjunction with HR outsourcing and payroll outsourcing. Especially suitable for small companies, because among its advantages is the absence of tangible one-time investments.

Step 2. Explore the internal "personnel kitchen" and everything that you have to work with. If you are an employee, take all the constituent documents from the head of the company and draw up accounting documents so that they do not contradict them (or we check the accounting documents and eliminate all contradictions). If your business is yours, we harmonize the constituent and accounting documents with each other accordingly.

Carefully study the Charter of the company, it may contain, for example, the procedure for hiring a general director (you have to draw it up): setting his salary, the period for which an employment contract is concluded with him, and so on. Sometimes the Charter specifies the procedure for hiring key managers and establishing a remuneration system for them, for example, after agreement with the founders. The Charter may also prescribe the procedure for approving the staffing table.

Step 3: Hire a CEO

From the documents it should be clear from what date the director has been working. The mass of professional literature is devoted to the issue of formalizing labor relations with a hired director.

Step 4. Make a list of documents required for HR administration in your company.

Mandatory documents that you will draw up in any case:

Internal labor regulations (Articles 189, 190 of the Labor Code of the Russian Federation)

Staffing (Art. 15, 57 of the Labor Code of the Russian Federation)

Vacation schedule (Article 123 of the Labor Code of the Russian Federation)

Documents on the processing and protection of personal data of employees (a document establishing the procedure for processing personal data of employees, their rights and obligations in this area (if this is not established in the internal labor regulations), written consent of employees to the processing and transfer of personal data to third parties, art. Article 86-88 of the Labor Code of the Russian Federation, Article 6 of the Federal Law "On Personal Data")

Employment contracts (Art. 16, 56-59, 67 of the Labor Code of the Russian Federation)

Employment books (Articles 65, 66 of the Labor Code of the Russian Federation, Decree of the Government of the Russian Federation of April 16, 2003 No. 225 “On work books”, Decree of the Ministry of Labor of Russia of October 10, 2003 No. 69 “On approval of instructions for filling out work books”)

The book of accounting for the movement of work books and inserts in them (paragraphs 40-41 of the Rules for maintaining and storing work books, manufacturing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of 16.04.2003 N 225, Decree of the Ministry of Labor of the Russian Federation of 10.10.2003 N 69 "On the approval of the Instructions for filling out work books")

Income and expense book for accounting for work book forms and an insert in it (paragraphs 40-41 of the Rules for maintaining and storing work books, manufacturing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of 04.16.2003 N 225, Decree of the Ministry of Labor of the Russian Federation of 10.10.2003 N 69)

Time sheet (Art. 91, 99 of the Labor Code of the Russian Federation)

Personal cards (clause 12 of the Rules for maintaining and storing work books, making work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of 04/16/2003 N 225)

Orders: orders on hiring, on granting holidays to employees, on dismissal of employees, on transfers, business trips, on the appointment of a person responsible for maintaining, accounting and storing work books, etc. (Art. 62, 68, 84.1, 193, etc. Labor Code of the Russian Federation, clause 45 of the Rules for maintaining and storing work books, manufacturing work book forms and providing employers with them, approved by Decree of the Government of the Russian Federation of 04/16/2003 N 225)

Grounds for issued orders: memorandums, statements, acts, agreements, etc. (Articles 70, 72, 78, 80, 122, 127, 128, etc. of the Labor Code of the Russian Federation)

Sheets, notes-calculations and other documents related to the accrual and payment of wages, vacation pay, compensation for unused vacations, payments upon dismissal

Approved pay slip form

Register of inspections of a legal entity, an individual entrepreneur, carried out by state control (supervision) bodies, municipal control bodies (clause 8, article 16 of the Federal Law of December 26, 2008 N 294-ФЗ “On the Protection of the Rights of Legal Entities and Individual Entrepreneurs in the Implementation of State Control (supervision) and municipal control.The form of the journal is approved by the Order of the Ministry of Economic Development of the Russian Federation dated April 30, 2009 N 141)

There are also personnel documents that become mandatory under certain circumstances. It is necessary to clarify with the management which of the optional documents need to be drawn up for the company. At the same time, find out from the general director what special conditions he wants to see in the Internal Labor Regulations, other local regulations, and forms of employment contracts.

Step 5. Compile the entire pool of personnel documents for your company.

We draw up all the above documents, coordinate them with the CEO. If the manager has wishes to include certain provisions in the documents, we check whether they contradict the law. We approve the final options with the director.

Step 6. Determine the person responsible for maintaining work books.

If you are in your newborn company and the general director and personnel officer in one person, you need to fix the responsibility for maintaining work books for yourself until you hire a person who will be responsible for maintaining personnel records. It is necessary to issue an order for the director to take responsibility for the maintenance, storage, accounting and issuance of work books.

Step 7. Hire employees

At this stage, you have to draw up a lot of documents: employment contracts, employment orders, fill out personal cards, work books, a book of accounting for the movement of work books, and many others. Again, to help - methodological literature and practical guides, which are also available in the public domain on personnel portals. Personnel support for mass recruitment of personnel is the “baptism of fire” of a novice personnel officer. feel yourself. After you master this procedure, everyday work awaits you: maintaining a time sheet and vacation schedule, processing vacations, business trips and sick leave, incentives, penalties, transfers and dismissals, and so on.

If you have just started your business, and you are more interested in promoting the company on the market and the rate of return on the project, you can try to outsource non-core functions to a reliable provider. At the same time, save on renting office space and maintaining a personnel officer and an accountant (or a personnel officer-accountant). For example, accounting outsourcing costs companies with up to 20 employees about 12-15 thousand rubles a month. Comparable to an accountant's salary. Outsourcing of accounting and personnel functions is a common practice in the West, you should not be afraid of it. This will help to avoid mistakes at the stage of formation of personnel documentation: the more documentation accumulates, the harder it is to “catch” shortcomings later. In any case, it is necessary to familiarize yourself with the basic principles of conducting personnel records management. to get a general idea of ​​the process and to speak the same language with the provider or in-house personnel officer.

State Customs Committee of the Russian Federation
Northwestern Customs Administration of the Russian Federation
SAINT PETERSBURG CUSTOMS

On the appointment of those responsible for office work
in the divisions of St. Petersburg customs

In accordance with the order of the State Customs Committee of Russia N 78 dated February 12, 1996, in order to further improve the documentation support and control over the execution of documents in the divisions of the St. Petersburg customs

I order:

1. Appoint officials in customs posts and departments responsible for office work and archives (Appendices 1, 2).

2. Heads of customs posts and departments to ensure:

- organization of office work and work of the archive in its subdivisions in accordance with the requirements of the "Instructions on office work in the St. Petersburg Customs";

- before February 10, 1999 on the basis of a model (see Appendix 3), in accordance with the order of the State Customs Committee of the Russian Federation dated February 16, 1998 N 80 "On approval of the Regulations on the procedure for the development and approval of the job description of an employee of the customs authority of the Russian Federation", develop, coordinate in the prescribed manner and approve from the head of customs job descriptions for employees responsible for office work and the work of the archive in the unit;

- immediately inform the documentation support department (hereinafter referred to as the ODO) about all changes in the composition of officials responsible for office work.

3. The methodological management of the work of officials responsible for office work and the work of the archive in the divisions is assigned to the ODO (Varlamov S.A.). In order to improve the training and advanced training of officials responsible for office work, continue their internships at the ODO, conduct quarterly seminars with them.

4. Appoint the officials listed in Appendix 1 of this order, responsible in the units for accounting, use and storage of customs stamps.

6. Control over the implementation of this order shall be carried out by the deputy head of customs for personnel service Frolov V.I.

Head of Customs
Major General of the Customs Service
V.G. Eremenko

Annex 1 to the order. Responsible for office work in departments

Annex 1
to order
dated 06.01.99 No. 8

Head of ODO
customs captain
S.A. Varlamov

Annex 2 to the order. Responsible for the archive in the divisions

Appendix 2
to order
dated 06.01.99 No. 8

Head of ODO
customs captain
S.A. Varlamov

Appendix 3 to the order. Approximate job responsibilities of the person responsible for office work and the work of the archive in the structural divisions of customs

Appendix 3
to order
dated 06.01.99 No. 8

1. General Provisions

1.1. The inspector responsible for office work and the work of the archive in the structural subdivision of the customs office is appointed by order of the customs office on the proposal of the head of the structural subdivision.

1.2. The inspector responsible for office work and the work of the archive in the structural unit is guided in his activities by the orders and instructions of the State Customs Committee of the Russian Federation, the North-Western Customs Administration, customs, the Regulations on the Department of Documentation, standard instructions for office work and the work of the archive in customs (on customs post), as well as these official duties.

1.3. The inspector is directly subordinate to the head of the structural unit, methodically - to the head of the documentation support department.

2. Main tasks and responsibilities

2.1. The main task of the person responsible for office work and the work of the archive is to ensure the correctness of accounting, timely transfer of documents to the management of the structural unit and executors, control over the passage of documents and their return to the documentation support department, organization of the work of the archive of the unit.

2.2. To perform this task, the person responsible for office work and the work of the archive must:

- know the requirements of the instructions for office work in the St. Petersburg customs;

- receive incoming correspondence against receipt in the Documentation Department;

- submit for registration to the documentation department documents received by the employees of the department directly from other organizations;

- review the received correspondence and submit it for consideration to the head of the structural unit or directly to the executor in accordance with the resolution of the head of customs, making the necessary notes in the registration log or registers;

- transfer the resolution of the head of the head of the structural unit to the journal and transfer the document for execution against receipt;

- keep records of the movement of the document from the executor to the executor within the structural unit;

- to familiarize employees of the structural unit with informational documents;

- control the deadlines for the execution of documents;

- inform the department of documentation support of the names of the executors according to the documents put under control;

- periodically remind performers about the deadlines for the execution of documents;

- take measures for timely removal from control of executed documents or extension of the term for execution of a document;

- check the correctness of execution of executed documents (availability of visas, case numbers according to the nomenclature, marks of execution, etc.);

- transfer information about the execution of the document to the journal and transfer the document to the senior inspector of the documentation support department who exercises control;

- to carry out accounting and control over the use and storage of customs stamps in the subdivision;

- form the executed documents into cases in accordance with the nomenclature of cases of the structural unit;

- to carry out accounting and ensure the complete safety of cases accepted for storage;

- to control the observance in the premises of the archive of the conditions necessary to ensure the safety of documents;

- inform the head of the structural unit about the composition and content of the documents of the archive, issue cases, documents or copies of documents in the prescribed manner, fulfill the requests of organizations, statements of citizens;

- keep records of the use of documents stored in the archive;

- control the implementation of the rules for working with documents in the department:

- prepare files of a structural subdivision for submission to the customs archive, draw up acceptance lists for files of permanent and temporary (over 10 years) storage, acts on the allocation for destruction of documents and files with expired storage periods;

- prepare proposals for changing and supplementing the nomenclature of cases of the structural unit and submit it for consideration to the documentation support department.

Head of ODO
customs captain
S.A. Varlamov

The text of the document is verified by:
official distribution