Specialist of the business development department
Maintenance of personnel document management should be carried out by all companies that strive to build their business competently, knowingly avoiding problems and material consequences resulting from them. There is a common case when the settlement of this issue is shelved a motion by management, and the process is noticeably “sagging”: accounting is conducted without compliance with rules and standards, or HR record management is handled by employees who do not have special knowledge and skills.
But for every company, there comes a moment of interaction with national supervisory authority. In terms of personnel document management, this is primarily the labour inspectorate. A visit of an employee of State Labour Inspectorate may take two forms: scheduled and unscheduled checks. And if in the first option the company has time to prepare, in case of improper maintaining of records, you will hardly be able to avoid punitive sanctions during an unscheduled inspection. If violations of maintaining of human resources documentation are detected, administrative fines of 1,000 – 5,000 rubles may be imposed on managers, of 1,000 – 5,000 rubles – on individual entrepreneurs, of 30,000 – 50,000 rubles – on a legal entity (article 5.27 of the Administrative Code of the Russian Federation). If violations regarding foreign employees are found, or the fact of underpayment of salary and other payments was detected, in each case, the punitive sanctions are individual.
Restoring personnel records will help you prevent liability for damages and build the company’s personnel structure in accordance with the necessary legislative requirements. Further, we will tell you what restoring stages are necessary to be passed.
Stage 1. Conducting a HR audit
First of all, it is necessary to analyse the documents available to the personnel department. This applies to both internal regulatory documents and mandatory documents, as well as a set of documents for each employee. For further convenience, when restoring, all information on employees may be aligned in a unified register, which will show the correlation of available documents to those that need to be restored.
Stage 2. The restoration of the mandatory human resources documents
There is a list of human resources documents the availability of which in the organization is required by legislation. Paradoxically, it is this part of the company’s documentation that is usually drawn up most formally and negligently. But it is checked by labour inspectors carefully.
The mandatory human resources documents include:
This list of documents is used during inspections and labour disputes, as well as when applying to the court. Close attention should be paid to restoring this block of documents.
Let us clarify some details on the above-mentioned documents:
When restoring personnel records, there may be difficulties associated with dismissed employees. As a rule, such documents are archived in their unmodified form. The best option is to draw up a certificate on the transfer of cases or to issue an order for restoring HR record management. By doing this, you will be absolved of the responsibility for violations of your predecessors.
Stage 3. Familiarization of employees
After creating missing documents or changing existing ones, it is necessary to notify the organization’s employees about the updating in the personnel system. To ensure that the company’s employees are fully familiar with the documents, it is possible to issue a corresponding order for the company on conducting a HR audit.
Restoration of personnel records is a labour-intensive process that requires a systematic approach and deep knowledge of HR record management and employment legislation, which will help to find a solution for the most challenging cases. Acsour’s specialists are ready to undertake the entire restoration process, or get involved at a certain stage. Our experts, owing to their experience and constant professional development, will not only build the entire personnel system of your organization from scratch, in accordance with the rules and standards, but also help you to make sense of the updated processes for further effective maintenance of documentation.