One of the documents provided to the applicant for completion when applying for a vacant position is a questionnaire, which is subsequently filed in the employee’s personal file.
Despite the fact that the legislator provides for the mandatory preparation of these documents only when employing able-bodied citizens for municipal service or work in government bodies, employers of enterprises classified as other forms of ownership also use the appropriate questionnaire forms when recruiting personnel for the staff of their organizations.
General characteristics of the questionnaire as a personnel document
When selecting candidates for vacant positions, most companies necessarily conduct employee surveys. This is done for the purpose of a preliminary assessment of their professional qualities, level of education and experience, as well as determining priorities in future work. The questionnaires contain information about the employee’s biography, education, work experience and marital status.
At the same time, according to Art. 65 of the Labor Code of the Russian Federation, the employer does not have the right to demand from a citizen other documents in addition to the list below when hiring:
- identification document;
- work book or form STD-R;
- certificate of the Pension Fund of the Russian Federation;
- military registration document;
- education document.
The employer has the right to receive any information other than what is specified in the documents provided only with the written consent of the employee directly when communicating with him.
The questionnaire becomes part of the personal file only if the applicant is hired. If he receives a refusal, then it is placed in a separate folder for subsequent personnel selection.
The need to manage personal affairs
In government organizations
Federal and municipal laws oblige specialists of budgetary organizations and institutions to draw up and maintain a personal file for each of their employees and employees. This is necessary to systematize information and documents on the personnel of these institutions, as well as to fulfill the requirements of certain laws.
In private companies
The norms of the Labor Code of the Russian Federation do not provide for the obligation of a company to maintain the personal affairs of those working at the enterprise. But such a need can be determined by higher organizations and owners.
Approximate structure and content of the questionnaire
There is no legally established standard questionnaire form for commercial companies. For applicants in government agencies, the application form is approved by Order of the Government of the Russian Federation dated May 26, 2005 No. 667-r. An employer in the commercial sector develops it independently, taking into account its needs for information support about the qualifications and personal qualities of employees.
The need to certify the received data by a personnel service employee is determined by the employer independently. If a decision is made to certify the questionnaire, it will require a signature field. However, the signature of the receiving HR employee is not required on the application form.
Below is a sample employee questionnaire form for a personal file that can be used in practice.
It is advisable to include in the application a line with the words “I confirm the accuracy of the information provided” and the signature of the applicant. In case, after being hired, it turns out that there was false information and the employee needs to be fired.
Using the link below, you can download the completed application form for the employee’s personal file.
While the hired employee is performing his or her job functions, the HR employee may add an addition to the questionnaire to the employee’s personal file.
Why is a personal file kept?
The management of personal files of employees is entrusted to the personnel department specialists at the enterprise.
Employees' personal files are essentially a binder of copies and originals of documents, orders, statements and other similar forms submitted by the employee.
The file with the case opens after issuing an order to hire an employee and closes after issuing an order to dismiss.
In the process of making decisions on personnel management, relevant specialists need to obtain information about a specific employee. In this case, the employee’s personal file is considered the most complete source. After all, it contains objective information.
Also, personal files of employees make it possible to provide information about employees in the shortest possible time upon incoming requests from outside.
Important! However, personnel officers should not forget about the protection of personal data, and that the employee must give written consent to the disclosure of such information. Therefore, employees’ personal files must be stored in a place where fixed access to them is organized. And in electronic form, various methods of appropriate protection are used.
What may be included in the application form?
An employee’s work in a company is not static; he can be transferred, trained, promoted or demoted, and receive awards and penalties. Therefore, as a rule, in addition to the questionnaire, the following are included:
- information about the period of work, position and functions performed by the employee in the company;
- data on incentives and penalties applied to the employee;
- information on advanced training;
- information about obtaining a military rank, academic degree.
It may also include other information related to labor details useful for the employer. Below is a form for adding to the questionnaire in the employee’s personal file.
After registration, the supplement is placed in the employee’s personal file for storage.
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Who fills out the personal personnel registration form?
The filling out is carried out personally by the employee for whom it is registered, directly upon employment. The completed form is attached to his personal file, where it is stored throughout the entire period of work. After dismissal, this document, together with other personnel documents that have lost their relevance, is transferred to the organization’s archives.
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Who forms and when
The head of the HR department is responsible for creating a personal file.
He, in turn, can entrust such a responsibility to an ordinary OK employee, who may be responsible for the personal affairs of a separate department or all employees of a company or enterprise. A personal file is opened directly on the day a citizen is hired - immediately after formation, all provided copies of the employee’s main documents (passport, diploma, Taxpayer Identification Number, etc.), and the resume that was presented at the interview are entered there.
Subsequently, if necessary and as additional papers and copies of orders are received, the personnel service supplements the folder, making sure to include all their names in a separate inventory of each personal file.
Employee questionnaire for personal file - form
No. 667-r or develop a document form yourself. Developing your own version of the questionnaire is more preferable, since the organization will be able to include in it a list of questions that are needed by a specific department (HR department, legal service, etc.).
The document has a clear structure that allows you to quickly evaluate its content. It consists of several sections. Most often, the most significant questions of a social nature are included in the questionnaire: place of residence, education, professional experience, information about close relatives, etc. When drawing up questions that will be included in the questionnaire, the employer and authorized officials should not forget about some legal aspects.
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So, in Art. 86 of the Labor Code of the Russian Federation states that it is unacceptable to demand from citizens information concerning their political, religious and other beliefs.
The job applicant must fill out all lines of the application form personally.
Communication by civil servants of information about Internet accounts
The Ministry of Health and Social Development of the Russian Federation (Ministry of Labor of the Russian Federation) has developed and approved Methodological recommendations for filling out certificates of availability of information and accounts of a civil servant on the Internet.
These methodological recommendations must be used by civil servants when filling out the form for information about existing pages on the Internet containing the necessary information.
Methodological recommendations for filling out the form for submitting information about the addresses of sites and (or) pages of sites on the Internet on which public civil servants posted publicly available information, as well as data allowing him to be identified
These methodological recommendations have been developed with the aim of providing methodological assistance when filling out the form for submitting information about the addresses of sites and (or) pages of sites on the Internet information and telecommunications network, on which a state civil servant or municipal employee, a citizen of the Russian Federation, applying for a government position civil service of the Russian Federation or municipal service, publicly available information was posted, as well as data allowing his identification (hereinafter - form, information, Internet, employee, citizen), approved by Decree of the Government of the Russian Federation of December 28, 2016 N 2867- R.
The procedure for filling out the form for submitting information about the addresses of sites and (or) pages of sites on the information and telecommunications network “Internet”
1.1. If an employee or citizen has not posted publicly available information on the Internet, as well as data allowing him to be identified, the form is not filled out.
1.2. In accordance with the provisions of Article 20.2 of the Federal Law of July 27, 2004 N 79-FZ “On the State Civil Service of the Russian Federation” and Article 15.1 of the Federal Law of March 2, 2007 N 25-FZ “On the Municipal Service in the Russian Federation” ( hereinafter referred to as Federal Law No. 79-FZ and Federal Law No. 25-FZ, respectively) the completed form must be submitted by:
- citizens applying for positions in the federal state civil service and the state civil service of the constituent entities of the Russian Federation (hereinafter referred to as the civil service);
- citizens applying for municipal service positions;
- federal government civil servants;
- state civil servants of the constituent entities of the Russian Federation;
- municipal employees.
[3]
1.3. The form can be filled out either printed or handwritten.
1.4. On the title page of the form, in the spaces provided for filling out, indicate:
1.5. When filling out a table with addresses of sites and (or) pages of sites on the Internet (hereinafter referred to as the table), you must proceed from the following.
When specifying a site or site page, the Internet address is entered into the table in accordance with how it is indicated in the address bar.
- publicly accessible information was posted on the website and (or) website page;
- the website and (or) page of the website contained data allowing the identification of an employee or citizen;
- publicly available information was posted on the website and (or) website page directly by an employee or citizen;
- the specified information was posted on the website and (or) website page during the reporting period specified in subclause 4 of clause 1.4 of these guidelines.
1.7. The concept of publicly available information is established by Part 1 of Article 7 of Federal Law No. 149-FZ of July 27, 2006 “On Information, Information Technologies and Information Protection” (hereinafter referred to as Federal Law No. 149-FZ).
According to the specified provisions of Federal Law N 149-FZ, publicly available information means generally known information and other information to which access is not limited.
At the same time, the absence of restrictions on access to information presupposes the possibility of an unlimited number of persons to freely receive and, at their own discretion, use posted information without the consent and knowledge of an employee or citizen.
In this regard, addresses of email, instant messaging services (for example, ICQ, WhatsApp, Viber, Skype), as well as sites related to the purchase of goods and services, are not indicated when filling out the form.
1.8. The data allowing the identification of an employee or citizen can be a combination or one of the following information: last name and first name, photograph, place of service (work).
1.9. Sites and (or) pages of sites on the Internet to be included in the table include personal pages of social networking sites, as well as blogs, microblogs, and personal sites.
1.10. A sample of filling out the form is attached (Appendix).
A sample of filling out a form for submitting information about the addresses of sites and (or) pages of sites on the information and telecommunications network “Internet”, on which a state civil servant or municipal employee, a citizen of the Russian Federation applying for a position in the state civil service of the Russian Federation or a municipal service, posted publicly available information, as well as data allowing his identification
I, Alexey Sergeevich Ivanov, born September 16, 1991, passport 4510 N 782477, issue date 10/21/2012, issued by the Pechatniki district department of the Federal Migration Service of Russia in the city. Moscow to Eastern Administrative District,
(last name, first name, patronymic, date of birth, series and number of passport, date of issue and authority that issued the passport,
Chief Specialist-Expert of the Human Resources and Civil Service Department of the Administrative Department of the Ministry of Labor of Russia,
a position filled by a state civil servant or municipal employee, or a position for which a citizen of the Russian Federation is applying)
I inform you that during the reporting period from January 1, 20____ to December 31, 20____, I posted publicly available information on the Internet information and telecommunications network, as well as data that allows me to be identified:
[2]
Address of the site and (or) site page on the information and telecommunications network “Internet”
I confirm the accuracy of this information.
Alteration
If some changes have occurred in an employee’s life, he is obliged to inform the employer about them. In due time, he will make all the necessary amendments to the personal personnel record sheet.
The employee must also provide all necessary documentation. This will be the basis for making changes to this form.
Employees must provide all information in a timely manner:
- the HR department adds a special column to the form “I undertake to promptly report all changes in the data specified in the personal personnel record sheet”;
- failure to comply with this condition may entail various types of punishment;
- all preventive measures must be specified in the local legal acts of the company;
- the maximum that an employee can face for such an offense is disciplinary action.
Thus, the use of a personal personnel record sheet is necessary to simplify work with personnel at the enterprise.
However, it has its own nuances:
• an employee may provide false information; • an employee may refuse to fill out some fields or the entire form; • some of the information indicated in the sheet is practically unverifiable.
All these nuances are due to the presence of questions that the employer wished to add to the questionnaire. Using a standard list will help solve this problem, but will narrow the range of information received.
Internal inventory of employee personal file documents: sample
In this part (document preparation), they are mandatory only for government organizations; for all other employers these are only recommendations.
Therefore, enterprises independently decide whether to keep an inventory of documents. This is enshrined in accounting policies or other local regulations.
Maintaining an inventory for each personal item allows you to control the composition of the documentation contained in them and protect it from unauthorized removal. You can begin to create an inventory when filling out your personal file, or you can draw it up immediately before sending the papers to the archive. In addition to the inventory of documentation contained in a personal file, in office work you can also come across the concept of an inventory of personal files.
If the first type contains a list of papers that are inside one personal file, then the second is a list of the files themselves.
For example, there may be an inventory of personal files of employees of the economic department or an inventory of personal files submitted for archival storage in 2017. The list of personal papers is located directly in the file.
Procedure for maintenance and registration
The procedure for registering personal files and their subsequent management is as follows:
- employee's hiring;
- provision of all documentation (photocopies);
- formation of a case by an OK employee;
- sequential addition of the folder in the event of new information and papers appearing.
It is worth noting that despite the obvious convenience of maintaining such documentation, many organizations, especially those with high staff turnover, are gradually abandoning their registration.
Filling rules
The labor legislation of the Russian Federation does not establish a specific form for filling out this document. Based on this, the HR department is involved in the preparation. They also determine the range of questions and lines used in this questionnaire.
It is important that the head of the enterprise is familiar with this document. A fact confirming consent is the presence of his signature in the document itself and the order for its preparation. After this, the company will use this approved form.
An employee applying for a position has every right to refuse to fill out this questionnaire. However, when applying for a public position, refusal to fill out the form is commensurate with refusal to perform one’s direct duties.
In companies where it is optional, there will not be particularly negative consequences for the employee. The only aspect will be the possible negative attitude of management, as well as other employees. This may affect the employee's career in the future.
If the information provided by the employee is outdated or no longer relevant, he is obliged to inform management about this.
For example, if an employee:
- married;
- divorced;
- was abroad on a business trip;
- changed his last name;
- other changes.
Management must make appropriate changes to this document in a timely manner. Also, the head of the company must be familiar with the information specified when filling out this form.
The storage of this form at the enterprise depends on the time it is filled out:
- If it is issued before January 1, 2003, then the storage period is 75 years.
- If it is issued after January 1, 2003, then the storage period is 50 years.
- If it was drawn up by a citizen applying for a managerial position, then this document is stored indefinitely.
