Under the planned economy system, the employee files of enterprises are supervised and guided by the labor department and the archives department, and managed by the competent department of enterprises or enterprises themselves. This played an important role in labor management, policy implementation and production construction at that time. However, with the deepening of the reform of economic system and labor system, the decentralized management of enterprise employee files can no longer meet the needs of the reform of modern enterprise labor employment system and the employment of a large number of laborers, and its disadvantages are increasingly prominent: the management of enterprise employee files is weakened, and the "personnel files" are not standardized, not filed, lost, forged, altered and separated; The management of employee files in private enterprises, township enterprises and foreign-funded enterprises has become a dead end, which has caused many social problems. There is nowhere to store the employee files of bankrupt and closed enterprises, which causes the loss of files and seriously affects the smooth development of labor re-employment work. In this case, in order to solve the problem of enterprise employee file management, better serve the reform of modern enterprise labor and employment system, and ensure the orderly operation of the labor market, the relevant departments have reformed the enterprise employee file management model, set up labor security affairs institutions, and implemented centralized and unified management of enterprise employee files within their jurisdiction according to the prescribed scope. Based on my own work, the author makes a systematic research and analysis on the file management of enterprise employees.

Keywords: enterprise employee file management

The file management of enterprise employees refers to the file management of employees who have formed labor relations with various enterprises, enterprise-managed institutions and individual economic organizations (hereinafter referred to as employers) in the region, as well as the file management of retirees, unemployed people, flexible employees and those who have terminated (dissolved) labor relations with the original employers.

I. Archives management institutions and responsibilities

(1) On-the-job employee files are managed by the labor (organization and personnel) functional organization of the employer where the employee works, and a special person is appointed to manage the archives (cabinets). Units that implement centralized and unified management of archives shall designate special persons to be responsible for the management of employees' archives.

1. The files of people who have been transferred from employment to unemployment shall be kept by labor security institutions and unemployment insurance agencies established by labor and social security departments at all levels.

2, the implementation of social management of retirees files, by the social insurance agencies at or above the county level is responsible for the management.

3, the file storage department does not have the storage conditions of the unit, can be handed over to the local comprehensive archives escrow.

(2) Under the following circumstances, the employing unit or individual employee shall hand over the archives to the labor security agency and the unemployment insurance agency for escrow, and sign a custody contract:

1. Unemployed persons in bankrupt or transformed enterprises;

2. Persons who leave, dismiss or terminate (terminate) labor relations;

3, self-employed, go abroad at their own expense, individual industrial and commercial households to hire people;

4. Employers who do not have the conditions for keeping files;

5, all kinds of technical schools, vocational schools have graduated but not yet employed personnel;

6. Flexible employees;

7. Other employers or individuals with filing requirements.

(3) If an employee is missing, fleeing, reasonably moving or has not returned abroad, his files can be handed over by the employer to the local labor and social security institution or the comprehensive archives where the employer is located for safekeeping after going through the relevant formalities.

(four) the qualification of labor and social security institutions to escrow archives shall be determined by the archives administration departments at all levels and the labor and social security departments. Without qualification examination or unqualified qualification examination, employees' files shall not be received and kept without authorization.

(5) No unit may hand over archives to individuals for safekeeping. Individuals who hold archives shall be handed over to the relevant departments for safekeeping in accordance with the requirements of these Provisions.

(six) the responsibilities of the employee file management department of the employer:

1, collect, identify, organize and keep employee files;

2. Go through the procedures of consulting, borrowing and forwarding employee files;

3, employee change registration, labor contract signing, social insurance, etc. ;

4. Provide employee information for relevant departments;

5. Do a good job in the safety, confidentiality and protection of employee files;

6. Handle other matters related to employee files.

(seven) the responsibilities of archives management of labor security institutions and unemployment insurance institutions:

1, entrusted by the employer or employees to keep personal files, sort out, record, consult, borrow and hand over files;

2. Do a good job in the safety, confidentiality and protection of employee files;

3. Handle matters entrusted by other employers or workers.

(eight) the social insurance agency file management responsibilities:

1, centralized and unified custody of the files of retirees and employees handed over by various enterprises;

2. Do a good job in the safety, confidentiality, protection and utilization of archives.

Second, the classification of file content

The first type of resume materials: employee resume forms, resumes, various registration forms, personal resume materials, and materials related to renaming.

Autobiographies and autobiographical materials of the second kind.

The third kind of appraisal (including self-assessment), inspection and assessment materials, various registration forms with appraisal as the main content, and appraisal performance materials issued by organizations.

The fourth category of materials for evaluating post skills and academic qualifications: student registration form, examination form, graduation registration form, report form of learning (completion of training), academic credentials, materials for evaluating professional and technical positions (including technicians and senior technicians) and technical grades, approval forms for hiring professional and technical positions (including technicians and senior technicians), and employee inventions and scientific research achievements.

The fifth kind of political examination materials: political examination materials such as joining the party, joining the league, joining the army, and going abroad, and organizing examination opinions such as changing age and participating in working hours.

Category VI materials for joining the Party: application for joining the Party, application for becoming a full member, party member registration form, decision not to register, opinions on organizing examination and approval and the materials on which they are based; Democratic appraisal of party member's organizational opinions or party member registration form, and the main factual materials and organizational approval materials are determined to be unqualified, and party member is expelled or removed; Organizational opinions on the disqualification of party member; Volunteer book for joining the League, application form, member registration form, materials for quitting the League, and relevant materials for joining the democratic parties.

The seventh category of award materials: all kinds of advanced figures registration forms, advanced exemplary deeds, awards, praise notices and other materials.

The eighth category violates the party discipline, political discipline, national laws and other materials: disciplinary decisions, verification reports, my disciplinary opinions and inspection instructions, and notification materials; A judgment formed by a court trial, etc.

Category IX recruitment and placement, appointment and removal, transfer, salary changes and other materials: recruitment registration form, notice, letter of introduction for demobilization and resettlement, dismissal and dismissal materials, retirement approval form, demobilization and retirement approval form, etc.

Wage and insurance welfare materials include wage verification, fluctuation table, and related materials to solve insurance welfare benefits.

The materials for going abroad, leaving the country and attending various representative meetings include the approval form for going abroad, the Party Congress, the People's Congress, the CPPCC meeting, representatives of workers, young women, workers and other mass organizations, and the registration form for representatives of democratic parties.

The tenth category is other materials with preservation value for the organization's reference: disability experience table, disability grade materials, abnormal death investigation report, suicide note, etc.

Three. Collection, appraisal and filing of archival materials

(1) In order to ensure the integrity of employee files, newly formed materials reflecting employees' morality, ability, diligence and achievements need to be collected and filed by relevant departments.

(two) the collected materials must be carefully identified, to identify the authenticity of the materials, to determine the preservation value of the materials, to determine whether to file, and to determine the methods and contents of identification;

1, to determine whether the materials belong to employee materials and what should be filed.

2, review the materials are complete and complete. For example, the political examination materials generally include the examination conclusion, investigation report, defense, main proof materials, and my confession. Generally, disciplinary materials should include disciplinary decision, investigation report, reply, personal review and disciplinary opinions. The above materials belong to complete sets and must be complete, and each material must be complete.

3, review the material procedures are complete. For example, the comprehensive materials formed in the review conclusion, disciplinary decision, organizational appraisal and democratic appraisal should be signed by myself or indicated by the organizations I have seen. The Examination and Approval Form for Going Abroad should indicate the time of leaving and returning home. Materials with incomplete procedures shall be filed after completing the formalities.

4, find out other important issues involving employees, need to find out but not find out the materials and unfinished materials, can not be filed, should be handed over to the relevant units for processing.

5. If there is a lack of relevant materials in the archives during the appraisal, it is necessary to register in time and collect and supplement them.

Fourth, the arrangement of files.

(A) the collation of employee files must be carefully identified, accurately classified, orderly, clearly listed and neatly bound. If filing materials are needed, certain filing procedures shall be performed, and it is strictly forbidden to put untrue materials into employee files at will.

(two) each type of archival materials should be arranged according to the internal relationship between the contents of the materials and the connection between the materials or the time when the materials were formed.

(three) each volume of archival materials must have a detailed catalogue. A directory is an index to look up file data. If you want to write carefully, you must fill in the "material name" according to the theme of the material. For materials without titles, titles should be drawn up. If the title is too long, it should be simplified appropriately. To write or simplify the title, the main content or nature of the material must be accurately reflected. If the original topic is inconsistent with the actual content, it shall be drafted separately or indicated in the title catalogue.

(four) the number of copies of each volume of materials and the formation time of each material must be carefully filled in. "Number of copies of materials", one for each complete material (including attachments); The filing materials should be filled with page numbers in turn, one page on each side, and the materials and forms printed with page numbers should also be filled in completely. Fill in the page number position should be unified in the upper right corner of the front and the upper left corner of the back of each page of the text, as well as the time of material formation, generally indicating the last time of material signature and the time of raw material formation of copied materials.

(5) In order to prolong the service life of archival materials, archival materials with deteriorated carrier, illegible or damaged handwriting and wrinkled corners must be carefully repaired and technically treated, and the copied materials must be carefully checked, and the copy unit and date should be indicated. For damaged, angular, wrinkled or less than 16 file materials, the lake must be filled. The backing paper for mounting the lake must be white paper. The pasted materials shall be dried, and shall not be exposed to the sun or baked at high temperature. For materials that are too narrow or damaged and have no empty binding lines, edges should be added.

(6) Each employee's file must be bound into a book. The name, birthplace and file number of the archivist shall be indicated in the file volume. Names shall not be written in homophones or nonstandard simplified characters.

(seven) in the process of sorting out archival materials, archival materials shall not be altered, extracted or forged without authorization, and archival materials shall not be disposed of or destroyed without authorization. The materials listed in accordance with the regulations shall be registered separately after being audited by the competent leader.

The preservation and protection of verb (verb's abbreviation) files.

(a) in accordance with the principle of security and confidentiality, easy to find, strictly and scientifically keep employee files, establish a registration and statistics system, check once a year, and solve problems in time when found.

(2) Constantly study and improve the technology of archives preservation and protection, and gradually realize the scientific and modern archives management. The archive warehouse must be solid and applicable, and necessary anti-theft, fire prevention, light protection, moisture prevention, insect prevention and other equipment should be added.

Six, check/borrow files

consult the archives

1. Letter of introduction from the organization department or personnel department.

2. Check the ID card or work permit of the personnel.

3. Provide the name and unemployment certificate of the inspected person.

4. For collective filing, the file of the consulted person needs a letter of introduction from the unit.

5. The referee should be party member, China.

Borrow documents

1. Personnel files are not checked out in principle. If it is necessary to check it out under special circumstances, the reasons shall be explained and the registration procedures shall be strictly performed. The loan period is seven days.

2. File borrowing can be handled under the following circumstances: review of length of service, retirement, early retirement for toxic and harmful work, etc.

3. Borrowing files should provide: letter of introduction from the entrusting institution, letter of introduction from the borrowing file unit, unemployment certificate, ID card and deposit of 100 yuan; Others need a power of attorney to represent them.

At present, there are several situations in which you can borrow files:

(a) Length of service required to provide the following services:

1. Letter of introduction from the social security department;

2. Letter of introduction from the entrusted agency;

3. Unemployment certificate and identity card;

4. Other power of attorney is required.

(2) Handling the formalities for early retirement of hazardous operations:

1, letter of introduction from the entrusted agency;

2. Unemployment certificate and identity card;

3. Others need a power of attorney.

(three) for retirement procedures need to provide:

1, letter of introduction from social security department;

2. Letter of introduction from the entrusted agency;

3. Unemployment certificate and identity card;

4. Other power of attorney is required.

Conclusion:

Enterprise employee files are documents and materials about employees' personal experiences, political thoughts, professional and technical level, work performance and work changes formed in the process of recruitment, deployment, training, assessment, rewards and punishments, selection and appointment. This is the basis of historical and comprehensive inspection of employees, and it is also an integral part of national archives. Strengthen the management of enterprise employees' files, effectively protect and use files, improve the level of scientific management, and serve the socialist modernization.