Rostrud told what to do if the introductory briefing log is lost. Restoring lost labor safety magazines

When the company moved to a new office, they lost the introductory safety training logs. How can I restore them now? Occupational Safety and Health Commissioner at an Internet company, Yekaterinburg Lost training logs are almost impossible to restore. We'll have to get new ones. At the same time, it is important to comply with a number of requirements so that there are no claims in the event of inspections. Rationale We offer a brief algorithm of actions. Step 1. Draw up a report on the loss of the magazines. Indicate in the act that the occupational safety specialist needs to create a new introductory training log and conduct unscheduled briefings in connection with the discovery of the loss of the logs. An example of filling out the log is given in the appendix. Step 2. Issue an order to restore the induction training logs. Indicate in it that the date of the briefing will be considered the date of employment according to personnel documents. Step 3.

Log loss

Regulatory documents on office work * Approximate composition of documents of the personnel service * Orders on personnel * Grounds for orders on personnel - reports and explanatory notes, presentations, protocols, acts * Orders on core activities, having a free form - Regulatory framework - Typical errors in orders - Options for orders to cancel previously issued orders * Military registration documents * Documents for the Pension Fund * Notifications, notifications, directions, certificates * Samples of orders issued by the personnel service for all other occasions * Save time when creating a document Order to cancel a previously issued one order (clause, clauses of the order) for personnel In the process of daily activities of personnel management, the management of the enterprise from time to time has a need to cancel previously issued orders (clause, clauses of orders) for personnel.

Ano dpo "Novgorod Educational and Business Center for Entrepreneurship and Small Business"

Attention

Order to cancel an order: how to formulate The language formulas for canceling previously issued orders are very simple: If we cancel the order completely Recognize the order as no longer in force... Consider the order as no longer in force... Cancel the order... The first and second formulations are more common, but the third is also quite viable. If we cancel only some points of the order, recognize the point... of the order as invalid... And be sure to always write which order, indicating its date, registration number and title to the text (see example below). If any item is excluded from the order, then the numbering of all subsequent items does not change and is not “pull up”, but remains the same.

The procedure for canceling an order The algorithm of work when we are preparing an order to cancel an order is as follows:

• prepare a draft of a new document;
• provide a procedure for approving a new document.

Order to cancel the order

Important

FILESDownload a blank form for an order to cancel an order.docDownload a sample of filling out an order to cancel an order.doc Grounds for canceling an order You can cancel any previously issued order, but this requires grounds. As a rule, such a basis is a statement from an employee or some other document in which the interested party expressed a legal and justified desire to cancel an order that has already been issued due to the impossibility of its implementation or some other reason. An order can be canceled either at the reasoned request of the employee or the will of the employer, or due to circumstances beyond their control.

It should be noted that such an order is written not only when the previous order loses force for certain reasons, but also in cases where it is necessary to make any changes to a previously issued document.

Order to cancel the order. form and sample filling

Info

If the document has not yet been used as a valid order, then its text in this part is formulated as follows: “Cancel the order...”, and then a link to the canceled document is also indicated, indicating its date and brief content. If the order has come into effect, then you should write “Consider it to have lost its force...” indicating a link to the entire document with a detailed listing of registration information, name, number, date, etc. Here you should put the date from which the previously issued order loses its force.

In conclusion, the signature of the head of the organization or the responsible authorized person is required, as well as the signature of the employee for whom the order was issued.

Options for drawing up orders to cancel a previously issued order

Next, the signature of the head of the organization is affixed, since only he has the right to certify the accounting book, and the seal of the personnel department or organization. The book is ready to go. Regulatory documents do not impose any special requirements for keeping logs of the movement of work book forms, but certain standards have developed, adherence to which is not necessary, but is desirable. These include:

• keep notes in the recommended color ink)
• do not allow missing lines in the journal)
• do not use corrector putty)
• do not make strikethroughs)
• corrections should be made in the same way as in a work book - by declaring the entry invalid and making a new entry with the correct information.

When the magazine is complete, the date of completion of the magazine is written on its cover and sent to the archive for storage.

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The most typical situations that entail the cancellation of previously issued orders (clause, clauses of orders) are: a change in circumstances related to the hiring of an employee; change in circumstances related to the employee’s relocation; change in circumstances related to the provision of leave to the employee; change in circumstances related to the dismissal of an employee; change in circumstances related to sending an employee on a business trip. Relevant circumstances should be understood as those circumstances, the occurrence of which makes a previously issued order (any of its clauses or clauses) legally void due to the impossibility of execution or due to the disappearance of the grounds for the execution of such an order (clause, clauses of the order) for one reason or another, as determined by actions of the employer and (or) employee, not caused by them (i.e.

According to labor legislation, all employers are required to create work books for their employees. This is necessary if the employee did not have one before or in case of loss of a previously existing one. The issuance of the form is recorded by the issuing organization in the traffic register. But there are cases of loss of the accounting journal itself, and also when documentation was not maintained properly at all. To solve this problem, you should draw up a report on the loss of the work record book.

There is no regulatory solution to the problem of the loss of a labor record book. Significant sources of information recommend doing the same as in case of mass loss of books by the employer due to force majeure.

As in the case of lost books, a commission should be created, for which the head of the organization issues an order. The result of her work should be an act of loss of an accounting document, in this case, a work record book.

Composition of the commission

The commission should include the management of the organization, a person authorized to work with work books and responsible for the proper storage of personnel documents. It is also necessary to invite responsible or interested persons so that the commission consists of five people - this is a generally accepted standard, although it is not prescribed anywhere.

If necessary, this may include law enforcement, security, or fire department employees. The result of the joint work of the commission members will be an act on the loss of the book keeping track of the movement of work records.

The essence of the commission's work

The commission presented must conduct an investigation into the loss of the journal of the movement of work books at this enterprise. Including, receive from the employee responsible for working with them in the organization an explanatory note indicating the reasons for the incident.

There is no strict form for drawing up an act. It is written approximately this way: “We, the undersigned (surnames are listed), have drawn up this act stating that in connection with (indicate the reason) the book recording the movement of work books in the organization (indicate name) was lost.”

Result of work

The result of the work done by the commission is documented in an act of loss of the labor record book. Based on this act, the organization’s management issues an order to create a new journal (book) to record the movement of forms to replace the lost one.

Actions similar to the mass loss of work books imply a similar result - a new accounting journal created to replace the lost one must be a duplicate of the previous one, as evidenced by the corresponding inscription in the upper right corner. After all, it is quite obvious that one organization cannot have two labor movement logs - one of them must be a duplicate. However, HR consultants consider the “Duplicate” inscription optional and do not see any violations in its absence.

Responsibility of the perpetrators

Full responsibility for the work related to maintaining and storing work books in the organization lies with the person appointed to this work by direct order of the head of the organization.

Accordingly, for violations committed when working with them and related documents, the official bears responsibility under the law. A person may be subject to disciplinary or financial liability. However, depending on the circumstances, the culprit may be brought to civil, administrative and even criminal liability.

What information is recorded in the duplicate log book?

If no questions arise with the restoration of information from a lost work book - the information must be restored in full, relying on certificates and extracts from previous places of work, archives and other places that can provide this information - then with the new accounting journal, not everything is so simple .

Regulatory documents do not stipulate whether it is necessary to restore the log information completely or limit it only to information of the current day for employees currently working in the organization. Indeed, in reality it is impossible to reconstruct a logbook that has been kept for decades.

But if the journal was started not very long ago and there is a possibility of restoring it, it makes sense to put effort and time into this. After all, the normatively prescribed storage period for labor records is 75 years.

Proper record keeping of forms

In order to protect the accounting document from unauthorized withdrawals or investments, all pages of the accounting book should be drawn and numbered at once. Afterwards you need to stitch them and put a seal on the ends of the tied lace. Next to it, make the inscription “Lapped and sealed (so many) sheets.” Next, the signature of the head of the organization is affixed, since only he has the right to certify the accounting book, and the seal of the personnel department or organization. The book is ready to go.

Regulatory documents do not impose any special requirements for keeping logs of the movement of work book forms, but certain standards have developed, adherence to which is not necessary, but is desirable.

These include:

• keep notes in the recommended color ink)
• do not allow missing lines in the journal)
• do not use corrector putty)
• do not make strikethroughs)
• corrections should be made in the same way as in a work book - by declaring the entry invalid and making a new entry with the correct information.

When the magazine is complete, the date of completion of the magazine is written on its cover and sent to the archive for storage.

Due to the fact that the accounting journal contains confidential information, a very limited circle of people can work with it. This includes the person appointed by order to be responsible for working with work books and related documentation (usually it is this employee who keeps the accounting log), the chief accountant and the head of the organization.

Only the person responsible for maintaining it has the right to make entries in the journal, and if an employee’s signature is required, he can sign in the journal only in the presence of the responsible employee.

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Please tell me, if the logbook for registering the safety briefing and the logbook for fire safety were lost, whether to restore the records of the lost logbooks or start keeping a new one, and the person in charge quit and now there is a new person in charge. If we restore it from the moment the new responsible person was hired or even older records? What documents need to be completed if journals are lost?

Answer

Answer to the question:

Since the required journals have been lost, it is recommended to draw up a report in free form signed by at least three employees, which must reflect the fact of the loss, its circumstances and reasons. Such an act will serve as an explanation for the fact that the employer does not have the required information for recording for a certain period. If the person responsible for the loss is identified, an additional explanatory note should be taken from him.

At the same time, we believe that entries should be made in the duplicate from the moment the new responsible person is hired, because It is impossible to restore the records (signature of the person who conducted the instruction) in connection with the dismissal of the person who conducted the instruction.

Details in the materials of the Personnel System:

Answer: What to do if the logbook is lost

The legislation does not contain a clear answer to this question. In practice, several approaches have developed depending on whether the lost journal is a mandatory journal or is only advisory in nature.

If a mandatory journal is lost (for example, the Introductory Training Logbook or the Book of Movement of Work Books), it is recommended to draw up a report in free form signed by at least three employees, in which the fact of the loss, its circumstances and reasons must be reflected. Such an act will serve as an explanation for the fact that the employer does not have the required information for recording for a certain period. If the person responsible for the loss is identified, an additional explanatory note should be taken from him.

Based on the act, explanatory note, issue an order in any form to begin maintaining a new journal or to draw up a duplicate.

If the lost logbook was created relatively recently and the employer has the opportunity to restore the records based on available documentation, including those stored electronically, then it is recommended to issue a duplicate of the lost logbook.

If it is impossible to restore the information and, as a result, the journal, then the employer should start a new accounting journal. In this journal, enter information from the date of its registration.

If a journal, which is of an advisory nature, is lost, then each organization makes its own decision on the need for its restoration and further maintenance. In particular, you can be guided by the procedure that has developed in relation to journals that are required to be maintained.

From the answer “What accounting and registration logs should be kept in the personnel service”

Valentina Andreeva,

k.i. Sc., Professor, Department of Labor Law and Social Security Law

Russian Academy of Justice

With respect and wishes for comfortable work, Natalya Nikonova,

HR System expert

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The Labor Code obliges employers to conduct introductory briefings in the field of labor protection during the hiring procedure for new employees. The fact that a particular employee is familiar with the basics of labor protection at the enterprise must be recorded in a special journal form. Maintaining this document is regulated by GOST 12.0.004-90. It is this that is recommended by Rosstandart order dated 06/09/2016 No. 600-st.

Logbook for introductory briefing on labor protection: preparation for filling out

Journal sheets must be in A4 format. They can be bought ready-made at stationery stores, ordered from printing houses, or printed on a printer. The introductory briefing registration log (you can download the form below) is easy to fill out. It is allowed to add columns to the tabular part of the document. There is no unified form, but GOST provides a standard sample (Appendix 4), which can be taken as a basis or modified taking into account the specifics of the organization’s activities. The sample journal must be approved by the Regulations on Labor Protection and included in one of its annexes.

The introductory briefing registration log must be numbered before filling out (manually or by machine, options for numbering only sheets or each page are possible). At the next stage of preparation, the document must be laced. The ends of the threads are brought to the last page or back cover. The lacing is glued, and notes are made on the surface of a small piece of paper glued to the ends of the threads:

• the registration log of introductory briefing on labor protection is numbered (indicating the total number of pages in it) and laced, sealed;
• lacing date;
• information about the responsible person (full name with position and signature).

A seal imprint is used to fix the sticker. The print should partially extend onto the glued sheet of paper with the inscription, the rest of the print design should be on the cover of the magazine.

Introductory briefing registration log: sample filling and rules for maintaining

According to GOST, the main part of the journal is its tabular part. It contains information about:

• company name;
• the dates on which the briefings were conducted;
• the induction training log must have columns for signatures of employees undergoing training and indication of their personal data;
• structural divisions in which the recruited employees will work;
• a mandatory element is the instructor’s signature with a transcript.

The log of introductory briefing on labor protection allows for informing several people at once on work safety issues at the enterprise. In this case, filling out the columns with the full name of the instructor can be done by indicating the data only opposite the first employee being instructed. Signatures must be opposite each name.

The sample log of introductory briefing on labor protection does not allow the following in the forms:

• wipe;
• taped lines;
• errors corrected using a proofreader;
• pre-made entries;
• pasted or inserted additional sheets;
• cells filled with pencil.

The form of the log of introductory briefing on labor protection involves correcting erroneous entries in the following order:

1. A line with incorrect data or a typo is crossed out so that the original text is visible.
2. Next to it is the note “erroneous entry.”
3. The date the correction was made is recorded.
4. The person responsible for maintaining and storing the journal puts his signature.
5. The next line makes the correct entry.

There may be several journals for recording job training in one organization. This is allowed if the enterprise has separate divisions.

Induction training log: conditions and storage period

The storage period for the document is specified in the order of the Ministry of Culture dated August 25, 2010 No. 558. The enterprise must ensure the safety of the closed magazine for 10 years. Books of records of briefings should be kept at the workplace of the labor protection engineer or other person who is responsible for instructing accepted employees. It is necessary to organize such conditions for storing the accounting book that can ensure the inaccessibility of the document to unauthorized persons.