Journal of familiarization with local regulations -sample 2016 will be useful to lawyers of organizations. The document is an internal accounting documentation of an organization, drawn up in a certain way. The reader will learn about how the magazine is designed from the article.

Why do you need a log of familiarization with local regulations?

Part 3 art. 68 of the Labor Code of the Russian Federation obliges the employer to familiarize the employee with all local regulations of the organization before concluding an employment contract. The familiarization log allows you to optimize this procedure and eliminate the possibility of accidentally missing a document, which, among others, the employee must familiarize himself with.

Important: violation of the requirement for the employee to timely familiarize himself with local documentation threatens the employer with a fine, the amount of which, according to Part 1 of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation, varies from 1,000 to 5,000 rubles for officials responsible for personnel records management, and from 30,000 to 50,000 rubles for the organization itself.

How to prepare a logbook for familiarizing employees with local regulations

The law does not provide for a uniform form of log for familiarization with local documentation for all enterprises. Therefore, each employer independently develops this document based on accepted internal rules for document flow and ease of use. Meanwhile, personnel practice provides for optimal magazine content and external design.

The traditional content of the log of familiarization with local documents consists of the following columns:

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• serial number;
• employee data;
• employee position;
• name of the department where the employee works;
• name of the local regulatory act;
• date of review;
• employee signature.

A properly designed magazine should be bound and each page numbered. A label with the following information should be affixed to the title page:

• employer's name;
• name of the magazine;
• log start date;
• end date of logging.

The second page of the document should contain the table “Employees responsible for maintaining the journal” with columns with the following content:

• serial number;
• last name, first name, patronymic of the person responsible;
• position and details of the department where the person in charge works;
• period of responsibility;
• details of the internal document that entrusts the employee with responsibility for maintaining the journal;
• employee signature.

Important: in organizations with a large number of employees, it is advisable to have a separate review log for each local act.

Where to download the magazine for familiarizing yourself with local regulations

A sample of such a journal can help an employer develop his own journal for familiarizing himself with internal documents. A ready-made magazine can be purchased in paper form in bookstores or stores specializing in the sale of various forms of unified documents and documents that the employer must develop independently. At the same time, the advantage of a paper copy of the magazine is that it can be used not only as a sample for developing your own individual magazine, but also as a full-fledged internal document.

You can also download a sample review journal from the Internet - just type the appropriate query in a search resource and select the appropriate option from the many sites that specialize in providing users with sample documents. At the same time, it is important to evaluate the proposed document for the completeness of the information specified in it and the type of registration that corresponds to the customs of personnel records management.

A current sample log of familiarization with internal documents of the organization can be downloaded on our website.

Such a document provides summary information about all approved internal regulations, designed for repeated use, which establish the procedure for managing employees.

Local regulations (LNA), which are given in the journal:

• job descriptions (regulate the range of responsibilities and competence of issues resolved by employees);
• various provisions, for example on remuneration or on working with personal data;
• collective agreements (perform the functions of coordinating labor relations);
• labor regulations and others.

In accordance with the law, the employer is obliged to familiarize employees with the LNA, the jurisdiction of which affects their activities, against signature (Articles 22 and 68 of the Labor Code of the Russian Federation). This applies to both existing and newly hired employees. Personnel must become familiar with the LNA that regulates the procedure for processing personal data in the company (clause 8 of Article 86 of the Labor Code of the Russian Federation).

Familiarizing employees with LNA is necessary and important not only in connection with legal requirements. This procedure legally establishes the employee’s responsibilities, which are not clearly stated in the employment contract, but are of high importance when building legal relations between the employee and the company.

For example, if an employee has not familiarized himself with the provisions on trade secrets (local acts typical of most enterprises), the company will not be able to make claims against him in the event of a leak of secret data beyond its borders. In turn, if the employee signed this act, the company will be able to hold him accountable.

By law, the employer is obliged to familiarize the employee with the internal rules, collective agreement and other regulations that are directly related to his duties before signing an employment contract (Article 68 of the Labor Code of the Russian Federation). However, a number of documents are offered to the employee during the work process. These are shift schedules (Article 103 of the Labor Code of the Russian Federation), orders on the application of disciplinary sanctions (Article 193 of the Labor Code of the Russian Federation), and personnel records.

Structure of the familiarization magazine

The document consists of several sheets. It most often records:

• local acts approved at the enterprise for the period of provision of the document to the employee for signature;
• FULL NAME. and positions of employees who must sign;
• departments of the enterprise where personnel work;
• dates of staff familiarization with internal papers.

The structure of the journal also provides columns for the signatures of employees certifying that they are familiar with the necessary list of internal regulations.

The magazine is approved by the head of the enterprise.

Who keeps where and how much is stored

The personnel service employee usually keeps a log of familiarization with LNA.

The storage period for the journal is determined by the director of the organization, since this period is not established by law. However, sometimes it is necessary to set long storage periods. This applies to situations where LNDs have a permanent shelf life or a shelf life of 10 years.

The enterprise is also obliged to keep internal regulations that have expired. The storage periods for document flow are established by the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating the storage periods approved by Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558.

How to compose correctly

There is no special approved form. Any organization or its division can develop its own with the number of pages it needs. However, you should adhere to the basic structural elements given above.

In the sample, the acts for review are formed into groups (internal regulations, regulations on remuneration, etc.). When hiring new employees, it is more convenient to familiarize them with internal documentation by section. Practice shows that companies with a large number of employees usually create separate journals for each type of internal regulatory regulation.

Dear colleagues, we offer you a magazine for your work to familiarize employees with local regulations.

The magazine is published in a convenient format (A 4, book). The cover is thick and durable (thick glossy cardboard 300 g + PVC), high-quality white paper 80 g. Part of the columns in the table of the magazine for familiarizing workers with local regulations is located on the left side of the spread, part - on the right. The lines are clear. In this case, the lines match. The width of the columns is convenient. 660 lines for notes (you can familiarize 660 employees with local regulations, less if you have extensive handwriting).

There is no unified form of logbook for familiarizing employees with local regulations. Employers independently determine which columns to include in the journal. The composition of the columns may differ for different employers. We offer a magazine with traditional HR practice graphs.

The title page of the magazine for familiarizing employees with local regulations is as follows:

Pages 2 and 3 of the magazine for familiarizing employees with local regulations (spread):

EMPLOYEES RESPONSIBLE FOR MAINTAINING THE JOURNAL

On the left side of the magazine spread:

On the right side of the magazine spread, employees are familiarized with local regulations:

Columns (5-10) contain the names of local regulations with which the employee must be familiarized. Also indicate the date of approval of the local regulatory act and its number (if any). The employee will have to put his signature and the date of familiarization in the column where the local regulatory act with which he was familiarized is indicated.

On the inside cover there is a sample of how to fill out this magazine.

The magazine for familiarizing employees with local regulations is designed to familiarize workers with 6 local regulations. If you need to familiarize employees with a large number of local regulations, we can offer 2 options:

1) purchase another magazine to familiarize employees with local regulations;

2) divide one magazine into two parts. In the first half of the magazine, employees should be introduced to some local regulations, and in the second half, to others.

There is a guide on how to fill it out on the back inside cover of the magazine.

Documentation is an important element in the work of any organization. Every process and every decision is recorded in the form of a corresponding document. An employee is faced with them even before signing an employment contract, since at the interview stage he is given the opportunity to familiarize himself with the local regulations of the institution in which he plans to work. After studying, the future employee signs in the LNA familiarization log.

From this article you will learn:

• why is this magazine needed?
• appearance of the journal for familiarization with local regulations;
• filling out a log of familiarization with LNA.

Why is this magazine needed?

This journal is necessary so that the employer or inspector from the labor inspectorate can make sure at any time that each employee has familiarized himself with the number of documents that are required according to his position and/or the work performed. In the event of a violation and/or accident due to the fault of an employee, the employer may provide the commission investigating the case with a log of familiarization with local regulations, which will indicate that the employee was informed with appropriate documentation about the rules of work, routines and other mandatory things.

The required minimum that must be displayed in the log includes:

• staffing schedule of the institution (Article 57 of the Labor Code of the Russian Federation);
• internal labor regulations (Article 56, Article 189 and Article 190 of the Labor Code of the Russian Federation);
• documents establishing the procedure for processing personal data (clause 8 of article 86 of the Labor Code of the Russian Federation);
• orders on the application of disciplinary sanctions (Article 193 of the Labor Code of the Russian Federation);
• shift schedule (Article 103 of the Labor Code of the Russian Federation);
• regulations on labor protection (Article 212 of the Labor Code of the Russian Federation);
• regulations on remuneration (Article 135 of the Labor Code of the Russian Federation);
• vacation schedule (Article 123).

Appearance of the magazine for familiarization with local regulations

The internal block of the journal contains tables developed and approved for each type of journal individually, and information about the persons responsible for filling them out. This information includes:

• last name, first name and patronymic of the responsible person;
• period of liability;
• document according to which the person responsible is appointed;
• signature of the most responsible person.

Filling out a log of familiarization with local regulations

The journal is filled out by the employee appointed responsible for filling it out by the relevant order of the manager. This order and information about the responsible person are also indicated in the journal. When starting a new journal, the start date of record keeping is indicated on the title page.

An organization may have a journal with a table approved by a legislative document, or it may develop it independently. The required elements of the table are:

• serial number;
• last name, first name and patronymic of the employee;
• his position;
• name of the structural unit in which the employee works;
• the name of the local regulatory act with which the employee is introduced;
• signature of the employee indicating familiarization;
• date of signing.

The journal is filled out as documents are approved and employees become familiar with them. If an employee works remotely, he can be familiarized with LNA directly related to his work by exchanging with him electronic documents with an electronic digital signature (Part 5 of Article 312.1, Part 5 of Article 312.2 of the Labor Code of the Russian Federation, Article 6 of the Federal Law of 04/06/2011 No. 63-FZ “On Electronic Signature”). The employer is obligated to supervise the employees' study (under signature) of adopted local regulations, therefore, according to Part 2 of Article 22 of the Labor Code of the Russian Federation, in case of failure to comply with this obligation, the employer will be held administratively liable under Article 5.27 of the Code of Administrative Offenses of the Russian Federation in the form of an administrative fine:

• officials - in the amount of 1000 to 5000 rubles;
• legal entities - from 30,000 to 50,000 rubles and/or suspension of the organization’s work for up to 90 days.

Attached files

• Logbook for acquaintance with local regulations of the organization (sample).doc
• Order on approval of a new edition of a local document (sample).doc

Available to subscribers only

• Logbook for acquaintance with local regulations of the organization (form).doc
• Order on approval of a new edition of a local document (form).doc

The log of familiarization with local regulations is an internal document of the organization; it is not mandatory, but its use will help the employer comply with the requirements of the Labor Code, according to which it is necessary to familiarize employees with internal regulations.

Why do you need a log of familiarization with local regulations?

Norms Art. 68 Labor Code of the Russian Federation the employer is required to familiarize the company's employees with all local regulations (LNA) that are related to his work activities. Such familiarization must necessarily take place against the signature of the employee. Ignoring this requirement entails administrative liability for failure to comply with the requirements of labor legislation. No one wants to pay fines, so the familiarization process has to be formalized somehow. There are several ways to do this:

• draw up separate familiarization sheets and attach them to all Regulations, orders, contracts and other documents;
• put paintings directly on the LNA;
• start a special journal.

Orders for hiring, leave, dismissal and other personalized personnel documents are usually introduced “under signature” - with the receipt of a person’s confirming signature on the document itself. But with internal regulations that affect many people at once, the situation is more complicated, because if every person directly signs for them, there will be no free space left very quickly. Therefore, employers either create special additional sheets for signatures (which is inconvenient), or create one magazine for familiarizing employees with LNA. At the same time, in a large company with various departments and other structural units, where there is a constant movement of personnel, it is possible to issue such a book-type form separately both for each type of document and for departments or branches. Then all local acts will be in order and there will be no need to attach additional sheets to them.

Sample log of familiarization with local regulations

There is no approved form for such a journal. Since it is not mandatory or even recommended, legislators have ignored it. The introduction of this form into the organization’s document flow is aimed solely at simplifying the implementation of the requirements of the Labor Code of the Russian Federation and other laws. Therefore, it depends only on the employer how exactly he will resolve this issue. You will have to develop the necessary form yourself. The main thing is that it contains all local regulations that new employees should become familiar with. The generated form must be approved by order of the head of the organization.

There shouldn’t be anything difficult about filling out such a document. For example, it might look like this:

It is also not necessary to give it book form. These can also be individual sheets placed in a binder folder. There is no need to put any approval stamps on the title page, you can only put the start and end date of the entries.

Structure of the journal and its storage period

From the above example you can see that the log form is quite simple. Since there are usually many LNAs that must be introduced to organizations, it is necessary to allocate several pages for each of them. In this case, the structure of these pages will not differ and will contain the following columns:

• employee details (full name);
• position and department in the organization;
• date of approval (time, if necessary);
• personal signature of each employee.

If desired, the sheets can be numbered and stitched, but this is not necessary. The person responsible for maintaining such a journal is usually a human resources specialist or the manager himself, if the organization is small.

Separately, it is necessary to note the procedure and terms of storage of this document. This issue is also not regulated by law, so it must be determined by the organization itself. Most often, employers want to make it short, for example 5 years. This is a mistake, and in practice it is better to set longer shelf life. After all, many local acts have a permanent shelf life or are stored for at least 10 years. It is advisable that these periods do not differ from the period of storage of documents on familiarization with them. In addition, employees who were familiar with the LNA more than 5 years ago can continue to work in this organization and raise the issue of familiarizing them with certain standards. Without this document, it will be quite difficult to prove that the requirements were met.

Also, one should not forget about Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 N 558, which directly states that all local regulations (regulations, instructions) on personal data of employees are documents of permanent storage. Therefore, it is advisable to establish the same requirements for the review log if it concerns personal data. In particular, you should always store local documents such as:

• Regulations on the structural divisions of the organization;
• Regulations on wages.

Therefore, if employees sign and get acquainted with these LNAs personally, the shelf life of the form confirming this fact should be similar.