How to equip a women's clothing department. How to set up a store: a step-by-step plan. Premises requirements

Proper organization of the employee's place of work is important for every enterprise. It is the initial link in the company’s production structure, necessary for management, maintenance or production itself.

Proper organization of the workspace allows for the most efficient use of labor, means and tools of production, which ultimately affects the economic results of the enterprise.

The manager's work space is a multifunctional room in the company, representing not only a place for management to work, but also an area for business meetings, negotiations, conferences and recreation.

Organizing this type of space and equipping it with the necessary elements is a difficult task that requires a creative approach to its solution. There are also general principles that allow you to arrange not only a functional, but also a comfortable office.

Standard zoning

The size, layout of the manager’s office and the equipment placed in it are directly dependent on the nature of the activity and the amount of work performed by the owner of the premises.

It is important to take into account the scope of the company’s activities and the average number of daily visitors, the technical devices and materials needed for the director’s work, the volume of documentation, and whether it is customary to hold meetings in the director’s office or whether another room is used for similar purposes.

The procedure for organizing a workplace, which includes measures for equipping it and placing tools and objects of labor, taking into account their functionality, has the goal of:

  • increasing user productivity;
  • improving the quality parameters of its activities;
  • maintaining the manager’s working form (performance), reducing his fatigue.

When zoning a room, all of the following goals are taken into account:

  1. The first zone is allocated directly to the work area, a place for working with documents and information. The size and shape of the table is selected taking into account the placement of the necessary devices and auxiliary equipment on it: office supplies, telephones, monitors. The chair should be selected with the ability to maintain a physiologically correct working posture without overloading the back muscles. A comfortable seat will allow you to concentrate as much as possible on the work at hand, without being distracted by changing your posture.
  2. The next zone is allocated for holding meetings. It is optimal to place a semicircular table in it, which allows employees to be seated at an equal distance from the boss, thereby ensuring equal visual contact and psychological comfort for those present.
  3. Another zone is a resting place, used for relaxation of the manager, as well as for holding informal meetings. Special chairs with dynamic seating allow you to sit in different balanced positions, conducive to rest and restoration of the body's performance.

Points taken into account when organizing the workplace

In the office, the manager not only works, but also regularly holds meetings and planning meetings with staff. Therefore, the area of ​​the working room should be more than 20 m2, and the shape should preferably be rectangular with an aspect ratio of 2:1.

Furniture should be selected not only taking into account anthropometric indicators, but also taking into account the possibility of its rational placement and combination with other design elements.

Computers placed on the desktop, using special software and a terminal version of the device, should provide the user with the ability to quickly obtain data about the situation in any area of ​​the company and access external information sources.

The use of modern telephone and loudspeaker communication devices allows for remote office meetings with the ability to mute subscribers or place them in standby mode.

By the way! Radio communication means can be installed in the office or in a car, and portable devices can be carried with you at all times. The choice of option depends on the way the workspace is organized and the needs of the manager himself.

For the color scheme in the office, light and restrained shades of materials intended for walls or floors that do not form a sharp contrast with furniture, lamps and other design elements are suitable. Matte surfaces are preferred, as shiny surfaces increase employee fatigue.

Calculation standards for premises

Procedures for the construction of structures and buildings provide for compliance by participants in urban planning activities with mandatory state norms and technical regulations (SNiP).

The main goals of applying urban planning standards approved by the country's executive authorities are:

  • protection of citizens, their lives and health;
  • protection of nature, representatives of fauna and vegetation;
  • protection of state (municipal) property, property of citizens and legal organizations;
  • prevention of actions that may mislead property purchasers.

In public buildings intended for administrative use, the size of premises for accommodating the management of institutions must meet the following requirements (SNiP 31-05-2003):

SNiP requirements for the height of work tables:

When organizing a place for the director to work, the following conditions are taken into account:

  • cabinet size;
  • sanitary parameters;
  • temperature and illumination;
  • noise level indicator;
  • design and general decoration of the room.

Taking into account the rules and regulations of SNiP, the requirements for organizing an office for the director’s work are as follows:

Conditions of the office space Condition requirements
Spatial planning requirements
Room shape In the form of a rectangle with an aspect ratio of 2:1; 1.5:1
Ceilings Height from 2.83 m to 3.25 m
Relationship between window and floor sizes 10:1 for office premises (window area - 2.4 m2)
Sanitary criteria
Ambient temperature (C°) From 22 to 25 (in summer), from 18 to 22 (in winter) on average
Air exchange Multiplicity – inflow 1.5, exhaust 1.5
Ambient air humidity relative Up to 75% for the winter period, up to 55% for the summer period
Up to 50 dbl
Air speed Up to 0.3 m/s
Artificial lighting 75 lux - for large incandescent sources, 200 lux - for small lamps
Office furniture
Work table Height from 720 mm to 750 mm (depending on height)
Armchair Selected based on the user's anthropometric data
Office equipment According to regulatory and technical documentation
Communication devices and information systems
Devices for psychological relief (exercise machine, music system, TV) Taking into account technical documentation

Too bright natural light can be dimmed by placing blinds on the window openings. Soundproofing upholstery, double doors, and carpeted flooring will help reduce noise levels. And you can establish a comfortable microclimate (temperature, humidity) using air conditioners.

Summing up

The office for the head of an enterprise is a specific room, so its arrangement must be carefully thought out. The workplace should be as convenient as possible for the user and at the same time concentrate the corporate style of the company. The thoughtfulness of the interior should help strengthen the company’s image and create a comfortable atmosphere conducive to cooperation between partners and clients.

1.1. The equipment department is an independent structural unit of the enterprise and reports to the deputy head for capital construction.

1.2. Appointment to the position of department head and dismissal from it are made by order of the head of the enterprise.

2. Objectives

The equipment department is assigned the following tasks:

2.1. Meeting the enterprise's needs for technological equipment, components, instruments and equipment, handing over the equipment for installation and operation.

2.2. Monitoring the movement of equipment.

2.3. Rational organization and management of warehouse management, ensuring quantitative and qualitative acceptance and safety of material assets.

3. Structure

The structure and staffing of the department is approved by the head of the enterprise in accordance with the standard structures of the management apparatus and standards for the number of specialists and employees, taking into account the volume of work and the characteristics of production.

4. Functions

4.1. Determination, together with the relevant functional services of the enterprise, of its need for equipment of the established range.

4.2. Placement and implementation of orders for the supply of all types of technological and transport equipment purchased through capital investments.

4.3. Warehousing and storage of equipment during the pre-installation period. Preparation and issuance of orders for installation of equipment upon receipt of design documentation.

4.4. Technical supervision of the construction of foundations and other construction work during the installation of technological and lifting equipment and mechanical and electrical installation in accordance with technical documentation.

4.5. Placing orders for non-standard equipment and monitoring its production.

4.6. Ensuring the production and installation of mechanized warehouses, checking the volume of construction and installation work performed during the installation of equipment.

4.7. Monitoring schedules for equipment installation and commissioning of installed equipment.

4.8. Placement and implementation of orders for the supply of all types of component equipment purchased through capital investments and the core activities of the enterprise and on leasing terms.

4.9. Warehousing and storage of component equipment during the pre-installation period.

4.10. Handover of equipment for installation and transfer to workshops and services of the enterprise for operation.

4.11. Monitoring the timely receipt of all ordered equipment and organizing technical acceptance of special equipment at Russian enterprises and foreign companies.

4.12. Ensuring accounting and safety of all equipment arriving at the enterprise, selling excess equipment to third parties.

4.13. Monitoring compliance with uninstalled equipment through the relevant services of the enterprise.

4.14. Preparation of reports on the production and economic activities of the department.

4.15. Organization and maintenance of warehouse facilities in accordance with the requirements of the organization of labor and production, safety regulations, industrial sanitation and fire safety, qualitative and quantitative safety, accounting, technology of transport and warehouse work and special instructions.

4.16. Ensuring the filing of claims for violation of delivery deadlines under orders and concluded contracts, as well as in cases of poor quality and shortages of incoming spare parts and components.

5. Relationships between the equipment department and other departments of the enterprise

5.1. With workshops and departments.

Receives: custom specifications for all types of equipment, including for facilities under construction; design and technical documentation for the placement of equipment in the workshops of the enterprise on the existing site; design and technical documentation and specifications for technical re-equipment of the enterprise.

Represents: approved applications for equipment; certificates of equipment delivery for installation.

5.2. With the department of the chief designer.

Receives: documentation for non-standard equipment for newly constructed facilities, specifications for electrical equipment, instruments and equipment used for own machine tool construction and non-standard equipment, approval protocols for the use of acutely scarce instruments and equipment necessary to complete newly manufactured and non-standard equipment at the enterprise.

Represents: orders, instructions and schedules for the installation and commissioning of new equipment, agreed upon requests for components, devices, equipment.

5.3. With the departments of chief mechanic, chief power engineer and instrumental department.

Receives: requests for equipment for repair bases, workshops of the enterprise; applications for electrical equipment; applications for equipment for tool bases and workshops.

Represents: orders for the production of technological and non-standard equipment for capital construction; schedules for installation and commissioning of new equipment.

5.4. With the capital construction department.

Receives: certificates on the volume of capital investments for the purchase of equipment for the planned year for the enterprise, paid invoices for equipment, invoices for payment of received equipment for control and approval.

Represents: information (schedule) about the expected supply of equipment in the planned year; a certificate of standard stocks of equipment located in the warehouse; acts of acceptance of received equipment to the warehouses of the equipment department, indicating the facility and structural unit of the enterprise at whose request the equipment was purchased; incoming and outgoing reports on the movement of equipment located in the warehouse; monthly inventory reports on the availability of equipment in the warehouse.

5.5. With the main accounting department.

Receives: equipment certificates at the beginning of each month.

Represents: acts of receipt of equipment; commissioning certificates.

5.6. With the logistics department.

Receives: information about the status of the customer’s supplies with materials.

Represents: requests for materials supplied by the customer.

6. Rights

6.1. Suspend work on the installation of equipment in case of violation of the technical conditions provided for by the design assignment.

6.2. Require installation organizations to carry out work in full compliance with the approved technical documentation, strict compliance with norms, rules and technical conditions for the production and acceptance of work.

6.3. Prohibit installation organizations from using materials, parts and products that do not meet the standards and specifications.

6.4. Do not accept payment documents for work performed by installation organizations in violation of the approved project or technical conditions for the work, as well as work using low-quality materials and products.

Demand immediate elimination of detected defects in construction and installation work at the expense of installation organizations without additional payment.

6.5. Require installation organizations to properly transport equipment, as well as maintain the equipment warehouse (open area) in proper order.

6.6. Prepare materials for submitting contracts for the supply of equipment.

6.7. Represent in all structural divisions of the enterprise and external organizations on issues of ensuring and protecting submitted applications for equipment according to the nomenclature assigned to the department and other issues within the competence of the department.

6.8. Check compliance by workshops and departments of the enterprise with orders and instructions from management on all issues related to the provision of equipment and products.

7. Responsibility

7.1. The head of the department bears full responsibility for the quality and timeliness of fulfillment of the tasks and functions assigned to the department by these Regulations.

7.2. The degree of responsibility of other department employees is established by job descriptions.

7.3. [Enter as appropriate].

Head of structural unit

[initials, surname]

[signature]

[day month Year]

Agreed:

[official with whom the position is agreed upon]

[initials, surname]

[signature]

[day month Year]

Head of the legal department

[initials, surname]

[signature]

[day month Year]

Issues such as zoning the store space, organizing sales, features of displaying sets, and window dressing constantly concern owners and managers of clothing stores. This article is devoted to some basic rules of zoning, display of clothing in stores, or, in other words, visual merchandising.

When choosing clothes, we can confidently say that a person makes a purchasing decision only when he sees the product. This means that such a marketing tool as visual merchandising is of the most importance when organizing clothing trade.

Visual merchandising answers the question “how to present a product face to face.”

Visual merchandising is designed to sell a product directly to the buyer, without the participation of an intermediary seller. Of course, selling a product without a salesperson and through visual merchandising is much more profitable for the store - a minimum of time is allocated for customer service, convenient orientation of the customer in the store, and the customer receives greater satisfaction from the purchase.

ZONING FEATURES OF A CLOTHING STORE

Questions about where to place the entrance, the cash register, where the fitting booths are, where women's clothing should be placed, where men's clothing should be placed, where to place new items, where sales arise from time to time in every store. So, let's start in order.

Store entrance location

It is best to place the entrance to the store on the right or in the middle. Each method has its pros and cons. If we place the entrance door on the right, we will automatically direct the flow of customers along a more comfortable route counterclockwise, but we will practically lose the right wall, which is convenient for placing goods - it will be occupied by the passage. We will also lose a storefront through which customers could pass, because... the display case remains behind the entrance (Fig. 1). If we fulfill the task of leading all visitors through the windows, we will be forced to place the entrance on the left. However, the entrance cannot be placed on the left, because It is more convenient for buyers to move counterclockwise rather than clockwise (Fig. 2).

Most buyers are right-handed. And for a right-handed person, the step with the right foot is longer than the step with the left, and it is more convenient to take and examine goods on the right rather than on the left. Therefore, purely physiologically, clients will experience discomfort if the entrance is placed on the left.

Therefore, the best option for placing the entrance would be in the middle or, if the store layout is elongated, then on the right, but leaving part of the sales area on the right.

Placing a cash register in a clothing store

In my practice, I often see stores that place a cash register at the very entrance, near the best wall with a frontal view, along the left or right wall, an island in the middle, in a corner and in a variety of places. Where should the cash register actually be located? Naturally, the cash register eats up a certain amount of retail space, and therefore it is not recommended to place it in the hottest trading areas. If you place the cash register opposite the entrance, or right at the entrance, customers will feel “under the gun” of the cashier’s gaze, or the cash register will visually interfere with the entrance to the store or the view of the sales floor. The most advantageous option for placing a cash register would be “at the exit” of the store, in a place where the cash desk will not obscure the view of those entering. For example, such a place could be a dead zone at the entrance to a store, on the left. Why is there a dead zone near the entrance to the store? Because visitors enter the store at a slightly higher speed than they move around the store, and some of the retail space ends up behind customers upon entry. If it is impossible to place a cash register on the left side of the entrance, you should use as much as possible the dead areas of the store to place cash registers - corners, the left side of the store, the entrance area.

Hot and cold zones in the store

Of course, you have all noticed that in every store there are both hot zones in which the maximum number of visitors accumulate and through which the main flow passes, and there are also areas in which there are almost no visitors. These are the hot and cold zones (Fig. 5 and Fig. 6). Traditionally, hot zones are located at the entrance, because... All visitors pass through the entrance, but not immediately at the entrance, where the goods appear behind the buyer, the right wall and the right side of the store, the front wall with a good view from the entrance. There we should place goods that are profitable for us to sell. Cold zones are located immediately at the entrance, i.e. that part of the windows that is behind the buyer, the corners and the left side of the store.
In cold zones, you should place goods for which customers come specifically, or use these zones to accommodate fitting rooms, cash registers and store stock of products. In order to somehow reduce the cold zones and attract the attention of visitors to them, brighter samples of clothing can be placed in these zones, which will attract the attention of visitors even from a great distance. Various luminous boxes with photographs of models and groups of mannequins can also become such bright spots.

Where to place fitting booths in a store?

As we've previously reported, the best places for fitting rooms can be in blind spots, such as the corners of a store. In addition, it should be taken into account that hot zones usually form around fitting rooms, and all clothes placed near the entrance to the fitting room begin to sell better.

How to zone a store space?

Where to place men's and women's clothing, which area to allocate for sales, where to hang a new collection?
It will become much easier to answer these questions after we take into account the psychology of the buyer and the interests of the store.

Interests of the store:
- sell the old collection quickly, but not to the detriment of new items;
- make money quickly on new products;
- women’s clothing always sells well, so it is necessary to focus visitors’ attention on the fact that we also have men’s clothing;
- attract the attention of visitors to more expensive beautiful clothes.

Buyers Interests:
men - quickly find and conveniently purchase the necessary clothes;
women - to have a good time and at the same time buy yourself something new for the season.

Therefore, we place the men's clothing section in the best places at the entrance on the right, because... men are not able to press the right shirt and trousers for a long time, and we place women’s clothing in the deeper part of the store on the left - women will already find their department. We place new collections and luxury products in the most visible place in the back of the store - in the area of ​​the front wall. There this composition will be noticed by all visitors, and we will place the sales area at the exit, i.e. in the last zone as customers move. Why shouldn't you place a sales area at the entrance to the store? Firstly, we can thus force customers to choose clothes at a lower price and with less profit for the store before it gets to the new collection. Secondly, this way we ourselves can reduce sales of the new collection and speed up its movement to the sales zone.

What products should be placed at the entrance to the store and on the display?

I often come across stores that place only the most expensive goods in their windows, new items (which have the highest prices) in order to attract attention only to the most profitable group of goods. However, there are also other excesses - placing in the windows the cheapest goods that will be extremely difficult to find in the store.
So what products should be placed at the entrance and on display?
In order to ensure that only our potential customers enter our store, we must think through the moves to attract them accordingly. Imagine a situation when you saw beautiful clothes in a store window, but did not see the estimated prices; you enter the store to assess the price level. At the entrance you stop, pick up the label of the first product you come across and see the astronomical price. Or maybe it was the most expensive thing in the store, it was just one of the most beautiful and served as an attraction to the store. But a client who has seen the price tag of the most expensive product will most likely not go inside the store - he will simply leave it. So what should we do to ensure that the client walks through the entire store and correctly assesses the price level?
Firstly, it is best to place items on the display window that represent the store’s “average bill” and indicate prices. Price indicators can, of course, not be labels, but specially made price tags installed at the bottom of the display cases.
Secondly, at the entrance to the store we must place a unique mix of clothes that would most fully show the assortment and price level of the store, so that the client entering the store for the first time can correctly navigate the sizes, prices, styles and assortment that you sell .
These steps will allow the interested client to view the entire exhibition, rather than quickly leave the store.

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Presentations and new products placed in a display window immediately opposite the entrance to attract the buyer’s attention and make them want to walk around the store.

Product groups located on the sales floor in ascending order of price: the customer flow begins from the very cheap goods– silver products, then mass-produced and inexpensive chains are placed, products without stones, then products with zirconium. These groups occupy the best places on the sales floor, since they are the most popular among customers of this store.

Expensive jewelry with semi-precious and precious stones are placed on the last counter, away from the entrance.

At the end of the customer flow zone There is a display case with silverware, which serves both as a showcase and as a successful finish, since it constitutes a separate product group.

An example of zoning of product categories for a jewelry store designed for buyers with an average income level is shown in Fig. 3. 12.

Children's goods store.

Zoning of product categories of a children's goods store depends on its format: it can be only goods for newborns, only children's clothes and shoes, baby food and toys, or a full range - clothes, shoes, food, toys, accessories, furniture, school supplies, goods for Moms Let's consider the option of the most complete range of children's goods - a children's supermarket.


Fig 3 12 An example of zoning product categories for a jewelry store.

Entrance area traditionally reserved for seasonal goods and goods of impulse demand - New Year's toys and carnival costumes, school supplies, seasonal clothing, seasonal entertainment (bicycles, skis, sleds, roller skates).

Center and left side The sales area is usually dedicated to toys, since these are mainly goods of impulse demand, which should be located at the beginning of the customer flow. Clothes and shoes occupy the far part of the sales floor, since these are goods of target demand and the buyer will definitely reach them.

Products for newborns should be allocated to a separate group and also zoned in the far part of the trading floor, since these are goods of target demand.

Food, hygiene products, care products and products for mothers also located in the far parts and on the right side of the trading floor. These are also groups of goods of target demand.

Furniture, strollers and bedding can be placed on the left side of the sales floor, with strollers closer to the checkout area. Furniture can also be located in a separate area - a “pocket”, if there is one, since this is a product of periodic target demand.

On pallets Throughout the sales area there are such popular goods as baby diapers, inexpensive toys, and baby juices.

An example is shown in Figure 3. 13.


Figure 3. 13. An example of zoning product categories for a children's goods store.

Home goods store.

A home goods store usually has a fairly large area from 2–3 to 15–20 thousand square meters. m. (hypermarkets of goods for the home, construction and gardening).

Entrance area traditionally allocated for seasonal goods and goods of impulse demand, such as heating equipment, heaters, air conditioners and fans, lawn mowers, equipment for cleaning the area near the house, entrance mats, seedlings, New Year's goods, etc.

Shopping room divided into several functional zones.

1. Tools, hardware and hardware, electrical goods are located in the front of the sales area behind the checkout area, since these products are in high demand.

2. Repair products located in the middle part of the sales floor, with each subgroup zoned separately, for example, paints, varnishes, rollers and brushes are presented together in one zone. Products for repair include:

Dry mixes;

Tiles and glue;

Floor coverings and accessories;

Paints and accessories;

Wallpaper and glue.

3. Bathroom products combine:

Plumbing;

Faucets;

Furniture and accessories for the bathroom.

4. Kitchen goods can be located in the far part of the sales floor, to the right and left of the central aisle. For both groups, it is important to use an integrated approach to the presentation of goods, i.e., not a separate sink, faucet and mirror, but all together. Products for the kitchen include:

Kitchen furniture;

Sinks;

Kitchen accessories.

5. Doors And wood building materials can be placed along the back wall of the sales area, since these are goods of target demand.

6. Home decoration products can be located to the left of the central part of the sales area to the entrance area, then buyers will be able to look at these products on the way back after tiles, wallpaper and flooring. Products for home decoration include:

Lamps;

Frames and baguettes.

7. Garden products should be placed separately, perhaps on the right side of the sales floor closer to the checkout area. Garden products include:

Seedling;

Garden tools;

Garden sculpture. An example is shown in Figure 3. 14.

IMPORTANT: in such a store, especially with a large area (about 10 thousand sq. m), it is advisable to place information desks where customers can find out about the availability of goods and their location.


Figure 3. 14. An example of product category zoning for a home goods store.

Book Shop

IN first part of the trading floor, immediately behind the entrance area, the most popular types of fiction (fiction, detective stories, romance novels, etc.), cookbooks, books on home economics and interior design, and business literature for mass demand are located, since their purchase is often not planned.

In the entrance area and in the ticket office area place gift editions, bestsellers (on displays) and new releases of popular fiction (additional points of sale) - all products with a high share of impulse purchases.

In the central part of the trading floor there are albums and literature on art, classical fiction, in the depths - business literature, educational literature, books on branches of science, technology, memoirs, books in foreign languages.

Children's literature zoned primarily by age: preschool literature, literature for primary schoolchildren, middle school, senior schoolchildren. Within the age range - by type of literature: fiction, educational, entertaining, technical, etc. In addition to books, you can arrange small toys and educational games ( puzzles, mini-constructors). It is important to organize the display so that children can also participate in choosing the product.

In the cash register area place postcards, posters, small souvenirs. Stationery can also be placed there (Fig. 3. 15).


Figure 3. 15. An example of zoning product categories for a bookstore.

Despite the individual approach to stores of different profiles, we can formulate as a conclusion general rules for planning a sales area.

1. The main principle of the store's sales floor layout is simplicity. The trading floor should be holistic, convenient and understandable for searching for a particular product. Intricate architectural elements and ornate passages distract the buyer’s attention, preventing him from orienting himself in space and choosing a path of movement. As a result, he is not thinking about buying.

2. The location of the entrance and the placement of retail equipment should not disrupt the natural flow of customer movement - counterclockwise.

3. It is necessary to plan and allocate a highway for the main flow of customers.

4. The buyer needs to take a breath - immediately after entering the store there should be an unoccupied area so that he can slow down, look around and get used to the new room.

5. The buyer should say “Ah!” – what he sees right in front of the entrance should evoke positive emotions.

6. In small stores and in one department of a large store, it is important to ensure visibility of the sales floor - for better orientation and comfort of customers, as well as to ensure that all groups of goods fall into the field of view.

7. “Anchor” products—attractive (or frequently purchased) products—should be located at the tops of the “golden triangles” as far as possible from the entrance to force the buyer to walk throughout the store.

8. When planning, it is necessary to take into account ergonomic requirements:

The minimum passage space for one person with hand luggage (basket) is 80 cm;

For two people with baskets to separate in the aisle, 2 m is required;

In order to bend over to the bottom shelf, a space of 1 m is required;

If one person is looking at the shelves with their face turned towards them, and another is passing by with a basket, a minimum distance of 1.25 m is required;

With tall equipment and a narrow aisle, the buyer will feel cramped, unsafe and even threatened. The optimal ratio of passage width and equipment height is 3/4.


It is almost impossible to restore the contents of a document destroyed in this way;

  • For secret documentation, it is recommended to use shredders with an even more powerful, fourth level of secrecy. In this case, the document is cut into fragments no larger than 0.2 x 1.5 cm, i.e. into small shavings, suitable only as a building material;
  • and, finally, to destroy top secret documents, shredders are produced that produce fragments of 0.08 x 1.3 cm format. In fact, the document turns into dust and cannot be restored even in laboratory conditions.

When choosing a shredder, you need to rely only on the truly necessary level of secrecy, since the price and performance of the machine depend on this. Let's not forget that office equipment is not only an indispensable assistant in the office, but also an important interior detail.

Are there any special requirements for the HR office?

Of course, documents are stored in special folders and behind tightly closed cabinet doors in order to minimize the impact of paper's worst enemy - dust. It is also advisable to store documents in a cabinet with opaque doors.

Attention

The point is not only about the greatest safety of storage, but also about the fact that exposure to light, especially ultraviolet radiation, is harmful to paper. YOU SHOULD KNOW THIS Archivists of the state archive can check the order of storage and destruction of documents in the organization, for example, if, after an inspection by experts from the State Tax Inspectorate, violations of the rules for maintaining personnel documents were identified.


Also, the archival inspectorate checks the storage of personnel documents if an employee has filed a complaint in court about a violation of his social rights (he cannot receive a certificate from his place of work about his salary, work experience, etc.).

Protection of personal data in the work of the HR department

Organization of the personnel service premises Ideally, the personnel service office should have at least three adjacent rooms: a room for department employees, a manager’s office and a room where cabinets and safes for documents, files and filing cabinets are located. In this case, there can be only one entrance to the HR department office.

Info

If such organization of space is impossible, then at least the basic conditions should be met. Condition 1. The personnel service premises must be equipped with fire and security alarms.

Condition 2. It is desirable that the entrance door of the personnel service be double metal, and the windows are protected by metal bars. Condition 3. The room must be spacious enough to, firstly, provide working conditions for service personnel, and secondly, there is space to accommodate cabinets and safes for routine storage of documents.

How to organize a HR department

It would be logical if the LLC also included in its constituent documents a requirement to store the organization’s documentation in locked cabinets or premises. Thus, we can say that the legislation does not contain specific requirements for the premises of the personnel department.

However, if the organization does not have a special room for storing documents and all personnel documents are stored in the personnel department, then at least the basic conditions must be met: The personnel service room must be equipped with fire and security alarms. It is desirable that the entrance door of the personnel service be double metal, and the windows are protected by metal bars.

The room must be spacious enough to, firstly, provide working conditions for service personnel, and secondly, there must be space to place cabinets and safes for routine storage of documents.

You give me a separate office for ok

Rules approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526). Documents with an expired storage period can be destroyed (clause

4.11 of the Rules approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526). Advice: form personnel orders that have different storage periods into different files, otherwise the organization may have problems transferring such “mixed” files for archival storage.
From the very beginning, assign different numbers to documents with different retention periods. Using coding, you can separate orders that need to be stored for 75 or 50 years (on hiring, transfers, relocation, bonuses, etc.).
etc.), from orders with a five-year shelf life (on business trips, etc.). This will make it easier to file them in different cases. This conclusion follows from Article 22.1 of the Law of October 22, 2004.

Sos! requirements for the HR department premises!!

Important

The storage of HR documents is somewhat different from the general rules for storing management documents, since they have high social significance, many of them serve as confirmation of the employee’s rights to social security, for example, for old age and disability, as well as confirmation of his work experience. Most documents on personnel have a long or permanent shelf life and are used for reference purposes when citizens contact archival institutions.

WHAT WILL HAPPEN FOR THIS? Responsibility for the safety of personnel documents lies with the head of the personnel service, and where there is no personnel service, the personnel employee. Therefore, his task includes not only the correct organization of work with documents, but also, above all, the creation of conditions that ensure their safety.

The LLC must specify storage features in its charter (Clause 2, Article 12 of Law No. 14-FZ of February 8, 1998). It would be logical if the LLC also included in its constituent documents a requirement to store the organization’s documentation in locked cabinets or premises. If an organization stores documents in electronic form, then it is necessary to ensure a storage mode that prevents loss, destruction or distortion of information. In addition, during the storage of such documents, it is necessary to rewrite them onto new media as the old media becomes obsolete.

This is stated in paragraph 2.32 of the Rules, approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526. In order to ensure effective storage of documents both in paper and electronic form, an organization can create its own archive (clause

2 tbsp. 13 of the Law of October 22, 2004 No. 125-FZ, paragraph.
Do not leave any documents or official records on your desk, do not leave cabinets unlocked, or your computer unlocked when leaving the office. IT IS FORBIDDEN! Place documents on the floor, window sills, in unassembled piles. Rules for storing documents In the system for storing personnel documents, two stages can be distinguished: current (operational) and subsequent (archival).

The storage and use of documents from the moment of their creation until the transfer of the file in which they are grouped to the archive is called current (operational). Current storage of files is carried out at the place of their formation.

Thus, documents created in the personnel service are stored there. Current storage is divided into two subtypes:

  • storage of documents during their execution;
  • storage of executed documents. Current storage of documents means storing them in originals.

How should the HR department be equipped?

  • Themes:
  • Document storage

Question Are there any requirements for the HR department office: the presence of bars on the windows, a metal door, etc.? Answer Answer to the question: Having considered your question, we can say that, unfortunately, the legislation does not contain certain requirements for the HR department office. At the same time, the labor activity of HR department employees is reduced to compiling and recording personnel documents, including personal data of employees. In turn, responsibility for the safety of personnel documents lies with the head of the organization and the head of the personnel service. Therefore, his task includes not only the correct organization of work with documents, but also, above all, the creation of conditions that ensure their safety.
If we take into account Russian realities, then on average there is one HR employee for every 100-500 company personnel. For an enterprise with 250 employees, a personnel department consisting of a chief and two managers will be sufficient. One of them will be directly involved in personnel selection and training, the other will conduct personnel work and prepare documentation. The function of the chief will be to exercise general management. 3 If the enterprise is large and the number of HR department employees is more than 3 people, then entrust the distribution of responsibilities between them and the creation of working groups to the head of the department. The names of sectors and groups should reflect the main tasks that they are designed to solve. The list of such tasks for each enterprise may be different.
An attacker is understood as a person or group of persons who intend to commit and deliberately commit illegal actions in order to acquire information that constitutes a secret of the enterprise. Attackers include: unscrupulous competitors and partners, persons acting in their interests, professional agents engaged in industrial or economic espionage, informants, representatives of criminal structures, individual criminal elements, mentally ill persons, an employee of the enterprise collaborating with the attacker, and other persons trying to cause damage to the enterprise or its personnel. Any unauthorized persons should not know the distribution of functions, work processes, technology for compiling, processing, maintaining and storing documents, files and work materials in the personnel department.

 

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