The Ministry of Human Resources and Social Security answered questions on simplifying and optimizing the personnel file management service of floating population.

　　BEIJING, June 8 (Xinhua) Recently, the Ministry of Human Resources and Social Security issued the Notice on Simplifying and Optimizing Personnel File Management Services for Floating Personnel (hereinafter referred to as the Notice). The responsible comrades of the Human Resources Marketing Department of the Ministry of Human Resources and Social Security answered the reporter’s questions on the specific measures and implementation of the Notice.

　　Q: What is the personnel file of floating personnel?

　　A: The personnel files of floating personnel are an important part of personnel files, which mainly include: files of employees employed by non-public enterprises and social organizations; Resignation, dismissal, cancellation of recording (employment) or dismissal of staff files of government agencies and institutions; Files of personnel who terminate or terminate the labor (employment) relationship with enterprises and institutions; Files of unemployed college graduates and technical secondary school graduates; Files of people who study abroad at their own expense and other people who go abroad for personal reasons; Files of Chinese employees in the resident representative offices of foreign enterprises; Files of freelancers or flexible employees; Files of other social management personnel. According to the relevant regulations, the personnel files of migrant workers are managed by public employment and talent service institutions at or above the county level and units authorized by the human and social departments (hereinafter referred to as file management service institutions), and other units may not manage the personnel files of migrant workers without authorization. According to statistics, by the end of 2014, the archives management service agencies at all levels in China had kept 66.15 million floating personnel files.

　　Q: Please briefly introduce the background of the Notice?

　　A: The 18th National Congress of the Communist Party of China and the Third and Fifth Plenary Sessions of the 18th Central Committee made arrangements for comprehensively deepening reform and accelerating the transformation of government functions, and put forward clear requirements. The State Council regards decentralization as the "first move" to comprehensively deepen reform and the "first shot" to transform government functions, and has adopted a series of major reform measures. At the end of 2015, the General Office of the State Council issued the Notice on Simplifying and Optimizing Service Processes to Facilitate Grassroots People to Do Business, which promoted the reform to develop in depth and effectively solved the problems of many people applying for permits and difficulties in doing things. In order to implement the requirements and deployment of the State Council, this year, the Ministry issued the Opinions on Strengthening and Improving Public Services in the Field of Human Resources and Social Security, which put forward clear requirements for simplifying certification materials and procedures, standardizing and simplifying public service processes, and exploring innovative public service methods in the field of human resources and social security. The management and service of personnel files of floating personnel is an important content of basic public employment and talent service. Since the reform and opening up, a large number of talents have flowed from state-owned units to Sino-foreign joint ventures, non-public economic organizations and new social organizations, and have changed from "unit people" to "social people". In order to provide personnel relationship custody services including file management for these floating personnel, the talent flow service business came into being, which played an important role in promoting the rational flow of talents and market-oriented allocation. However, the number of floating personnel is large and the mobility is strong.There are still some problems in its personnel file management service, such as complicated procedures and inconsistent standards, which are still far from the expectations of floating personnel and the needs of economic and social development. To this end, we have studied how to further simplify and optimize the personnel file management service of floating personnel, and formulated this Notice. This is a concrete measure to promote decentralization, combine decentralization with management, and optimize services. It is the main content of strengthening and improving public services in the field of human resources and social security, and it is also a pragmatic measure to further improve the quality and efficiency of public services and facilitate the floating population.

　　Q: What specific measures are specified in the Notice to facilitate the people and benefit the people?

　　A: Focusing on better service for migrant workers, the Notice adheres to the problem orientation, and puts forward 15 specific measures to facilitate the people and benefit the people from four aspects: promoting the disclosure of management service information, simplifying procedures and optimizing processes, standardizing charging behavior, and improving the management service work system. There are many innovative policy measures, for example, in view of the problem that the information disclosure of archives management service institutions is not enough and the floating personnel don’t know where to file, it is proposed to publish the catalogue of archives management service institutions and the archives service guide; Aiming at the problem that the lack of materials leads to the difficulty of filing, this paper puts forward the implementation of the file receiving notification commitment system; In view of the weakening role and cumbersome procedures of migrant workers’ regularization grading, it is proposed to cancel the procedures of migrant workers’ regularization grading for the first time. In view of the difficulty of file transfer within one year of graduates’ work, the notice proposes to cancel the file flow restriction within one year of graduates’ graduation.

　　Q: How to implement the notification and commitment system for receiving files?

　　Answer: Due to the strong employment mobility of floating workers, their personnel files may be transferred between several file management service agencies. If the materials are not supplemented in time, the problem of incomplete file materials may occur, which will affect the file transfer again. In this regard, considering the convenience of the masses and the maintenance of the seriousness of archives, we propose to implement the system of notification and commitment for receiving archives, and put forward treatment opinions for materials lacking in different situations: for those lacking non-critical materials, we can accept them by saving them first and then supplementing them; For the lack of key materials, take a one-time notice of the missing materials and their possible impact, and accept them after I make a written informed explanation and promise to supplement the materials, or negotiate with the original work unit (government institutions or state-owned enterprises) to return and supplement the materials.

　　Q: What’s the impact of the cancellation of the procedures for the first-time migrant workers to become a full-time employee?

　　Answer: Grading after graduation is a kind of personnel procedure handled by the employer for graduates who have completed their probation under the planned distribution system of "all-in-one contract and all-in-one distribution". With the gradual establishment of the market-oriented employment system and the continuous improvement of laws and regulations in the fields of employment and social security, graduates who work in different units have corresponding personnel management systems to regulate them, and the file management service agencies have lost their original personnel management role in handling the formalities of grading migrant workers. To this end, the "Notice" proposes to cancel the procedures for grading the first-time employment migrants in the future. After canceling the grading materials for becoming a full member, when recruiting, hiring and employing floating personnel, government agencies, institutions and state-owned enterprises can refer to the labor contracts, enterprise employment procedures and other materials in the archives, employment registration, labor employment filing and social insurance payment records to determine the working hours and working years.

　　Q: Why don’t you issue an administrative (salary) letter of introduction when transferring files?

　　A: The administrative (salary) letter of introduction is the material for transferring administrative relations and clarifying the salary distribution. In the early days of reform and opening-up, migrant workers "went to the sea" from government agencies, institutions and state-owned enterprises, and their personnel relations and files were entrusted by archives management service institutions. When files were transmitted, they also issued administrative (salary) letters of introduction in accordance with the "unit person" management model. With the deepening reform of the cadre and personnel system and the continuous development of public services, the archives management service institutions have gradually changed their functions into the providers of basic public services of the government, and there is no administrative affiliation with the floating personnel, so they are not paid wages. Moreover, the salary and salary relationship of the floating personnel has been clearly defined in the labor contract signed between them and the employer, and it is not necessary for the archives management service institutions to confirm it repeatedly. In accordance with the requirements of decentralization and process optimization, the Notice proposes that file management service agencies will no longer issue administrative (salary) letters of introduction when transferring files.

　　Q: What other work does the Ministry of Human Resources and Social Security carry out while formulating the Notice?

　　A: At the same time, two tasks were carried out. First, in view of the problems such as insufficient information disclosure and the people who handle affairs don’t know where to store files, we are collecting and sorting out the information of public employment and talent service institutions that keep files under the human and social departments at all levels, as well as the file management service institutions authorized by our department, including names, addresses, contact numbers, etc. Second, in order to solve the problem that the working people don’t understand the relevant policies, we are summing up the common practices in various places, carefully sorting out the service items, refining the work flow and compiling the service guide. The information and service guide of archives management service institutions will be published on our portal website (www.mohrss.gov.cn), China Human Resources Market Network (www.chrm.gov.cn), China Public Recruitment Network (www.cjob.gov.cn) and other professional websites in the near future, so as to facilitate the inquiry of service people.

　　Q: What will be the next step?

　　A: The Notice is a concrete measure to implement the State Council’s requirements of simplifying and optimizing public service processes and facilitating grassroots people to do things and start businesses. In the next step, we will guide local governments to carry out their work in four aspects: First, we will strengthen policy propaganda and actively promote the information disclosure of archives management services in accordance with the principle of "who authorizes and is responsible". The second is to strengthen the construction of window style, simplify and optimize the personnel file management services of floating personnel, and promote the convenience and benefit of the people. The third is to strictly implement the decision to cancel fees, standardize the charging behavior of other extended services based on archives, and put an end to bundled fees and hidden fees. The fourth is to improve the management service system, improve the service level of personnel file management of floating personnel, promote the floating employment of talents and serve innovation and entrepreneurship.