1. Regulatory Basis: LLZ[1992]No.33 “Notice on the Promulgation of Provisions for the Administration of Workers’ Documents” circulated by the Ministry of Labor & Social Security and State Archive Administration, QJF[1996]No.179 “Notice on the Standard for Service Fee for the Delegated Management of Workers’ Documents”.
2. Target: Chinese workers with Qingdao urban household registration and employed by foreign-invested enterprises in Qingdao (including Qingdao business structure of overseas entity, Qingdao branch established by foreign-invested enterprises in other parts of the country, business office and foreign-invested enterprises established by entities from other parts of the country).
3. Scope of Services
A. Maintenance and management of workers’ documents;
B. Sort and appraise workers’ document materials;
C. Process forms for worker’s documents, consulting and transfer;
D. Register information of worker’s work status;
E. Provide relevant departments with workers’ status and relevant documents;
F. Handle workers’ archive salary scaling and upgrading;
G. Examine workers’ background during training for going abroad;
H. Organize and report technical title appraisal and examination sign-up;
I. Delegate the management of Party membership credentials and household registrations.
4. Service Procedures
A. Acceptance of Archives
a. For first time employment workers, the worker recruitment registration form should be submitted.
b. For reemployment workers, previous documents should be submitted, the employment contract with previous employer and the contract dissolution report as well as employment forms processed by the new employer during recruitment.
c. For graduates of junior colleges, secondary schools and technical schools included in the state planning, the register and worker recruitment registration form should be submitted.
d. For graduates of junior colleges and secondary schools not included in the state assignment program, the worker recruitment registration form should be submitted.
Steps for documentation acceptance: enterprise registration records – signing agreement of documents management – documents acceptance.
B. Documents Transfer Out
a. Enterprise personnel officers or workers themselves are responsible for the transfer of documents: The report of contract dissolution (in duplicate), all the employment contracts between workers and enterprises.
b. In the case where documents are directly transferred to the new employer: The report of contract dissolution (in duplicate), documents transfer letter from the new employer (all the employment contracts signed by the previous employer must be put into the records and transferred together)
C. Archive Transfer Procedures: Enterprise Application - Examination – Issuance of Documents Transfer Notice – Acknowledgement (within one week).
D. Archive Checking and Borrowing: When checking workers’ records, the employer’s referral letter must be provided. Normally, the records will not be lent out. Yet, if necessary, a report should be submitted in advance, explaining the purpose. The report is subject to the approval of the employer or the principal in charge of records management as authorized by the employer. The procedures for registration should be strictly followed and the records should be returned in time. No one is allowed to check or borrow his/her personal and his/her relative’s records.
E. Background Examination for Going Abroad
The employer should issue a certificate in duplicate, which shall contain the name, gender, age and purpose of going abroad and whether the concerned person is involved in any economic problems or crime. The certificate should bear the official seal and be signed by the legal representative and the supervisor together as a guarantee. The background examination form should bear official seal and the signature of the legal representative, and provide the employer’s contact phone number (except in the case of studying abroad privately).
5. Fee: RMB20/month/person
6. Service Time: immediately on site
7. Contact Tel: 85028082