How many years to store documents according to the new list of Rosarkhiv

Why save personnel documents, and what determines their retention period?

Storing personnel documents is the responsibility of all companies and individual entrepreneurs. This is determined by Art. 17 of Law No. 125-FZ on archiving in the Russian Federation. Everyone is equal before this requirement of the law: both businessmen and government agencies.

Personnel documentation occupies a significant place in the total volume of papers processed at the enterprise. If a company has several hundred or thousand employees, the number of personnel documents can reach several thousand. But micro-companies that employ 2-3 people cannot do without these kinds of documents. And all of them are subject to storage for legally established periods.

The main feature associated with the storage period of personnel documents is the length of the period during which they cannot be destroyed. For example, information related to the personnel of a company is subject to long-term storage (75 years or for the entire period of the company’s existence). Such personnel documents include employment contracts and additional agreements thereto, personal cards of employees and other documents created by the company related to the labor relationship between the employee and the employer.

The shelf life of cases generated in the personnel service is influenced by many factors. For example, due to the different degrees of importance of the vacation schedule and staffing schedule, the storage periods for these documents differ by 5 times (1 year and 5 years, respectively).

We will consider in more detail the features of the retention periods for personnel documentation in the following sections.

Shelf life table

The cabinet with personnel documentation consisted of several compartments. Accountant Savina N.P. began sorting through papers from the first compartment. The results of her work are presented in the table.

From the contents of the last column of the table it follows that part of the personnel documentation needs to be restored, since its storage period has not yet expired. And other papers simply take up space because their standard storage period has expired. We will talk about the consequences of analyzing personnel documentation in the next section.

Archiving employment contracts of dismissed workers

InfoQuestion Hello, how to archive employment contracts with employees? At the end of the year, file a volume of employment contracts and additional agreements only for dismissed employees? Or all contracts and additional agreements to them concluded in the past calendar year? The same question concerns the written consent of employees to the processing of personal data. Thank you. Answer An employment contract is the main document regulating the labor relations between the employee and the employer, who are parties to the employment contract. The legislation does not establish a specific procedure for storing employment contracts, however, in practice, most often employment contracts are stored in the employee’s personal file. At the same time, keep the personal files of only working employees in the HR department. Transfer the files of resigned employees to the archives for storage. Options for separately forming employment contracts are also possible.

The way you store agreements does not play a big role. The main thing is to keep order in the archive and observe the retention period of employee employment contracts, so that the head of the organization does not face administrative or even criminal penalties for violating the rules. Storage period of employee employment contracts In order to determine the storage period of the contract, it is necessary to indicate the type of document and its storage method. There are 3 types of documents:

Short-term (papers are stored for less than 10 years)
Long-term (papers are in the archive for more than 10 years)
For permanent storage. Destruction of such files is not provided.

Determine the storage period by document type:

Core contracts, as well as documents that are directly related to the activities of the organization. They are stored in archives for no longer than 5 years.
Business contracts.

At the same time, the legislation does not establish a specific procedure for storing employee consent to the processing of personal data. Therefore, in this case, the order will depend on how consent is formed in your organization. Because the storage period for consents coincides with the storage period for personal files, then in this case two options are also possible (i.e., consents are stored in the employee’s personal file or consents are stored in a separate folder). Thus, if consents are stored in the personal files of employees, then transfer the files of resigned employees to the archive for storage. If consents are stored in separate folders, then in this case, it is advisable to transfer them for archival storage only after the employee’s dismissal from a particular organization.

Rules approved by the decision of the Rosarkhiv board of February 6, 2002). Keep the personal files of employees for 75 years, keep the personal files of managers, members of the governing, executive, control bodies of the organization, employees with state and other titles and awards - permanently (Article 656 of the list approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 ). How to archive employment contracts with employees?

Important Topics:
HR records management
Document storage

Question: How to correctly stitch together employment contracts of dismissed employees for archiving? I know how to sew orders for personnel and do it every year, but I don’t know how to do employment contracts.

I have two options: - stitch it together with orders for personnel; — staple employment contracts into a separate folder. Sew personal documents with four pins into a hard cardboard cover (binder) or bind them in such a way that you can read the text of all documents, including dates, visas and resolutions. Before filing (binding), remove staples from all documents. This procedure follows from the paragraph of the Rules approved by the decision of the Rosarkhiv board of February 6, 2002. At the beginning of the case, file the forms for the internal inventory of the case documents, and at the end - the forms of sheets-certifiers of the case (clause of the Rules, approved by the decision of the Rosarkhiv board of February 6 2002). Keep the personal files of employees for 75 years, keep the personal files of managers, members of the governing, executive, control bodies of the organization, employees with state and other titles and awards - permanently (Article 656 of the list approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 ).

Where to store employment contracts

Personal files, employment contracts and other documents must be archived. For this purpose, separate folders are created where cases are filed. If there are many employees at the enterprise and there is a high turnover of personnel, then a separate folder is created for each year in which all documents are filed in alphabetical order of the names of those dismissed.

If there are few employees, then one such folder is created for several years, in which the years are separated from each other by a separator sheet. In any case, the folder must contain an inventory, year, and employment contracts.

There are also two approaches to dating: according to the legislation of the Russian Federation, the personnel department can independently make decisions regarding the date of filing of files - in the year of admission or in the year of dismissal of the employee. It is considered good form to keep archived folders indicating the year the employee left.

We suggest you read: How to indicate the reason for terminating a lease agreement

The employee, before receiving his copy, must write on it manually - “One copy of the employment contract dated 00.00.0000 No. 00 received.” Under the inscription put your signature and surname with initials.

Also, upon receipt, the employee must be endorsed in the “Registration of Employment Contracts” journal, if there is one at the enterprise (such a journal is not mandatory according to the legislation of the Russian Federation).

Keep personal files of current employees only in the HR department. Transfer the files of resigned employees to the archives for storage. Sew personal documents with four pins into a hard cardboard cover (binder) or bind them in such a way that you can read the text of all documents, including dates, visas and resolutions.

The copy of the employment contract that remains with the employer is usually filed in a personal file (for civil servants), which is stored in accordance with Art. 656 of the List of standard administrative archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods, indicating storage periods of 75 years with subsequent delivery to the archive. If the personal files of employees are not maintained, then the employees’ employment contracts are formed into a separate file.

Working with archives

Representatives of public or private structures are obliged to preserve information about former employees for a regulated period (up to 75 years). To gain access to personal files, individuals or legal entities must submit a corresponding request to the archive and clarify the purpose of obtaining them.

Depending on the situation and storage period, you need to contact either the archival service or the personnel department of the company where the person about whom you need to obtain data for one purpose or another worked. They are often requested to receive compensation, benefits, social or pension benefits. When the document has been used for its intended purpose, it will need to be returned to the archive.

It is possible to provide archival information upon request in electronic form. Sometimes such data (especially those stored for 20 years or longer) can be found in special departments of libraries, archives of government agencies or scientific organizations. In many ways, it all depends on the specific field in which the person worked.

There can be a large number of reasons why the personal file of an employee who worked at the company many years ago may be useful. Therefore, personnel officers must comply with the law and keep records of document storage in accordance with the specified period.

Employment contract: types, procedure and retention periods

Each employee hired for a vacant position must enter into an employment contract that will regulate the relationship between the parties. It contains information such as:

information about the organization and employee;
position held;
place and nature of work;
working hours and rest schedule;
rights and obligations of the parties;
salary amount,
the period of labor relations and other provisions provided for by the legislation of the Russian Federation.

On the territory of Russia, labor relations are regulated by the norms of the Labor Code of the Russian Federation of December 30, 2001 No. 197-FZ. The law establishes that the contract is concluded in writing in two copies for each of the parties, one. In the HR department, a personal file is created for each employee, where the signed employment document is filed.

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Employment contracts can be concluded for an indefinite period (indefinite) and a certain period (fixed-term).

Where should a copy of the employment contract that remains with the employer be kept?

An employment contract is the main document regulating the labor relations between the employee and the employer, who are parties to the employment contract.

The legislation does not establish a specific procedure for storing employment contracts, however, in practice, most often employment contracts are stored in the employee’s personal file. At the same time, keep the personal files of only working employees in the HR department. Transfer the files of resigned employees to the archives for storage.

Keep the personal files of employees for 75 years, and keep the personal files of managers, members of the governing, executive, and control bodies of the organization, employees with state and other titles and awards, forever.

“There is not a word about the registration of employment contracts in the Labor Code,” some inexperienced office workers may object, and they will be only partly right. Irina Murnina, an office management consultant, author and seminar leader, shares her practical experience.

The Labor Code of the Russian Federation describes in great detail the content, terms, procedure for concluding many other aspects of the employment contract, the most important document for the relationship between the employee and the employer.

Employment contracts are drawn up, registered and stored by the organization's personnel service.

Where the staffing level is small (in practice, no more than 100 people), personnel work, as a rule, is assigned to the chief accountant or the manager's secretary.

The assignment of responsibilities for conducting personnel work must be formalized by order of the manager. Accordingly, employment contracts are maintained and stored either by the organization’s personnel officers or by officials authorized to conduct personnel work.

The date of the employment contract is indicated at the beginning, below the name of the document - the employment contract. Pay special attention to this date. In accordance with Art. 68 of the Labor Code of the Russian Federation, an order (instruction) on hiring is announced to the employee against signature within three days from the date of signing the employment contract.

The optimal option is when the employment contract and employment order are drawn up on the employee’s first working day. The agreement is drawn up, dated, signatures and the seal of the organization - on the spot, it would seem, it can be handed over to the employee (Article 67).

But it’s too early to issue it, because after registration the employment contract must be entered into the registration form.

“There is not a word about the registration of employment contracts in the Labor Code,” some inexperienced office workers may object to me, and they will be only partly right, because the Labor Code is a federal law that should not and cannot prescribe obvious facts in detail.

What about the numbering?

Registration of a document records the fact of its creation or receipt by the organization. Let’s say the contract was drawn up, signed, the date was set, but the number was not. That is, the document was created, but this fact was partially recorded. Either they forgot or didn’t want to: “Why do we need extra bureaucracy?”

Well, then in court the problem may arise of proving the authenticity of such an agreement, its execution in the manner prescribed by law and within the time limits established by law.

And the law says absolutely clearly: “In writing no later than three working days from the date of the employee’s actual admission to work” (Article 67 of the Labor Code of the Russian Federation). And the one who violated this law will be guilty.

Employment contract

If registration is carried out on paper, then such a journal must have numbered pages, stitched, laced and certified by the signature of the head and the seal of the organization.

For electronic registration, it is necessary to provide for the inability to move numbers, although moving the numbers of employment contracts seems to be unrealistic. After all, one copy is kept by the employee.

And taking into account those who have already quit... But in practice, everything is possible with us, so it’s better to play it safe.

The form of the journal is arbitrary, but all the necessary data is entered into it, allowing you to quickly find the document.

The journal of registration of employment contracts, for example, may contain the following chapters:

Date and number of the employment contract Full name an employee with whom an employment contract has been concluded.
Position, place of work, contact phone number.
Type of work (main, part-time).
Duration of the employment contract.*
Availability of a probationary period (start and end date).
Date and number of the employment order.
Dates and numbers of amendments to the employment contract.
The number of the case in which the employment contract is filed.

* Indicate fixed-term or for an indefinite period, indicate the start date of work, for fixed-term employment contracts - also the end date.

We invite you to familiarize yourself with: Types of contracts in civil law: table, what is a purchase and sale agreement, parties || The parties to the contract are

If necessary, you can supplement this table with other columns or exclude positions that are unnecessary, from the point of view of a specialist.

The contract number can be a regular serial number according to the order of registration, or it can be supplemented with a digital or letter designation of the structural unit to which the employee was hired, and other additional codes that allow for prompt and high-quality search and information and reference work with employment contracts.

The employment contract is drawn up, executed and signed by both parties in two copies. For certain categories of employees, it may be possible to draw up an employment contract in a larger number of copies (Article 67 of the Labor Code of the Russian Federation).

The signature of the employer's representative is affixed with the seal of the organization (for employers - legal entities), and for the employee, the full passport data is indicated.

One copy of the registered employment contract is handed over to the employee against a signature on another copy, which will be kept by the employer (See the above article of the Labor Code).

Moreover, the employee personally and by hand makes a note on the original contract: “One copy of the employment contract dated 00.00.

The employee may also sign for receipt of a copy of the employment contract in the appropriate column of the Employment Contracts Register. This is completely optional, is not regulated by law, and the absence of a signature in the journal (unlike the original employment contract) is not a violation.

In practice, quite often an employment contract is drawn up in one copy, which is kept by the employer. At best, the employee is given a certified copy or simply (without certification) a photocopy of the employment contract.

We remind you that a photocopy is not a document, and such “innovations” in order to save time and/or hide direct information from the employee about his work in a given organization are a clear violation of the law, in particular, the already mentioned Article 67 of the Labor Code.

You shouldn’t expect that you can somehow “get away with it.” The case may not go to court, but the next inspection will reveal this violation, will definitely punish you and will force you to comply with the violated rule of law within a month. So “saving time and paper” at the current stage may backfire in the future.

Important! The written form of concluding an employment contract, drawing it up in two copies and then handing over one copy to the employee is mandatory, both for the main job and for part-time work.

The copy of the employment contract that remains with the employer is usually filed in a personal file (for civil servants), which is stored in accordance with Art.

656 of the List of standard administrative archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods, indicating storage periods of 75 years with subsequent delivery to the archive.

If the personal files of employees are not maintained, then the employees’ employment contracts are formed into a separate file.

Currently, the community of record managers and archivists is discussing the feasibility of reducing the storage period of personnel documents to 50 years. But even with this approach, the shelf life of employment contracts remains very significant, i.e.

These documents serve as an evidence base if problems arise not only during the period of work for a particular employer or immediately after dismissal, but during the period of calculating an old-age pension, in case of incorrect filling out, or loss of the work book.

With the help of employment contracts, they confirm periods of work, the presence of harmful and (or) dangerous working conditions and many other factors affecting the size of the pension, which for all of us, like winter for public utilities, will come completely unexpectedly, but inevitably.

I.V. Murnina

office management consultant, author and seminar presenter

information about the organization and employee;
position held;
place and nature of work;
working hours and rest schedule;
rights and obligations of the parties;
salary amount,
the period of labor relations and other provisions provided for by the legislation of the Russian Federation.

On the territory of Russia, labor relations are regulated by the norms of the Labor Code of the Russian Federation of December 30, 2001 No. 197-FZ.

The law establishes that the contract is concluded in writing in two copies for each of the parties, one.

In the HR department, a personal file is created for each employee, where the signed employment document is filed.

This article talks about typical ways to resolve the issue, but each case is unique. If you want to find out how to solve your particular problem, call:

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It is filled out during the entire time a person works in the organization, and is started after the order of appointment to the position is issued.

Saving data

All files of dismissed employees must be stored for the period that is regulated for a particular document. Dismissal orders, employment contracts, vacation applications, etc. are stored separately. Papers must be filed in chronological order. If there is no archive in the company’s office, they should be placed in a special fireproof cabinet. It must be remembered that storing employment contracts and personal files of working and dismissed employees in one place is not allowed.

As for the periods of storage of personal files of employees after dismissal, these rules were approved by the Board of Rosarkhiv. They do not apply to documents related to former employees and must be disposed of within 10 years or less.

By law, the storage period for contracts and other papers is 75 years. This list includes:

personal cards of people fired in 2003 or earlier;
travel affairs of employees working outside the country;
information about income, property and liabilities of employees;
rehabilitation data;
original copies of personal documents of dismissed employees - work books, certificates of qualification, certificates, certificates, etc. They should be stored during this period until required;
acts of acceptance and transfer of personal files during transfer (only for employees of government agencies);
papers about the subject of personal data (notification and consent to the processing of personal information).

Other documents in the archive should not be preserved for so long. In particular, the personal cards of those dismissed after the beginning of 2003 are in it for no more than 50 years. The following are stored for five years:

resumes and autobiographies of those fired;
characteristics;
official and memos;
travel certificates;
copies of orders and extracts from them;
statements.

If a person was never hired, then all documentation about him is stored in the archive for one to three years. HR or accounting representatives must strictly adhere to these rules as required by law.

Retention periods for employment contracts after dismissal of employees

Sometimes, when the management of an organization needs to resolve certain issues of a certain date, they need to retrieve archives with data from former employees. Moreover, the latter could have quit 10, 20 or more years ago. In addition, the agreements themselves may be needed after a long time. In this regard, the question arises, what is the storage period for employment contracts of dismissed employees and other documents.

The procedure for forming labor relations with an employee is regulated by the Labor Code of the Russian Federation. It contains such a concept as personal data, which contains all the information about a person that his employer needs when applying for a job. The rules for their storage and use are established by the employer.

As for the formation of a personal file for each employee, the organization decides independently whether to open them for each individual or only for representatives of the management team. It is filled out during the entire time a person works in the organization, and is started after the order of appointment to the position is issued.

inventory (added as received);
questionnaire;
personal sheet;
autobiography or resume;
copies of certificates of education and employee’s passport;
in case of changes in personal data - certificates and documents that confirm this;
orders on appointments, transfers, business trips, vacations, etc.;
employment contract;
certification and other data.

If any document is removed from a personal file or the originals are replaced with copies, this must be reflected in the inventory. When the case is closed, a resignation letter and a copy of the order are filed, then it is transferred to the archive for storage.

The employment contract is included in the employee’s personal card. In contrast to the case, it is brought against all persons, without exception, who get a permanent or temporary job. Its form is regulated by the State Statistics Committee of the Russian Federation.

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It is filled out based on the following documents:

employment history;
passport;
certificate of pension insurance;
for the military - military registration papers;
educational documents.

Sometimes, depending on the specifics of the company’s work, other documents may be required in accordance with the law, in particular, an employment contract, if one has been concluded. The card also includes several sections.

For example, the section devoted to admission and transfer to another job should contain references to the numbers of the relevant orders and dates, since they will be used to confirm work experience. In addition to this, it includes other data. Among them:

Foreign language skills;
all types of vacations used by the employee during his working life;
additional information, etc.

If we are talking about government positions, then a card of the appropriate form is used, but it has the same content. There are differences for cards open to workers in the fields of science, education and other activities.

The card is filled out manually by the HR manager. Entries should not contain abbreviations and should be as readable as possible. It is created in a single copy for each employee and stored in a safe in a separate file cabinet.

After the employee is dismissed, the card is removed from regular use of personnel documents, compiled into a separate folder, and then transferred to the archive.

Saving data

All files of dismissed employees must be stored for the period that is regulated for a particular document. Dismissal orders, employment contracts, vacation applications, etc. are stored separately. Papers must be filed in chronological order. If there is no archive in the company’s office, they should be placed in a special fireproof cabinet. It must be remembered that storing employment contracts and personal files of working and dismissed employees in one place is not allowed.

By law, the storage period for contracts and other papers is 75 years. This list includes:

personal cards of people fired in 2003 or earlier;
travel affairs of employees working outside the country;
information about income, property and liabilities of employees;
rehabilitation data;
original copies of personal documents of dismissed employees - work books, certificates of qualification, certificates, certificates, etc. They should be stored during this period until required;
acts of acceptance and transfer of personal files during transfer (only for employees of government agencies);
papers about the subject of personal data (notification and consent to the processing of personal information).

resumes and autobiographies of those fired;
characteristics;
official and memos;
travel certificates;
copies of orders and extracts from them;
statements.

If a person was never hired, then all documentation about him is stored in the archive for one to three years. HR or accounting representatives must strictly adhere to these rules as required by law.

A logical question in a situation with the length of storage of employment contracts or employee work files is why they may be needed 20 or 30 years after the person stopped working for the company.

The fact is that the reasons why they may be required are completely different. In particular, this data must be provided in the event of requests from competent authorities, for example, courts, other representatives of law enforcement services or other government agencies.

This may be necessary during legal proceedings, when it is required to know for sure whether a particular person worked at a certain period in a specified company. Moreover, the statute of limitations for cases can be completely different.

Another case is tax proceedings. Sometimes it becomes necessary to certify that the employee represented the interests of the company. Sometimes former employees themselves need to confirm such data, and the goals may be different. This is protection before law enforcement agencies, confirmation of receipt of funds within a certain period, etc.

Decades later, descendants may need information when accepting an inheritance (and not only). It is impossible to collect all the cases in which contracts may be required in a list, since there are a lot of them.

Although the law requires that employment contracts, books or personal records of dismissed employees be kept for 75 years, in practice this is not always possible. The first reason is that not all organizations or government agencies operate during such a period.

Working with archives

Document retention periods

When putting your organization’s personnel records in order, be very careful when destroying personnel documents. According to paragraph 1 of Article 17 of the Federal Law No. 125-FZ “On Archival Affairs in the Russian Federation”, “organizations and citizens engaged in entrepreneurial activities without forming a legal entity are obliged to ensure the safety of archival documents, including documents on personnel, within the deadlines their storage” established by law.

The storage periods for documents are defined in the List of standard management documents accompanying the activities of organizations indicating storage periods, approved by the Federal Archive (hereinafter referred to as the List). The list is intended for use as the main regulatory document when determining storage periods and selecting standard management documents for storage and destruction, that is, common to all or most organizations (including non-governmental ones). The storage periods for personnel documents are presented in the table on p. 89.

Section 8.1 of the List provides storage periods for documents related to the hiring, transfer and dismissal of employees. Thus, employment contracts, orders for admission, transfer, dismissal, personal cards of form No. T-2, personal accounts of employees, personal files and registration forms for these documents have a shelf life of 75 years. Unclaimed work books, a book of records of work books and inserts for them are stored for 50 years. The storage periods for documents on personnel are established by the List of standard management documents accompanying the activities of organizations, indicating the storage periods. All specified documents must be submitted to the archives. The personal files of dismissed employees are transferred to archival storage for 75 years. The personal files of the company's managers are kept permanently.

Temporary storage periods are applied by all organizations without exception, and permanent ones are applied by those state and municipal institutions whose documents are received for storage in the relevant archives, as well as non-governmental organizations with which agreements have been concluded, that is, sources of archive acquisition.

Retention periods for personnel documents

Determine the storage period by document type:

Core contracts, as well as documents that are directly related to the activities of the organization. They are stored in archives for no longer than 5 years.
Business contracts. The shelf life is the same as in the first case.
Employment contracts. The shelf life of employment contracts for employees created before 2003 is 75 years. Documents dated after 2003 are stored for up to 50 years. In the event of liquidation or bankruptcy of an enterprise, employee files are transferred to the municipal archive in processed form.

Contact the professionals

If you would like to establish the exact storage period for employee employment contracts at your company, our representative can help you with this. The archivist will quickly put things in order in the document flow and deal with all the papers (including those whose shelf life is controversial or unknown due to the loss of the relevant organization regulations).

Labor relations, as well as the procedure for their registration, are regulated by the Labor Code. Article 85 of this document contains

collection of the employee’s personal data. This is information about a specific employee that is necessary for the employer in connection with the formation of an employment relationship with him.

The organization's processing of personal data of employees involves the receipt, storage, combination, transfer or any other use of personal data. According to Part 2 of Article 87 of the Labor Code, the procedure for storing and using personal data of employees is established by the employer, if it is not regulated by law.

The organization has the right to decide on its own whether it is necessary to open personal files for employees. They can be created for all employees of the company or for certain categories (for example, for management). It is necessary to draw up personal files in accordance with the current rules of record keeping.

According to the paragraph of the Basic Rules for the Operation of Archives of Organizations (approved by the decision of the Board of the Federal Archives of Russia) “personal matters. are formed during the entire period of work of this person in the organization.”

A personal file is opened after the issuance of an order on appointment to a position. All documents in the personal file are filed in chronological order as they are received. They are stored in the company safe and issued for personal use only to a certain category of employees who have access to personnel information. Changes to personal files are made by personnel department employees. If the organization does not have such a position - accountant.

The list of documents that are attached to the personal file can be found in paragraph 5 of Decree of the President of the Russian Federation No. 640 “On the procedure for maintaining personal files of persons holding public positions in the Russian Federation in the order of appointment and public positions.” Despite the fact that this document regulates the management of personal files of civil servants, this list can also be used by other companies. As a rule, a personal file includes:

— copies of education documents (including all qualification certificates), identity cards;

— certificates and other documents confirming changes in the employee’s personal data (copies of marriage certificate, Taxpayer Identification Number, insurance certificate, children’s birth certificate);

The internal inventory lists all the documents that are filed in the personal file. The removal of documents from a personal file and the replacement of originals with copies are reflected in the internal inventory in the “Note” column. During the employee’s work in the company, every document in the personal file is taken into account in the internal inventory. Also, HR department employees keep a record of additional information about the employee and place it at the beginning of the case along with a personal personnel record sheet. When closing a personal file, the employee’s statement of resignation at his own request or other documents that serve as the basis for dismissal, and a copy of the order are filed with it. The internal inventory is signed by the compiler, indicating the position, the transcript of the signature and the date of compilation.

Employee personal card

The main document for registering the personnel of an enterprise is a personal card (unified form No. T-2). which is established for each employee hired for permanent and temporary work. The form was approved by Decree of the State Statistics Committee of Russia dated No. 1.

A personal card is filled out for employees hired in accordance with the order (form No. T-1 or T-1a). as well as on the basis of documents presented by the employee in accordance with Article 65 of the Labor Code of the Russian Federation. This:

— passport or other identification document;

— insurance certificate of state pension insurance;

— military registration documents (for those liable for military service);

- a document on education, qualifications or special knowledge, as well as additional information provided by the employee about himself.

In some cases, taking into account the specifics of the work, in accordance with the current legislation of the Russian Federation, it may be necessary to present additional documents.

The section “Hiring, transfers to another job” should contain references to the dates and numbers of orders on the appointment, transfer or dismissal of employees. This information must be entered as accurately as possible, since it serves as the basis for confirming the employee’s work experience. At the end of each section of this record (in column 6) there must be an employee’s signature.

An employee’s continuous length of service is calculated on the basis of a work record book in accordance with the Rules for calculating the continuous work experience of workers and employees when assigning state social insurance benefits, approved by Resolution of the USSR Council of Ministers No. 252.

Work experience (general, continuous, giving the right to a bonus for length of service, other benefits established in the organization) is calculated on the basis of entries in the work book or other documents confirming the relevant length of service.

When information about an employee changes, data is entered into his personal card, which is certified by the signature of a personnel service employee.

The main documents on the basis of which section II “Information on military registration” is filled out are (see below for a sample of filling out the section):

- military ID (or temporary certificate issued in place of a military ID) - for citizens in reserve;