What changed
The mandatory storage periods for personnel documents in an organization in 2021 are regulated by clause 8 “Staffing” of Section II of the mentioned order of the Federal Archive. It includes the following groups of documents:
- clause 8.1 – hiring, transfer to another job (relocation), dismissal of employees, personnel records;
- clause 8.2 – anti-corruption;
- clause 8.3 – certification, advanced training and professional retraining of employees, independent assessment of qualifications;
- clause 8.4 – rewarding.
These are the HR documents for which has been increased from 2021. For example:
- vacation schedule – 3 years, not a year;
- books, magazines, accounting cards, vacation databases - 5 years instead of three.
But for which documents has been reduced since 2021:
- documents on disciplinary sanctions - 3 years instead of five years;
- applications regarding the need for foreigners – 1 year instead of five years;
- documents on the status and measures to improve working conditions and labor protection – 5 years, not permanently;
- books, log books, databases of industrial accidents, accident records - 45 years, and not constantly.
For a number of documents, the retention period depends on when the paperwork for them is completed:
- if before 01/01/2003, then they must be stored for 75 years;
- if after - 50 years.
Usually these are employment contracts, documents on hiring, transfer, dismissal, personal cards of employees. Now such documents are kept for 75 years.
But for which documents a special storage period was established (there was none before):
- notifications, warnings to employees - 3 years;
- applications for the issuance of work-related documents and their copies – 1 year;
- magazines, books of record of labor safety briefing (introductory and on-the-job) – 45 years.
Further, the entire main range of personnel documents with the corresponding storage periods is presented in the tables. Let us explain that the storage period means that the document, after the expiration of the established storage period, can be taken for permanent storage.
The storage period for documents in the organization is 2020-2021.
According to Art. Law “On Archival Affairs” No. 125-FZ of October 22, 2004, the safety of archival documents must be ensured within the time limits established by laws and other regulations, as well as lists of standard documents approved by Rosarkhiv and various federal departments.
Order of the Federal Archive No. 236 dated December 20, 2019 introduced new retention periods for most management, personnel, accounting, tax and other documents from February 18, 2020. The previously valid Order of the Ministry of Culture No. 558 dated August 25, 2010 has lost force and is no longer applicable. Also, some storage periods for documentation are established by the Tax Code of the Russian Federation, the Accounting Law No. 402 of December 6, 2011, and other regulatory documents.
The new periods for storing documents in the archive apply regardless of the legal form of the company, and they also apply to individual entrepreneurs. Subjects can ensure the safety of documentation on their own, or with the help of a specialized archival organization, which is especially important for large volumes of documents.
We present the current storage periods for a number of basic documents generated in the course of enterprise activities.
Documents on admission, transfer (relocation), dismissal, personnel records
| DOCUMENT TYPE | STORAGE LIFE | NOTE |
| Register of positions in the federal state civil service | Constantly (1) | (1) The composition of information and documents contained in registers is determined by laws and other regulatory legal acts of the Russian Federation. Stored in the organization performing the function of maintaining registers, transferred for permanent storage after completion of maintenance |
| Register of positions in the state civil service of a constituent entity of the Russian Federation | Constantly (1) | (1) The composition of information and documents contained in registers is determined by the laws and regulations of the Russian Federation. Stored in the organization performing the function of maintaining registers, transferred for permanent storage after completion of maintenance |
| Registers of federal civil servants, civil servants of the constituent entities of the Russian Federation and municipal employees | Constantly (1) | (1) The composition of information and documents contained in registers is determined by the laws and regulations of the Russian Federation. Stored in the organization performing the function of maintaining registers, transferred for permanent storage after completion of maintenance |
| Orders, instructions for personnel; documents (memos, certificates, statements) to them: | (1) On vacations and business trips of employees with harmful and (or) dangerous working conditions - 50/75 years | |
| a) on admission, transfer, relocation, rotation, combination, part-time work, dismissal, remuneration, certification, advanced training, assignment of class ranks, ranks, titles, promotions, awards, changes in biographical data, parental leave, leaves without pay; | 50/75 years EPC | |
| b) on annual paid vacations, vacations in connection with training, duties not related to the main (core) activity; | 5 years (1) | |
| c) about official checks; | 5 years | |
| d) on sending employees on a business trip; | 5 years (1) | |
| e) about disciplinary sanctions | 3 years | |
| Employment contracts, service contracts, agreements on their amendment, termination | 50/75 years EPC | – |
| Notices, warnings, employee(s) by employer | 3 years | – |
| Documents of the competition commissions for filling vacant positions and inclusion in the personnel reserve: | – | |
| a) decisions of competition commissions based on the results of the competition for filling vacant positions; | 15 years | |
| b) minutes of meetings of competition commissions based on the results of the competition for inclusion in the personnel reserve; | 5 years | |
| c) competitive ballots | 5 years | |
| Documents (applications, questionnaires, certificates, copies of identity documents, copies of documents on employment, qualifications, education): | – | |
| a) applicants for a vacant position who were not allowed to participate in the competition and did not pass the competitive selection; | 3 years | |
| b) persons not hired | 1 year | |
| Documents (lists, presentations, characteristics, questionnaires, resumes) on the formation of the organization’s personnel reserve | 5 years | – |
| Documents (regulations, instructions) on the processing of personal data: | (1) After replacing with new ones | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | 3 years (1) | |
| Consent to the processing of personal data | 3 years (1) | (1) After the expiration of the consent or its revocation, unless otherwise provided by federal law or agreement |
| Standard job regulations (instructions), job profile | 3 years (1) | (1) After replacing with new ones |
| Job regulations (instructions) for employees | 50/75 years | – |
| Personal cards of employees, including state and municipal employees | 50/75 years EPC | – |
| Personal files of managers and employees of organizations (1) | 50/75 years EPC | (1) The types of documents included in the personal files of state and municipal employees are determined by the legislation of the Russian Federation, other employees - by local regulations of the organization |
| Acts of acceptance and transfer of personal files of state and municipal employees when transferring state (municipal) employees to a state (municipal) service position in another state body (local government body) | 50 years | – |
| Characteristics, certificates of objective information about employees | 5 years | – |
| Interview sheets, driver internship sheets | 5 years | – |
| Original personal documents (work book, diplomas, certificates, certificates) | Poste restante (1) | (1) Unclaimed by employees – 50/75 years |
| Information about the employee’s work activity and length of service | 50/75 years | – |
| Applications from employees for the issuance of work-related documents and their copies | 1 year | – |
| Employees' reports on business trips | 5 years EPC | – |
| Vacation schedules | 3 years | – |
| Documents (characteristics, memos, certificates, correspondence) related to the application of disciplinary sanctions | 3 years | – |
| Correspondence regarding hiring, transfer to another job (relocation), dismissal of employees | 3 years | – |
| Documents (certificates, characteristics, representations, correspondence) for appointment to positions, conclusion of service contracts with state and municipal employees | 5 years | – |
| Documents (plans, lists of positions, lists, reports, information, correspondence) on maintaining military records and booking citizens in reserve | 5 years | – |
| Documents (cards, receipts, sheets, summonses) for maintaining military records and booking citizens in reserve | 5 years (1) | (1) After deregistration |
| Logs of inspections of military registration and reservation of citizens in reserve | 5 years | – |
| Codes of professional ethics: | – | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | Before replacing with new ones | |
| Reports on compliance with codes of professional ethics; explanatory notes to them | 1 year | – |
| Lists: | – | |
| a) members of the governing and executive bodies of the organization; | Constantly | |
| b) veterans and participants of the Great Patriotic War and other military operations; | Constantly | |
| c) awarded with state and other awards, awarded state and other titles, prizes; | Constantly | |
| d) employees who have passed certification; | 5 years | |
| e) candidates for promotion to office; | Before replacing with new ones | |
| f) combining work with education; | 5 years | |
| g) retired or resigned employees; | 5 years | |
| h) persons traveling abroad | 5 years | |
| Books, magazines, accounting cards, databases: | – | |
| a) hiring, transfer to another job (relocation), dismissal of employees; | 50/75 years | |
| b) personal files, personal cards, employment contracts (service contracts); | 50/75 years | |
| c) accounting for the movement of work books and inserts in them; | 50/75 years | |
| d) forms of work books and inserts in it; | 5 years | |
| e) issuing certificates of salary, length of service, place of work; | 5 years | |
| f) persons subject to military registration; | 5 years | |
| g) vacations; | 5 years | |
| h) arrival and departure of employees, local business trips; | 1 year | |
| i) registration of arrival and departure of employees and members of their families sent to foreign missions and institutions of the Russian Federation, international organizations; | 50/75 years | |
| j) issuing official foreign passports | 5 years |
Anti-corruption documents
| DOCUMENT TYPE | STORAGE LIFE | NOTE |
| Anti-corruption plans | Constantly | – |
| Local regulatory legal acts (procedures, lists of positions, provisions) on combating corruption | Constantly | – |
| Methodological documents (recommendations, memos, explanations) on combating corruption | 3 years (1) | (1) After replacing with new ones |
| Certificates of income, expenses, property and property-related obligations | 50/75 years | – |
| Documents (acts, conclusions, objections, explanations) of inspections of compliance by state and municipal employees with the provisions of the legislation of the Russian Federation on anti-corruption | 5 years | – |
| Documents (statements, reports, official, explanatory notes, conclusions) of the commission on compliance with the requirements for official conduct of state and municipal employees, resolution of conflicts of interest | 5 years | – |
| Documents (official, explanatory notes, conclusions, protocols, statements) on the facts of treatment in order to induce state and municipal employees to commit corruption offenses | 5 years | – |
| Documents (acts, certificates, memos) related to the application of penalties for corruption offenses committed by state and municipal employees | 5 years | – |
| Notifications to the employer by employees: | – | |
| a) about the intention to perform other paid work as state civil and municipal employees; | 5 years | |
| b) on receiving gifts in connection with protocol events, business trips and other official events, participation in which is related to the performance of their official duties; | 5 years | |
| c) about facts of appeal for the purpose of inducing state and municipal employees to commit corruption offences; | 5 years | |
| d) about the emergence of personal interest in the performance of official duties, which leads or may lead to a conflict of interest | 5 years | |
| Logs, registration databases: | – | |
| a) notifications of facts of treatment for the purpose of inducing state and municipal employees to commit corruption offences; | 5 years | |
| b) notifications of intention to perform other paid work as state and municipal employees; | 5 years | |
| c) internal inspections of state and municipal employees; | 5 years | |
| d) notifications about the emergence of personal interest in the performance of official duties, which leads or may lead to a conflict of interest; | 5 years | |
| e) notifications of receipt of gifts in connection with protocol business trips and other official events, participation in which is related to the performance of official duties; | 5 years | |
| f) protocols of the commission on compliance with the requirements for official conduct of state and municipal employees, resolution of conflicts of interest; | 5 years | |
| g) appeals from citizens and organizations received via the hotline on anti-corruption issues | 5 years | |
| Correspondence on anti-corruption issues | 5 years | – |
New fines for violating documentation storage rules
From October 26, 2021, amendments to Art. 13.20 Code of Administrative Offenses of the Russian Federation. Law No. 341-FZ of October 15, 2020 significantly tightened the punishment for violating the rules of storage, as well as recording, compiling and using archival documents. Now, violators of the document retention period in 2021, the tables of which are given above, face the following fines:
- for citizens 1 – 3 thousand rubles. (or warning);
- for officials – 3 – 5 thousand rubles;
- for an organization – 5 – 10 thousand rubles.
Let us recall that before amendments were made to the Code of Administrative Offenses of the Russian Federation, fines ranged from 100 to 300 rubles. for citizens and 300 - 500 rubles. for officials and for legal entities no sanction was provided at all.
Documents on certification, advanced training and retraining, independent assessment of qualifications
| DOCUMENT TYPE | STORAGE LIFE | NOTE |
| Qualification requirements, professional standards: | – | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | Before replacing with new ones | |
| Typical additional professional programs: | – | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | Before replacing with new ones | |
| Advanced training programs and professional retraining programs: | – | |
| a) at the place of approval; | 5 years | |
| b) in other organizations | Before replacing with new ones | |
| Curriculums, assignments | 5 years | – |
| Educational and methodological manuals for advanced training and professional retraining: | – | |
| a) at the place of development; | Constantly | |
| b) in other organizations | Until the need passes | |
| Documents (projects, reviews, conclusions) on the development of curricula, plans, manuals | 5 years | – |
| Coursework and tests for students of organizations carrying out educational activities to implement additional professional programs | 1 year | – |
| Plans for advanced training of workers and professional retraining of workers: | – | |
| a) at the place of approval; | 5 years | |
| b) in other organizations | Until the need passes | |
| Reports on the implementation of plans for advanced training and professional retraining of employees | 5 years | – |
| Documents (tests, questionnaires, questionnaires) to determine (evaluate) the professional and personal qualities of employees | 5 years | – |
| Minutes of meetings, resolutions of certification and qualification commissions; documents (protocols of counting commissions; secret ballot ballots) to them | 10 years | – |
| Statements of disagreement with decisions of certification and qualification commissions; documents (certificates, conclusions) on their consideration | 5 years | – |
| Documents (lists, statements) on certification and qualifying exams | 5 years | – |
| Documents (applications, certificates of qualifications and attachments thereto, conclusions on passing a professional exam) on passing an independent assessment of the qualifications of workers or persons applying for a certain type of labor activity | 5 years | – |
| Registers of the issuance of diplomas, certificates, certificates of professional retraining, advanced training and their duplicates | 50 years | – |
| Schedules for certification and qualifying exams | 1 year | – |
| Documents (certificates, information, memos, reports) on advanced training, professional retraining of workers, on independent assessment of qualifications | 5 years | – |
| Education agreements for training in additional professional programs, student agreements, agreements on independent qualification assessment | 5 years (1) | (1) After the expiration of the contract; after termination of obligations under the contract |
| Occupation logs of organizations carrying out educational activities to implement additional professional programs | 3 years | – |
| Logs of attendance at classes by students in organizations carrying out educational activities to implement additional professional programs | 1 year | – |
| Documents (schedules, plans, graphs) on conducting classes, consultations, final certification | 1 year | – |
| Documents (submissions, lists, characteristics, certificates) on the award of scholarships to students | 5 years | – |
| Documents (applications, programs, schedules, plans, reports, reviews, lists, characteristics) on the organization and conduct of internships and internships for students | 5 years | – |
| Lists of employees who have undergone advanced training and professional retraining, independent assessment of qualifications | 3 years | – |
| Correspondence on certification, advanced training and professional retraining of workers, on independent assessment of qualifications | 3 years | – |
Award documents
| DOCUMENT TYPE | STORAGE LIFE | NOTE |
| Documents (submissions, award certificates, petitions, testimonials, autobiographies, extracts from decisions, resolutions, protocols) on nominations for state, municipal and departmental awards, conferring honorary titles, awarding prizes: | (1) In case of a decision to refuse – 5 years (2) On nomination for departmental awards, conferment of departmental honorary titles, awarding departmental prizes – 10 years | |
| a) in awarding organizations; | Constantly (1) (2) | |
| b) in representing organizations | 5 years | |
| Protocols for the presentation (transfer) of state, municipal and departmental awards | Constantly | – |
| Logs of presentation (transfer) of state, municipal and departmental awards | 50/75 years | – |
| Documents (petitions, notifications, decisions) on acceptance (refusal to accept) honorary and special titles, awards of foreign states and organizations | Constantly | – |
| Documents (petitions, statements, certificates) for the issuance of duplicate documents for state, municipal and departmental awards to replace lost ones | 10 years | – |
| Log books for issuing duplicate documents for state, municipal and departmental awards, replacing lost ones | 10 years | – |
| Documents (submissions, petitions, characteristics, biographies, extracts from decisions, resolutions, orders) for inclusion on the Board of Honor | 10 years | – |
| Book of honor of the organization | Constantly | – |
| Correspondence about rewarding employees, conferring honorary titles, and awarding bonuses | 5 years | – |
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25.12.2019
Rules, instructions, regulations
Article 31 of the 2010 List establishes that correspondence on the application of rules, instructions, regulations, and recommendations should be kept for 5 years by the EPC.
Articles 33–35 of the 2010 List establish a single storage period - 5 years of EPC - for correspondence on the main (core) areas of activity with superiors, with subordinate (subordinate) and other organizations.
Many new types of documents appeared in section 1.2 “Organizational foundations of management.”
