Procedure and rules for storing work records in an organization

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Published: 06/20/2018

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The work record book is the only general document that contains information about a person’s work experience and places of work before 2002. In any case, it will be difficult and often impossible to recover information over a long period. In this regard, the safety of the book in an enterprise or organization (institution) is of utmost importance.

• Legal regulation of the issue
• Issuance of work books in hand

How to fill it out correctly

The rules and procedure for maintaining and storing work books and making entries in them are strictly regulated by Decree of the Ministry of Labor of Russia dated October 10, 2003 No. 69. Fill out by hand with a black, blue or purple pen; using a pencil or marker to fill out is not allowed. All words are spelled out in full; abbreviations are not allowed. The work book contains:

• information about the employee or title page: full name, date of birth, level of education, profession or specialty, date of filling out the title page;
• information about the job, which includes information about hiring, movements within the organization, part-time work, including external, if the employee provides such information, dismissal;
• information about awards.

IMPORTANT!

Since 2015, stamps are not required for limited liability companies and joint-stock companies, and therefore, on October 31, 2016, the Ministry of Labor issued Order No. 589n, which clarified the issue of affixing stamps to personnel documents. A seal is required if the organization has one and is approved by the constituent documents. If there is no seal, the papers are filled out without it.

Additional Information

The issuance of work books to employees is carried out by the employer on the basis of current legislation. For these purposes, each organization has a special magazine. It is called “Book of movement and accounting of labor books.” On the day of dismissal, the employee must receive his work record and sign in the journal.

Employers are afraid of liability for loss or damage to work records and therefore treat their storage with the utmost responsibility. That is why documents must be kept in a safe or a special metal cabinet. And always under the control of an official.

Who purchases a work book form

Personal personnel papers are strictly accountable documents and are purchased by employers. The procedure for providing employers with these forms is established by Order of the Ministry of Finance No. 117n dated December 22, 2003. It says that the only organization that has the right to produce forms is the GOZNAK association of the Ministry of Finance of the Russian Federation. Only specialized distributors approved by GOZNAK have the right to supply forms to users.

If a citizen does not have a work permit, the employer provides him with a blank form; if it is completely filled out, an insert form.

The costs of the forms are included in the company's expenses: Debit 20, 26, 44 Credit 60. Cost of the document provided to the employee:

• is compensated by depositing the appropriate amount into the organization’s cash desk;
• deducted from the employee's salary.

Storage rules

In addition to the requirements for filling out and maintaining work books, there are rules for recording and storing relevant documentation. When the employer completes the document, the paper is sent to the HR department.

The requirements are as follows:

• the appearance of data and its updating is recorded in the accounting log. Either the employer himself or the head (authorized employee) of the HR department has access to it. Information about the inserts is also recorded here;
• The storage location should be as secure as possible. Examples: a box, a tray located in an iron cabinet or a safe. The risks of burning or getting wet papers are unacceptable. Access by third parties must be excluded. Filling is encouraged;
• During a person's official work activity, it is prohibited to issue books. The employee receives them only after dismissal;
• in the event of the death of an employee, personnel officers store the document for two years separately from the rest of the work books, until relatives demand that it be handed over to them;
• if the relatives of the deceased employee did not appear, then the documentation must be preserved. The work book has been in the department for 50 years. After the expiration of the appropriate period, it is disposed of.

How to properly store a work book

Employers are required to comply with the requirements for the storage of work books established by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225. This document establishes the rules for maintaining and storing both blank forms and current personnel papers.

Special accounting books are created for storage:

Actions of the employer in case of loss of the work book

Even if the necessary conditions for storing personal documents of employees are observed, cases of loss or damage to work records are possible. Let's consider two possible situations:

• The book was lost or damaged by a HR employee (intentionally or accidentally). In such a situation, it is necessary to issue a duplicate, and this responsibility lies solely with the employer. Data on the employee’s length of service can be taken from the personal card; previous jobs are indicated in one generalized entry (clause 32 of the Labor Code Regulations).
• An emergency incident, as a result of which personnel documents were massively destroyed. In this case, the executive branch creates a special commission that establishes work experience on the basis of other documents or testimony of colleagues (clause 34 of the Labor Code Regulations).

In all cases of loss of a document due to the fault of the employer (as well as refusal to issue it or incorrect formulation of the reason for dismissal), the employee will have to pay wages for the entire period of actions to correct/restore it, and the new day of dismissal will be considered the day the work book is issued in hand.

Restore lost employee documents correctly by reading the article “Duplicate work book - sample filling”.

How to appoint someone responsible for storing work records

Clause 45 of the rules states that the employer is responsible for the safety of employee papers and establishes the obligation to assign responsibility for storage to a specific official. The responsible person is appointed by order of the organization. It does not have a legally established form, is drawn up on company letterhead and contains all the responsibilities assigned to the employee in connection with the maintenance and storage of personnel papers; the rules for filling out and storing work books stipulate that the appointed official bears administrative responsibility for non-compliance with the rules for handling employee papers.

Useful: how to draw up an order about the person responsible for work books.

What responsibility does an enterprise bear for non-compliance with the rules for storing books?

The labor inspectorate can check how workers' work books are stored. Initially, the inspector may issue an order to eliminate deficiencies. But failure to comply with the inspector’s requirements may entail the imposition of sanctions in accordance with paragraph 2 of Art. 13.25 Code of Administrative Offenses of the Russian Federation:

• for officials - from 2,500 to 5,000 rubles;
• for organization - from 200,000 to 300,000 rubles.

In a court case initiated by an employee, the company may be required to recover moral and material damages. In some cases, employer officials may incur criminal liability for an incident involving the loss or damage of a work book:

• Art. 140 of the Criminal Code of the Russian Federation for an unlawful refusal to provide a citizen with documents affecting his rights and freedoms, provides for a fine of up to 200,000 rubles. or in the amount of earnings for a period of up to 18 months or disqualification of the convicted person for a period of 2 to 5 years.
• Art. 292 of the Criminal Code of the Russian Federation provides for liability for entering knowingly false information into documents for personal gain. Punishment can be in the form of a fine of up to 80,000 rubles. or the salary of the convicted person for no more than 6 months, or correctional, forced labor, or arrest for up to 6 months, or imprisonment for up to 2 years.
• Part 2 art. 325 of the Criminal Code of the Russian Federation describes the possible punishment for the theft of a citizen’s personal document in the form of either the same financial sanctions as Art. 292 of the Criminal Code of the Russian Federation, or correctional labor, or arrest for up to 3 months.

How to properly destroy a work book

In accordance with paragraph 42 of Resolution No. 225, forms that are damaged when filled out must be disposed of. Since we are talking about a document of strict accountability, before directly destroying it, it is necessary to write it off correctly, namely: draw up an act in which you list the numbers of all the forms being destroyed, pasting the cut-out numbers into it. The act does not have a strictly established form.

The document is signed by a commission consisting of the employer’s employees: human resources department and accounting department.

After formal write-off, the papers are physically destroyed:

• hiring a specialized organization for this purpose;
• either independently in a shredder or through incineration.

Document accounting

The personnel department of each enterprise must have a journal in which the forms and work book inserts attached to them are kept. In addition, the accounting department may have its own book in which these documents are kept. It keeps records of how many labor forms were purchased, how many were issued, their numbers and series, as well as the cost.

Records relating to the work books of employees of the enterprise are kept in a book to record the movement of forms and inserts. It is maintained by personnel department employees, but if this department is not present in the organization, the responsibilities for filling it out are usually assigned to the accounting department. The following information is included here:

• employee's first and last name}
• information about the work book (number, series of form and insert)}
• position in the company}
• details of the order on the basis of which the owner of the work was hired.

The journal sheets must be laced and numbered. Then the accounting book is certified by the head of the organization, after which a wax seal is placed on the binding. If the enterprise does not have this journal or if it is compiled incorrectly, the head of the organization or its employees may be punished.

According to the law, officials who violate the rules related to journal keeping are subject to a fine of 1 thousand to 5 thousand rubles. The organization must pay a fine of 30 thousand to 50 thousand rubles. In addition, a manager who has previously been held accountable for a similar violation may be released from his position for a period of 1 to 3 years.

Is it possible to hand over technical documentation to an employee?

Entry in the work book upon dismissal during liquidation of the enterprise -. Dismissal after vacation followed by dismissal - .

Is it possible to obtain a work book by proxy? Read more here.

Some organizations require the presentation of the original TC, and not its certified copy or extract from the document. A citizen may need the work permit itself when applying for a work visa in another country, for early retirement, etc.

Formally, the original Labor Code is issued only at the time of dismissal of the employee. All responsibility for the safety of the document lies with the official. If a citizen requires a Labor Code form, he must contact the HR department with a corresponding application. The document is issued exclusively against receipt.

The citizen undertakes to return the TC within three days after completion of work with the document in a third-party organization (for example, the Pension Fund of Russia). After returning, the personnel officer draws up.

Responsible persons

Work books in an organization (enterprise) are maintained by a special department responsible for personnel work or an authorized person.

Large enterprises must have a personnel department . Several specialists in charge of personnel records are divided into areas of responsibility.

In particular:

• in sectors of nomenclature office work, where a specialist is responsible for conducting certain operations;
• by departments assigned to the responsible specialist.

In medium and small organizations with less than 100 employees , such a department may not exist. The execution of work is delegated to one of the administrative or other authorized employees:

• upon release from other types of work;
• without one.

Organizations with fewer than 30 employees may not have an exempt HR specialist. Usually, work with labor records is assigned to the secretary and clerk, and in his absence, the head of the organization assumes responsibility. Often, personnel work is carried out by accounting employees.