The storage periods for occupational safety and health documents have been radically revised. The new rules must be applied from February 21, 2021. If you destroy documents ahead of schedule, then government agencies will consider that the documents were not completed, or they will prosecute you under Article 13.20 of the Administrative Code.
| Document type | Shelf life | Basis according to the List, approved. by order of Rosarkhiv dated 12/20/2019 No. 236 |
| General documents | ||
| Collective agreements | Constantly Sent for information - until the need has passed | Item 386 |
| General, interregional, regional, sectoral (intersectoral), territorial and other agreements | Constantly | Item 385 |
| Orders , orders; documents (certificates, summaries, information, reports) to them: | Clause 19 | |
| · according to the main (core) activity | Constantly Sent for information - until the need has passed In organizations that do not complete state and municipal archives - until the liquidation of the organization | |
| on administrative and economic issues | 5 years | |
| Documents (certificates, reports, reports, correspondence) on the implementation of orders, instructions | 5 years Then the document can be selected for permanent storage based on the results of an examination of their value | Point 21 |
| Documents on the special assessment of working conditions (regulations, protocols, decisions, proposals, conclusions, report on the special assessment, cards of the special assessment of working conditions): | Paragraph 407 | |
| at the venue | 45 years In harmful and dangerous working conditions - 75 years if completed before January 1, 2003, 50 years - if after January 1, 2003 | |
| in other organizations | 5 years after certificate expiration | |
| Rules, instructions, regulations: | Clause 8 | |
| at the place of approval | Constantly | |
| in other organizations | 1 year after replacement with new ones | |
| Primary statistical data (reports) on the activities of the respondent, submitted to the subject of official statistical accounting: | Item 335 | |
| annual and more frequently, one-time | Constantly | |
| semi-annual, quarterly | 5 years, in the absence of annual ones – permanently | |
| period | 3 years, in the absence of annual, semi-annual and quarterly - permanently | |
| ten-day, weekly | 1 year | |
| Certificates of conformity of work on labor protection (safety certificates) | 5 years after the certificate expires | Item 408 |
| Correspondence on labor protection issues | 5 years | Item 430 |
Harmful working conditions
Lists of work with harmful, dangerous working conditions, during which the employment of persons under 18 years of age and women is prohibited: Point 410 at the place of approval Constantly in other organizations Until replaced by new Lists of workers in production with harmful, dangerous working conditions 75 years , if office work was completed before January 1, 2003, 50 years - if after January 1, 2003 Clause 414 Timesheets (schedules), working time logs 5 yearsIn harmful and dangerous working conditions - 75 years if completed before January 1, 2003, 50 years - if after January 1, 2003
Paragraph 402 Documents (applications, memos, certificates, information) on the transfer of employees to a shortened working day or a shortened working week 5 yearsIn harmful and dangerous working conditions - 75 years if completed before January 1, 2003, 50 years - if after January 1, 2003
Clause 392 Work permits for work in places where harmful and dangerous production factors are present; to perform particularly dangerous and harmful work 1 yearafter the closure of the work permit
In case of industrial injuries, accidents and accidents at work - 45 years
Item 415 Logbook for issuing permits for work in places where harmful and dangerous production factors are present; to perform particularly dangerous and harmful work 1 yearafter the approval orders are closed
In case of industrial injuries, accidents and accidents at work - 45 years
Item 416Main conclusions
The storage periods for occupational safety and health documents, introduced in 2021 and specified in the order of the Federal Archive, are not recommendations, but mandatory requirements. The main threat of non-compliance is not a fine, but the cancellation of the measures specified in the prematurely written off document.
I recommend not to be lazy from the beginning and keep the documentation in order, and having information about the storage periods for documentation, it is worth regularly monitoring the situation so as not to miss the next innovations and instructions.
If you have any questions, even for which there are no clear answers on the Internet, you can ask them in the comments, and we’ll sort it out. And if you need help, contact me, I will help.
Occupational safety training
Documents (programs, lists, correspondence) for training workers in labor protection 5 years Clause 421 Protocols of training results in labor protection 5 years Clause 422 Journals, accounting books: Clause 423 · briefing on labor protection (introductory and in the workplace) 45 years · preventive work on labor protection, testing knowledge on labor protection 5 years Schedules for certification, qualification exams 1 year Clause 490How long to keep training logs?
To ensure the safety of employees, employers provide mandatory training immediately upon hiring. The results are entered into a special book, which will be kept for quite a long time. The list clearly establishes the storage period for the introductory briefing on labor protection logs that the employer must comply with - 45 years (clause 423 a).
The log is kept by the employee responsible for training newcomers in safety rules. Most often, registration books are located in the personnel department (if there is no labor protection department), as well as other instructions that employees must be familiarized with.
The same amount as for the introductory briefing record book is the storage period for the briefing log at the workplace at the moment (clause 423 a).
ConsultantPlus experts looked at what types of occupational safety training there are and how to conduct them. Use these instructions for free.
Body check
Lists of harmful, hazardous production factors and work, during which mandatory preliminary and periodic medical examinations (examinations) are carried out: Point 411 at the place of development and approval Constantly in other organizations Until replaced by new ones Documents (procedures, recommendations, psychophysiological requirements) on diagnostics (examination ) professional suitability of employees: Clause 412 at the place of approval Continuously in other organizations Until replacement with new ones Protocols, conclusions of psychophysiological examinations of workers 5 years if completed with office work before January 1, 2003, 50 years - if after January 1, 2003 Clause 413Regulatory legal documents on fire safety in 2021
Fire safety documents of the enterprise are drawn up in accordance with the requirements of modern Russian legislation.
Federal laws:
- “On Fire Safety” dated December 21, 1994 No. 69-FZ;
- “Technical Regulations on Fire Safety Requirements” dated July 22, 2008 No. 123-FZ;
- “On Amendments to the Federal Law “Technical Regulations on Fire Safety Requirements”” dated July 29, 2021 No. 244-FZ.
Decrees of the Government of the Russian Federation:
- “On the fire safety regime” dated April 25, 2012 No. 390 (as amended on April 23, 2021);
- “On Federal State Fire Supervision” dated April 12, 2012 No. 290;
- “On the Federal Fire Service of the State Fire Service” dated June 20, 2005 No. 385;
- “On licensing activities for installation, maintenance and repair of fire safety equipment for buildings and structures” dated December 30, 2011 No. 1225.
In addition, from January 1, 2021, Decree of the Government of the Russian Federation of July 11, 2021 No. 1034 comes into force, according to which some regulatory legal acts (or parts thereof) containing requirements, compliance with which is assessed during the implementation of fire supervision, lose force. Order of the Ministry of Emergency Situations of Russia:
“On approval of the minimum list of equipment, tools, technical means, including measuring instruments, for the performance of work and provision of services in the field of fire safety during the installation, maintenance and repair of fire safety equipment for buildings and structures” dated October 30, 2021 No. 478.
We have given such a detailed list of documents because they contain both universal requirements that apply to most organizations and enterprises, as well as narrowly focused ones that correspond to the type of activity of the organization.
Distribution of PPE and milk
Standards for the provision of personal protective equipment, washing and neutralizing agents, milk and other equivalent food products, therapeutic and preventive nutrition: Point 426 at the place of preparation and approval Constantly in other organizations 3 years after replacement with new ones Documents (memos, acts, conclusions, correspondence) on providing workers and employees with personal protective equipment, flushing and disinfectants, milk and other equivalent food products, therapeutic and preventive nutrition 3 yearsIn the absence of other documents on harmful and dangerous working conditions, acts and conclusions - 75 years if completed before January 1, 2003, 50 years - if after January 1, 2003
Paragraph 427 Lists (statements) for the issuance of personal protective equipment, flushing and neutralizing agents, milk and other equivalent food products, therapeutic and preventive nutrition 1 year Paragraph 428Requirements for the log form
When filling out the journal, the following rules must be followed:
- The form established in the appendix to Order No. 645 is used. In accounting, only paper documents are used, filled out manually. Printed forms or a book printed by the organization itself are used.
- On the title of the accounting book, the name of the enterprise (full and in accordance with the constituent documents), serial inventory number, and start date are recorded. After the end of the journal, the date of the last account is indicated on the title.
- The pages of the document must be numbered sequentially. It is allowed to number sheets rather than each page. The location of the number is determined by the person responsible for maintaining it.
- The sheets are stitched before filling with durable lacing material that is resistant to tearing. The firmware condition is mandatory for all types of accounting books; it allows you to exclude falsification of records, replacement or entering of text in violation of chronology.
- The stitching threads are displayed on the last page. A piece of paper with the signature of the manager or person responsible for maintenance, certified by a seal, is pasted onto the firmware site. The impression should be partly on the sealing sheet, partly on the last sheet of the book.
According to experts from the Ministry of Labor and Social Protection of the Russian Federation, the rules for lacing magazines, numbering, certification with signatures and seals can be established by local acts of the enterprise for record keeping.
Deputy Director of the Department T.M. Zhigastova (letter of the Ministry of Labor dated July 16, 2018 No. 15-2/OOG-1744)
Injuries and occupational diseases
Documents (conclusions, certificates, information) on the causes of illness among employees of organizations 5 yearsThen the document can be selected for permanent storage based on the results of an examination of their value
Clause 418 Documents (acts, protocols, conclusions, information, certificates, correspondence) on the investigation and recording of occupational diseases 75 years if completed before January 1, 2003, 50 years - if after January 1, 2003 Clause 419 Voluntary insurance contracts for employees accidents at work and occupational diseases 5 years after the expiration of the contract,after termination of obligations under the contract
Clause 420 Documents (acts, conclusions, reports, protocols, certificates, sketches, diagrams, photos and video documents, extracts from labor safety briefing logs) on industrial injuries, accidents and accidents at work: Clause 425 at the place of compilation 45 yearsAssociated with major property damage and loss of life – Constant
in other organizations 5 years Books, log books, databases of industrial accidents, accident records 45 years Paragraph 424What changes to consider
New mandatory storage periods for various documents related to labor protection, starting from February 18, 2020, are determined by clause 7.3 of Section II of the mentioned order of the Federal Archive. And here are the main innovations:
- documents on the condition and measures to improve working conditions and labor protection now need to be kept for 5 years, and not permanently;
- For certain types of documents, a special storage period has been established: for example, magazines and books of record of labor safety briefings (introductory and in the workplace) must be stored for 45 years.
The following table shows the types of labor protection documents and the storage periods for the corresponding documentation in the organization’s archive.
Let us explain that the storage period means that the specified documents, after the expiration of the established storage period, can be taken for permanent storage.
| DOCUMENT TYPE | STORAGE LIFE | NOTE |
| Reports on the special assessment of working conditions (SOUT) and documents for them (protocols, decisions, conclusions, lists of workplaces, information, data, summary statements, declarations of conformity, cards of a special assessment of working conditions for specific workplaces, lists of measures to improve conditions and labor protection): | (1) Under harmful and dangerous working conditions – 50/75 years | |
| a) at the venue; | 45 years (1) | |
| b) in other organizations | 5 years | |
| Certificates of conformity of work on labor protection (safety certificates) | 5 years (1) | (1) After the certificate expires |
| Documents (certificates, proposals, justifications, correspondence) on the status and measures to improve labor protection | 5 years | – |
| Lists of jobs with harmful, dangerous working conditions, during which the employment of persons under 18 years of age and women is prohibited: | – | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | Before replacing with new ones | |
| Lists of harmful, dangerous production factors and work, during which mandatory preliminary and periodic medical examinations (examinations) are carried out: | – | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | Before replacing with new ones | |
| Documents (procedures, recommendations, psychophysiological requirements) on the diagnosis (examination) of professional suitability of workers: | – | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | Before replacing with new ones | |
| Protocols, conclusions of psychophysiological examinations of workers | 50/75 years | – |
| Lists of workers in production with harmful and dangerous working conditions | 50/75 years | – |
| Work permits for work in places where harmful and dangerous production factors are present; to perform particularly dangerous and harmful work | 1 year (1) (2) | (1) After closing the work permit (2) In case of industrial injuries, accidents and accidents at work - 45 years |
| Logbook for the issuance of work permits for work in places where harmful and dangerous production factors are present; to perform particularly dangerous and harmful work | 1 year (1) (2) | (1) After the closure of work permits (2) In case of industrial injuries, accidents and accidents at work - 45 years |
| Hygienic requirements for working conditions for disabled people: | – | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | Before replacing with new ones | |
| Documents (conclusions, certificates, information) on the causes of illness among employees of organizations | 5 years EPC | – |
| Documents (acts, protocols, conclusions, information, certificates, correspondence) on the investigation and recording of occupational diseases | 50/75 years | – |
| Voluntary insurance contracts for employees against industrial accidents and occupational diseases | 5 years (1) | (1) After the expiration of the contract; after termination of obligations under the contract |
| Documents (programs, lists, correspondence) on the training of workers in labor protection | 5 years | – |
| Protocols of occupational safety training results | 5 years | – |
| Journals, accounting books: | – | |
| a) briefing on labor protection (introductory and in the workplace); | 45 years | |
| b) preventive work on labor protection, testing knowledge on labor protection | 5 years | |
| Books, registration logs, databases of industrial accidents, accident records | 45 years | – |
| Documents (acts, conclusions, reports, protocols, certificates, sketches, diagrams, photos and video documents, extracts from labor safety briefing logs) on industrial injuries, accidents and accidents at work: | (1) Involving major property damage and loss of life - Continuous | |
| a) at the place of compilation; | 45 years (1) | |
| b) in other organizations | 5 years | |
| Standards for providing personal protective equipment, washing and disinfectants, milk and other equivalent food products, therapeutic and preventive nutrition: | (1) After replacing with new ones | |
| a) at the place of approval; | Constantly | |
| b) in other organizations | 3 years (1) | |
| Documents (memos, acts, conclusions, correspondence) on the provision of workers and employees with personal protective equipment, flushing and neutralizing agents, milk and other equivalent food products, therapeutic and preventive nutrition | 3 years (1) | (1) In the absence of other documents on harmful and dangerous working conditions, acts and conclusions – 50/75 years |
| Lists (statements) for the issuance of personal protective equipment, flushing and neutralizing agents, milk and other equivalent food products, therapeutic and preventive nutrition | 1 year | – |
| Documents (acts, reports, certificates, conclusions, correspondence) on compliance (non-compliance) with sanitary, epidemiological and hygienic requirements of operating conditions, territories, buildings, structures, structures, premises, equipment, vehicles | 5 years EPC | – |
| Correspondence on labor protection issues | 5 years | – |
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Fire safety
Documents (plans, reports, instructions, memos, memos, acts, certificates, correspondence) on ensuring fire safety, intra-facility, access control regimes of the organization 5 years Clause 611 Documents (acts, conclusions, correspondence) on fires 5 yearsWith human casualties, when documents are destroyed as a result of fire - constantly
Item 612 Fire safety training logs 3 years Item 613 Lists of fire-fighting equipment and inventory 5 years after replacement with new Item 614 Correspondence about the acquisition of fire-fighting equipment and inventory 3 years Item 615 Plans and schemes for notifying citizens in reserve when mobilization is announced Before replacement new Item 616Fines for missing a journal
The absence of a registration log as confirmation of the fact of the PPI is interpreted as a violation of the requirements for ensuring food security. There is an administrative fine imposed under Art. 20.4 Code of Administrative Offences. The amount of the sanction is determined by the level of responsibility of the persons and the presence of conditions of increased fire danger.
| Categories of persons divided by measures of responsibility | Standard Terms of Business | Operating mode in conditions of increased fire risk |
| Officials | From 6 to 15 thousand rubles | From 15 to 30 thousand rubles |
| Individual entrepreneurs | From 20 to 30 thousand rubles | From 30 to 40 thousand rubles |
| Legal entities | From 150 to 200 thousand rubles | From 200 to 400 thousand rubles |
Along with administrative sanctions, criminal liability is provided. Punishment measures that cause harm to health are indicated in Art. 219 of the Criminal Code of the Russian Federation. Preventive measures are provided for persons responsible for the conditions of industrial safety.
Civil defense and emergency protection
Safety data sheets for objects (territories) with large numbers of people staying for 5 yearsafter updating the safety data sheet
Paragraph 594 Safety Data Sheets for fuel and energy complex facilities 25 yearsafter updating the safety data sheet
Paragraph 595 Documents (protocols, plans, reports, information, certificates, acts, correspondence) on increasing the organization’s anti-terrorist security 5 yearsThen the document can be selected for permanent storage based on the results of an examination of their value
Paragraph 597 Instruction logs on anti-terrorism security and civil defense 3 years Paragraph 598 Documents (plans, acts, reports, certificates, lists, correspondence) on the organization of work on civil defense and protection from emergency situations 5 years Paragraph 601 Plans for training and alerting emergency personnel civil defense formations 5 years after replacement with new ones Paragraph 602 Action plans for the prevention and liquidation of emergency situations 5 years after replacement with new ones Paragraph 603 Correspondence on measures to prevent emergency situations 5 years Paragraph 604 Plans and schemes for evacuation from a building in emergency situations Before replacement with new ones Paragraph 606 Journal of introductory briefing on civil defense and protection from emergency situations 3 years Paragraph 608 Logbooks of classes on civil defense and protection from emergency situations 3 years Paragraph 609
