New terms of storage for HR documents

New terms of storage for HR documents

19 February 2020

As of February 18th, 2020, the law established new terms of storage for HR documents. The following storage terms are extended as follows:

  • vacation schedules - 3 years (instead of 1 year),

  • record books, registers, record cards, vacation databases - 5 years (instead of 3 years).

At the same time, some other storage terms are reduced as follows:

  • documents relating to disciplinary actions – 3 years (instead of 5 years);

  • applications for the need of foreign employees - 1 year (instead of 5 years);

  • documents on working conditions and measures to improve working conditions and Health & Safety of the organization - 5 years (instead of permanent storage);

  • record books, registers, industrial accident databases, accident records - 45 years (instead of permanent storage).

The term of storage of certain documents (e.g., employment contracts, documents relating to employment and dismissal) will depend on the moment of the paperwork finalization: if it was finished by January 1, 2003, then such documents shall be preserved for 75 years; if later than that date: for 50 years.

Additionally, the storage terms have been also set for the following new types of documents:

  • notifications, warnings given to employees – 3 years;

  • applications of employees for the issuance of employment documents – 1 year;

  • record books, registers of instructions on Health & Safety – 45 years.

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Practices: Labour and Employment

Note: Please be aware that all information provided in this letter was taken from open sources. Neither ALRUD Law Firm, nor the author of this letter bear any liability for consequences of any decisions made in reliance upon this information.

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