What documents in Russia have become electronic since March 1

2023: From March 1, companies must switch to uniform requirements for electronic personnel documents

From March 1, 2023, companies must switch to uniform requirements for electronic personnel documents. The Ministry of Labor cited them in the reference book of the main types of electronic documents related to work.

The list includes 124 documents that will be issued electronically without a paper duplicate. In particular, we are talking about an employment contract and an agreement on the extension of a fixed-term employment contract. Here are documents containing personal data. According to innovations, a personnel document in electronic form should consist of:

• the main part of the document in PDF/A-1A format;
• applications in formats intended for text, table, graphic and structured data;
• electronic signature of the main part of the document and appendix;
• machine-readable power of attorney for signing an electronic document;
• A description of the electronic document as a separate XML file.

From March 1, 2023, new forms of electronic personnel documents entered into force

Employers can translate almost all personnel documents into electronic form, which are drawn up on paper or with which employees are introduced to the signature. For example, employment contracts, orders for admission and transfer, notifications of employees (part 2 of article 22.1 of the Labor Code).

An exception was made for work books, information about labor activity, industrial accident certificates, dismissal orders and documents that confirm that the employee was instructed in labor protection. The rules of electronic document management do not apply to them (part 3 of article 22.1 of the Labor Code). Electronic personnel document management can be used with all employees, including remote ones, if they agree to the transition (part 5 of article 312.1TK).

The new changes will help employers effectively interact with each other, quickly draw up documents, reduce the cost of paper, copying machines and other tools, said Yaroslav Nilov, chairman of the State Duma Committee on Labor, Social Policy and Veterans Affairs. The changes will speed up and simplify document management, especially for corporations with a large number of branches, he is sure. "But at the same time, it is important to systematically and strictly monitor how all this functions.^[1]

2020

Launch of the electronic personnel document management subsystem on the "Work in Russia" portal

On November 2, 2020, BFT announced the completion of a federal-scale project - the development and launch of an electronic personnel document management (ECD) subsystem on the federal portal "Work in Russia."

On the basis of the portal federal experiment is being conducted for translating the relationship between the employer and the employee into digital form. For the technological support of the experiment, BFT developed and implemented an electronic personnel document management subsystem on the portal. The first 50 organizations are connected to the subsystem. In the near future, it is planned to connect about 100 more organizations. Among them are such large companies as,, MTS,, RUSSIAN RAILWAY Megaphone"," Sberbank of RussiaYandex as well as large banks and leaders of the fuel and. power industries Access to employers and employees is provided free of charge.

Subsystem Functionality

The electronic personnel document management subsystem contains a set of tools necessary to work with personnel documents in electronic form, and provides such opportunities as:

• Provision of processes for execution, formation and processing of more than 70 types of electronic documents;
• Signing of electronic documents by ESIA electronic signature;
• Ensuring the legal significance of the signed documents;
• Storage of personnel documents signed in electronic form.

At the next stage, employers will be able to interact with Work in Russia through the API.

Results of subsystem usage

According to BFT, the implemented subsystem has sufficient functionality to organize legally significant electronic personnel document management and all the necessary means of information protection.

Thanks to the transition to electronic personnel document management and the use of electronic service on the "Work in Russia" portal, it is possible to achieve such results as:

• Simplify document management in the company, especially for remote employees;
• Saving time and labor costs;
• Reduction of financial costs for document storage;
• Ensuring access of authorized persons of the organization to documents 24/7;
• Increase transparency of personnel document management.

The second experiment: the creation and development of mechanisms for the management and use of electronic personnel documents

In April 2020, the Ministry of Labor and Social Protection of the Population began to implement the second larger experiment - all interested companies can participate, which will submit an application to the Ministry of Labor and Social Protection of the Population by December 1, 2020. This time, the purpose of the experiment is to create and develop mechanisms for the management and use of electronic personnel documents without duplication on paper.

The following regulatory documents became the basis:

• Federal Law of April 24, 2020 No. 122-FZ "On Conducting an Experiment on the Use of Electronic Documents Related to Work";
• Order of May 14, 2020 No. 240n "On approval of the regulation on the procedure for conducting an experiment on the use of electronic documents related to work."

As a result of the experiment, proposals will be prepared to amend the legislation of the Russian Federation. It is planned to gradually completely translate personnel document management in organizations of the Russian Federation into digital form.

The site of the experiment was the portal "Work in Russia."

2018: The first experiment on the introduction of electronic document management on personnel issues

In 2018, the Ministry of Labor and Social Protection of the Population implemented the first experiment on the introduction of electronic document management on personnel issues. The experiment was carried out jointly with 11 large employer organizations on the basis of duplication of electronic documents on paper.

See also

• Electronic Employment Contract
• Labor market in Russia
• Electronic workbook
• Working in Russia (portal)
• Federal Labor and Employment Service (Rostrud)
• Social Insurance Fund of the Russian Federation
• Pension Fund of Russia
• Graduate Employment Monitoring Portal

Notes