The period of storage of personnel documents is determined by the List of archival documents

The document is considered to be documented information recorded on a tangible medium and having requisites, through which it is identified. To organize a quick search and properly store documents related to personnel, the HR department must compile and approve its Nomenclature of Cases on a single unified system that operates in the organization. The terms of storage of personnel documents, as specified in clause 75 of GOST R 51141-98, are established by the Nomenclature of the organization's affairs, which is drawn up taking into account the storage periods specified in the List of typical archive management documents formed as a result of activities of various authorities and organizations (approved 25.08. 2010 Order on the Ministry of Culture of the Russian Federation No. 558).

The service of personnel management forms the personal files of all employees of the organization. According to the List, the terms of keeping orders for personnel are 75 years, after which, according to the decision of the EPC (special expert-verification commission), they are disposed of. This applies to Orders, orders and other documents related to them (information in the form of certificates, summaries, reports):

• On admission, combination, transfer, transfer, dismissal;
• On raising the level of qualification, on attestation, on awarding titles (ranks);
• About awards and promotions;
• On remuneration of labor, on various payments and bonuses;
• On leave, which is provided for the care of a child;
• On leave without pay;
• About change of a surname;
• On various kinds of holidays for those who work in heavy, dangerous and harmful working conditions;
• On the duties associated with the main activity;
• On long-term business trips (domestically and abroad);
• On business trips of employees working in difficult, dangerous and harmful working conditions.

For cases containing a different category of Orders, orders and various documented information (relating to them, summaries, references, information or reports) relating to annual planned and paid leaves, disciplinary actions, training leave, duty schedules, short-term business trips (domestic or foreign ), The List establishes 5-year terms of storage of personnel documents.

In the folder (case) only those documents for which the same terms of storage of personnel documents can be placed under the same cover can be placed. All of them are arranged in a strict order. The case begins to form with a request for employment. Then it is supplemented with a direction for negotiations or presentation to the employee, a questionnaire and a list of personnel records with additions to the personal leaflet on incentives and personnel accounting. In the case there is necessarily a document on education, as well as an autobiography. Extracts from orders for the transfer, new appointment or dismissal of an employee, as well as characteristics, certificate-objective and other documents relating to a particular employee, are included in the case by a separate group. All documents in the case are arranged in chronological order.

Each statement (complaint) and materials on the review (if they do not deal with the issues of improving production activities) refer to the documents of the personnel service and are included in the case by an independent group separated by a separator sheet. If the application (complaint) is received again or if additional materials arise, they are bound to this group. Documents are arranged in alphabetical or chronological order. For this category of cases, the terms of storage of personnel documents are also established by the Nomenclature, taking into account the list approved by Order No. 558. The cover of each case clearly indicates the numerical or alphabetic indexation and, of course, the storage terms of personnel documents.