Information about the abolition of paper work books. Will the abolition of work books in Russia Cannot be faked and lost

It is planned to exclude other outdated requirements from the labor legislation. According to Ivan Shklovets, deputy head of Rostrud, they will "reduce" by-laws, the implementation of which is costly, and the result is not obvious. It's about, for example, on the mandatory maintenance of a vacation schedule. If this proposal is approved, then the employer will be able to draw up lists only for his own convenience, but no longer provide them to labor inspectors during verification.

This will make life easier not only for personnel officers, but also for the employees themselves. If during the year they want to change the dates of their vacation, then for this they will not have to run with a statement from boss to boss, collect signatures and put seals, it will be enough to verbally coordinate their plans with the head of the unit.

However, it will not be possible to completely abandon the vacation schedule, Natalia Polikarpova, head of the personnel department of a large publishing holding, explained to RG. It still needs to be completed by December 25th. The organization itself is interested in this, so as not to stall the work process and distribute vacation payments throughout the year.

Another obsolete requirement of labor legislation is the procedure for maintaining, accounting and storing work books. Quite strict conditions are now prescribed: books must be stitched, numbered, and sealed with a wax seal. But such a seal in our time can only be found in the mail. The employer needs to separately order its manufacture, approve it by a special order, and bear additional costs.

"Just imagine, in our age information technologies I have to light a candle and melt a piece of sealing wax on it," Polikarpova said.

Do you need work books at all? At micro-enterprises, for example, the government has proposed abolishing their mandatory registration. In this case, upon dismissal, a record of the date of termination employment contract, as well as the basis for its termination is made in the employment contract, it is stated in explanatory note to the document.

But if you still decide to issue a book, then if you wish, it can be stored at the employee's home.

In the future, this rule can be extended to all companies, regardless of the number of employees, experts are sure. “Employment records have long become an excessive requirement of the personnel process,” the head of the personnel department is sure. “We have long had all the data on employees in in electronic format, in the same form we have been sending them to the Pension Fund of the Russian Federation for a long time. And we prescribe all changes in positions and salaries in employment contracts.

Traditional work books are clearly outdated, HR departments have been keeping records in electronic form for a long time

In the meantime, the Ministry of Labor has repeatedly stated that they plan to convert work books into electronic form.

What else is planned to be abolished? In terms of briefings on labor protection, it is proposed to exclude the requirement to keep an introductory briefing log and include a record of its passage in the employment contract.

Part 6 of Article 136 of the Labor Code of the Russian Federation, which establishes the documents where the days of payment should be indicated, also requires clarification. wages. To date, these are three documents - the rules of internal work schedule, collective agreement, labor contract. Rostrud's proposal is to leave this information in one document of the employer - in the internal labor regulations.

At the same time, it is also necessary to increase the efficiency of the work of the labor inspectorate itself, to create a unified automated system management of control and supervisory activities.

To identify outdated and redundant requirements of the Labor Code of the Russian Federation, a working group was created under the leadership of the Ministry of Labor. And by the end of this year, she will prepare a report to the government with her proposals.

A comment

Alexander Safonov, Vice-Rector of the Academy of Labor and Social Relations:

He has long called for a rule to be introduced for employees of small enterprises, according to which work books could be kept in their hands. On the one side, individual entrepreneurs without education legal entity and other small businesses find it difficult to comply with today's bureaucratic requirements for the storage of work books. On the other hand, the workers themselves are at risk: after all, there are cases when small employers suddenly disappear, and people end up not only without a salary, but also without documents.

As for the vacation, in order to send an employee on vacation, an order is enough, which is still approved by the employer. The main thing is to let people go. The employee has the right to leave six months after employment, and he must go on vacation no later than 11 months later. Of course, large employers with hundreds or even thousands of employees need a vacation schedule so that they don’t break manufacturing process and there were no conflicts in the team. But in this case, the schedule could well be transferred to the category of internal non-binding documents.

What other documents should be abandoned in the field of labor legislation? It is worth reviewing the numerous industry documents related to wages and developed back in Soviet years for certain industries and professions - tractor drivers, metallurgists, and so on. All of them continue to operate, because they have not been canceled. And they cause a lot of controversy. For example, industries have disappeared from us, and species have appeared instead of them. economic activity Thus, when interpreting documents, nuances arise.

We need a revision of these documents, which should be carried out by trade unions together with employers. Perhaps it would be worthwhile to create working groups with their participation, which would assess the feasibility of a number of Soviet documents. And those of them that ensure the preservation of guarantees for special conditions labor must remain. And those that are not related to guarantees could be canceled or transferred to the jurisdiction of specific companies. But this must be done very carefully, with a transitional period, so that the process goes smoothly.

The final list of "unnecessary" documents should eventually be submitted to the Russian tripartite commission for the regulation of social labor relations.

Health

Employers think about the psychological comfort of subordinates

More than 40 percent of Russians experience stress in the workplace. And in Western Europe - 36%.

And stress at work not only adversely affects the health of the employee, but also hits the pockets of employers. The fact is that in a state of stress, people work much worse and less efficiently, or even formally attend work, more often become victims of accidents, get sick. The losses of companies because of this, for example, in Australia amount to 5.3 billion Australian dollars a year, in Germany - 29.2 billion euros, in France - 3 billion euros.

There are no similar calculations for Russia. Moreover, in the list of occupational diseases there is no mention of stress and its consequences. Accordingly, there are no specialists in our country who could establish causal relationships between nervous experiences and deterioration in physical health. Our country is just beginning to move in this direction.

Document flow will become easier, but employers will know less about candidates

The work book, which will celebrate its centenary in two years, may not live up to the anniversary. The idea of ​​its abolition has been in the air for a long time, and now it seems that the authorities have moved from talk to action. To begin with, small enterprises will be allowed to abandon the Soviet legacy. The relevant amendments to Labor Code the government has already submitted to the State Duma. If everything goes smoothly, paper work books will be completely eliminated, and they will be replaced by electronic databases.

We started with small companies, with a staff of no more than 15 people. Many enterprises, in order to avoid paperwork, are already hiring without labor - under a contract. The new bill only streamlines the existing practice. In this case, the main document becomes an employment contract. It may contain a clause that the book is kept at the employee's home. In it, the employer must make a record of the reason and date of dismissal of the employee.

Why is a workbook no longer needed? It is difficult for people who were hired thirty years ago to imagine that they can do without the usual green, gray or blue book - it's the same as without a passport. The older generation believes that without a piece of paper a person is not like a person. In Soviet times, it was impossible to get a pension without a work book. However, since 2002, for the formation of a pension, the length of service does not matter, and only the period during which insurance contributions were received to the Pension Fund is taken into account. All this is fully related to the calculations sick leave and maternity benefits.

However, if work books are eliminated, then something more universal should come to replace them. In the personnel department of MK, for example, they spoke in favor of changes. The absence of paper media relieves enterprises of the responsibility for their storage. The existing rules on this matter are quite strict: work books should be kept in a safe or iron cabinet under lock and key, without access by outsiders. On the other hand, specialists do not have confidence that employees and employers are fully prepared for the transition from paper to electronic media. “Theoretically, it is possible to digitize all work books, but then this information should be stored in some kind of common database accessible to the employer and employee,” the personnel officers argue.

There is such experience in Russia. The Federal Tax Service has long stored its database in electronic form, abandoning paper. The number of users, the amount of information, the regularity of its updating is comparable to the work personnel services. Until the state has decided on the person responsible for storing and maintaining the relevant database of work books - it will be the Ministry of Labor, Rostrud, the Pension Fund or someone else. In any case, the portal will provide " personal accounts”, both employees and employers, who will only have access to their own information.

Now it is enough for an HR specialist to look into the work book, and the whole life of the applicant is in full view - at what age he found his first job, for what reasons he left the previous one, and so on. For example, a job that is too "chubby" with a large number of records can lead to a job denial. An employee who is in conflict with the employer may face a reprimand with entry into the labor force or dismissal under the "wolf" article. With the elimination of work books, perhaps all this will become a thing of the past. The same employment contract will help out those who do not want to "dirty" their work path with a dishonorable place of work. But it will be much more difficult for the employer to follow the career of an employee. We will have to connect the security service, which will break through the applicant's work biography through its own channels.

“It is worrying that with the transition to electronic databases there is no guarantee of the reliability of this kind of media. If something happens to the online version of the work book, how then can the employee confirm his previous work experience? Look for witnesses?”, – argues the professor of the Department of Labor and social policy RANEPA Lyubov Khrapylina.

Ksenia Mikhailichenko, a lawyer with the Center for Social and Labor Rights, considers such fears unfounded: “Now it doesn’t cost anything for an employer to “dissolve” the office, as they say, until better times. And then look for the director already abroad, the office is closed, and with it the documents of employees. With the abolition of work books, such situations should no longer arise. ”

On the other hand, the rejection of paper work books should not be abrupt. The process will take several years.

The PFR branch for the Chechen Republic recalls that very soon paper work books will be canceled and new ones will be introduced - electronic ones. What is the basis for such a global change? How would this happen? And what will be brought into the work of the Pension Fund in connection with this? These and other questions are answered by Mokhmad-Emi Akhmadov, the manager of the Pension Fund of the Russian Federation for the Chechen Republic.

- Mokhmad-Emi Isaevich, what caused such a change?

For several years now, a program for the transition to electronic circulation of information on the employment of citizens has been considered at the state level.

What is a work book anyway? Personal document of the established form, which contains information about labor activity employee, the history of his job transitions. The existing sample document has been in use since 2004. A work book is issued to citizens who first got a job, and if it is lost, a duplicate is issued to the employee. The document is filled out in the personnel department and stored there while the person works in the organization.

I must say that in many countries work books have ceased to be available in principle. For example, in the same Europe, the work book in our understanding is considered an obsolete tool. There, a long time ago, the work book was completely replaced by electronic databases. This was done because in practice there are many complaints about paper documents. And they arise not only from their owners, but also from employers.

- And what exactly are the claims?

The main dissatisfaction is connected with the following. Firstly, the paper form of the work book becomes unusable over the years, can be lost or damaged. And the procedure for its recovery is quite complicated, and there is a risk of complete loss of some data. Secondly, there are a lot of episodes of fraud with books, since the forms are freely available, which is why there are so many fakes. Thirdly, the need to allocate special premises for storing employee books; especially it concerns large enterprises with over 100 people. In this case, you have to organize special racks to store so many personal documents of employees. And, of course, they are not justified in any way. labor costs time and its payment, which are spent on certifying the copies made, on creating statements manually, etc.

- And what is changing now?

So far, nothing has changed. We are on the way of legal substantiation of such a metamorphosis. Ministry of Labor of the Russian Federation within the framework of the federal program " Digital economy RF” a corresponding draft law has been developed that will affect and take into account the interests of all employees. It is assumed that from January 1, 2021, information about the labor activity of employees will be kept only in electronic form, with the exception of employees who have submitted an application for maintaining work books on paper. And we should all be prepared that this will happen soon.

- What will be the work book of the new format?

- The document will be an electronic file that will be stored in the personalized accounting system. Both in paper and in electronic form, the essence of the work book does not change: this is the main document of every working citizen of the country.

- Mokhmad-Emi Isaevich, can we at least somehow outline the advantages of electronic work books today?

Of course, there are many advantages here. This is, first of all, the impossibility of falsifying books, since all information will be easily verified electronically. Reduces the risk that information about professional activity person will be lost. Opportunities appear: to constantly improve the created system and introduce additional auxiliary resources; protect information from errors and typos, which are often made when filling out labor documents; employees will be able to respond quickly to the actions of the employer to fill out their work books; interested structures will be able, if necessary, without an employee to see all the necessary information about him.

It also greatly simplifies the management of personnel production; protects owners of books from employers who do not comply with the deadlines for issuing books upon dismissal; relieves the employee from the need to contact the employer each time for a copy of the work book, when he needs it. It will be enough just to send your data from the information system to the place of demand.

The advantages include standardization, maintaining personnel information in specialized databases. Having gained access to it, employees will be able to control all the information that is entered into their work book online. Well, and, of course, efficiency. And when making a transition from one job to another, and when applying for a remote job.

- Are the deadlines for the transition to electronic work books known today?

- It is expected that in 2019 all necessary changes will be made to labor law and also resolved technical issues.

The transfer of the paper version to the electronic version will take place in stages and will begin with the fact that new data will be entered by employers in electronic format. Then, gradually, all the data written in the forms earlier will be transferred to computer databases.

From 2021, all work books will be kept only in electronic form. Citizens and organizations for whom the usual form seems most convenient can continue to keep paper work books along with electronic ones. However, for those who got a job for the first time since 2021, such an opportunity is not provided.

So far, no one is going to completely abandon traditional paper work books. If an employee wants his documents to be kept on paper, this cannot be prevented. Despite the fact that in this case, employers will have to do double work - to comply with the requirement to transfer data to the state information system and at the same time maintain paper documents. To do this, the employee must write to the employer a statement on the continuation of the paper document.

From January 1, 2021, employers will have to give paper work books to employees, as they will no longer be responsible for their storage and maintenance. An exception will be made only by persons who write an application to continue maintaining a paper document. The draft law on this matter states that the maintenance of work books on paper will not be carried out from January 1, 2027.

- Mokhmad-Emi Isaevich, what role is assigned to the territorial bodies of the Pension Fund in this regard? Has anything changed in functionality?

Employers will submit all information about the labor activity of their employees in electronic form to the bodies of the Pension Fund of the Russian Federation: on hiring, transfer to another position or dismissal (date, order number and its content).

In other words, accounting for seniority is supposed to be included in the current function of the Pension Fund - maintaining individual (personalized) records of insured persons.

It looks quite logical, because now double accounting of the length of service of employees is being carried out: by the Pension Fund of the Russian Federation - on the personal accounts of employees and by employers - in work books. Moreover, the length of service according to the work book is not taken into account when assigning a pension from the moment the employee is registered in the system of compulsory pension insurance and he is assigned SNILS.

All information about the experience of the PFR is taken exclusively according to the data of the individual personal account of the employee. Therefore, electronic work books will eliminate unnecessary duplicity in accounting for seniority.

From January 1, 2020, the employer will be required to provide information about the labor activity of insured persons to information system FIU. The employer will have to submit information about labor activity on a monthly basis no later than the 15th day of the month following the reporting one. From January 1, 2021, such information in cases of hiring or dismissal must be sent no later than the business day following the date of issuance of the document that is the basis for hiring or dismissal.

When in 2017 we were informed that work books would soon be canceled, it seemed like a joke. But now it looks very likely that this will happen in the very near future. Gray and green books with handwritten notes can be left as a keepsake. The Pension Fund of Russia reported that it was completely ready for this - it had digitized all the crusts of Russians. And the Ministry of Labor, as it became known, will submit a bill on electronic work books to the State Duma for consideration already in the spring session.

Will they protect you from burglars?

The fundamental decision to record data on the labor activity of citizens in electronic form was made by a government decree of 2017, which approved the program "Digital Economy of the Russian Federation". And this accounting began to be carried out without waiting for the adoption of the federal law.

Now it becomes clear that the program will not be shelved: during 2020, it is planned to launch a test mode of operation of electronic work books and offer employers to transfer information about employees to a special information system of the Pension Fund. And from 2021, such a norm will become mandatory for all Russian employers.

Why the Pension Fund is in charge of work books is understandable. Based on these documents, people are added points to the social part of the pension.

The innovation raises questions. For example, will digital data be protected from hackers? The issue of a potential hack is relevant, if only in light of the latest incident with an electronic housing database, when fraudsters re-registered the apartment of a Moscow resident via the Internet.

In the Pension Fund, KP answered this question as follows: “The passport data of Russians are in the data of the Ministry of Internal Affairs, data on income and taxes are contained in the databases of the fiscal department. As a rule, no one kidnaps them, because they are reliably guarded by means of protection. In the same way, data on employment contracts of citizens will be protected.”

28 kopecks instead of a ruble

State Duma Deputy Yevgeny Fedorov- one of the curators state program"Digital Economy". Here is what he told KP about the transition to electronic work books:

Technology is developing, and what used to be written by hand and stored in safes is being transferred to electronic media.

How technically can seniority be digitized if it began in the last century, in the era before the Internet and mandatory pension insurance cards?

Your employer sends your book to tax office to confirm payments and seniority. There it is digitized. Then the data goes to the Pension Fund. If your employer is not cheating, all of this will be done. And if errors occur during digitization, they can always be corrected.

As the MP said, cash for the digitalization of labor relations were allocated two years ago and they have been spent effectively. It has already been calculated that one ruble of expenses for office work, which is required for paper books, will turn into 28 kopecks for electronic accounting.

TO THE POINT

Can't be faked and lost

Advantages of electronic work books:

They cannot be lost or faked;

Employees will not be required to provide paper copies of their employment records to verify their employment history when applying for government services;

Employees of the personnel department instantly receive information about the work activity of the applicant when applying for a job;

Employers reduce the cost of maintaining and storing paper books.

Based on the data in the work book (hereinafter also - Tkn), the right to a pension and its amount are confirmed. Also, this document can affect employment with a new employer, the appointment of benefits, etc. It is carefully stored throughout the entire working life. It is difficult to imagine how else to systematize and manage the information that is entered in the workbook. However, the recent draft law on the abolition of work books destroys the traditions that have developed over the years and raises the question: how will professional activity be recorded?

What is a workbook and why is it needed

This is perhaps the most important document on the employment and experience of a citizen. It is made in the form of a brochure with details, empty fields and columns for filling in ink.

Tkn is conducted by organizations and entrepreneurs (employers) on the main work. Information about the employee is entered if he works for more than 5 days.

The 2019 workbook contains the following information:

• Full name, date of birth, education of the worker;
• positions held;
• dates of hiring and dismissal of the employee;
• grounds for termination of the contract;
• encouragement.

Information in the document is entered according to a strict pattern by personnel officers or the head of the employer.

During the period of employment, Tkn is kept by the employer. After retirement, as well as during a period of temporary unemployment, the document is kept by its owner - the worker.

What changes in legislation

On July 8, 2019, the Government of the Russian Federation submitted draft No. 748684-7 to the legislature. It is this standard it is planned to abolish paper work books.

The essence of the bill is to amend the Labor Code in articles 65, 165, 234, 394, 395, as well as the introduction new article 66.1.

The law comes into force on 01/01/2020. However, until 01/01/2021, technical and organizational arrangements, including the preparation of by-laws, agreements and collective agreements, information base pension fund, etc.

The project has already passed the preliminary review and there is a firm belief that it will soon bypass all official procedures.

Therefore, there are prerequisites that soon books on paper will become a thing of the past.

What will happen instead of a work book

The new document will be called "Information on labor activity". It will be conducted personally for each citizen in electronic form. The issues of maintaining, updating, verifying the reliability and ensuring the safety of this information will be handled by the pension fund. At the same time, employers will be required to provide information about their employees to the OPFR. The formats, periodicity and methods of information transfer will still be specified.

As a result, this will lead to the cancellation of entries in work books. After dismissal (on the day of termination of the employment contract), a person will be issued an extract on his professional employment at this enterprise (date of admission and dismissal, position, transfers (if any), grounds for dismissal, etc.).

If on the day the employment relationship is terminated it is not possible to issue an extract, for example, the employee did not show up for work, refused to take it, etc., then this information will be sent in a certified form to the dismissed person at his postal address.

But the cancellation of a dismissal in the work book does not abolish the maintenance of other documentation, for example, an employee’s statement, an order for an enterprise to terminate a contract, etc.

Watch the video to see what will change in the work of HR and accounting department employees:

How to get information about work activity

You should not be afraid that data on workdays will be lost or maliciously not included in the "information on experience". The employee will have the right to control the accuracy of this data. To do this, any citizen at any time will be able to request the information of interest. It is enough to contact:

• enterprise personnel department(if there is none, then to the accounting department or to the authorities). Within 3 days, the employer must issue an extract on paper or in electronic form (if the company has digital signature and this option was chosen by the worker). The extract will contain data only about work in this organization (IP);
• Pension Fund. Information will be about all labor activity. They are presented in any form at the choice of the applicant;
• MFC. Only a paper document is issued;
• through State Services portal. Information is only sent to email citizen.

If there are errors or inaccuracies in the information provided, the citizen can apply to the pension fund with an application for an adjustment.

Therefore, it will be rational to carry out such reconciliations each time when changing jobs in order to control the length of service and dismissal records.

The further fate of paper books

Of course, in a short time it will not work to bring everything to the same denominator. For a long time, two types of workbooks will coexist.

The legislator gives the citizen the right to choose which document will be in circulation (personally for him). The decision is made on how it will be more convenient for him.

In any case, during 2020, all employers must issue orders to abolish work books and introduce electronic records of seniority. And against signature, explain to the employee about these changes in legislation. And also about the right to leave the old-style book.

Otherwise (by default), seniority accounting is converted to electronic format and books will be handed out.

And for those who start their professional path from 2021 will only be available electronic documents about experience.

What are the benefits

As a public survey showed, 52% of the population want to introduce a new format while maintaining the old one, 21% - to leave only paper ones, 18% - to limit themselves to electronic ones only.