HR Record Retention Requirements

Russia - Summary Chart

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* Due to changing record retention requirements, retention periods for some records in Russia varies based on when the record was created. In instances where a minimum of 50 or 75 years is listed (Federal Law N 125-ФЗ dated October 22, 2004 "On Archives in the Russian Federation," Art. 22.1):

  • Records created prior to January 1, 2003 should be retained for 75 years.
  • Records created after January 1, 2003 should be retained for 50 years.

 

Russia

Document

Retention Period

Beginning of Retention Period

Legal Reference

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

Employment contracts, service contracts, agreements on contract changes, termination: Minimum 50 or 75 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (435)

Time records (work hours, rest periods, vacation/sick/holiday, etc.)

Working time records: 5 years (50 or 75 years for employees working in hazardous working conditions); Documents (calculations, analysis, certificates) on the revision and application of production rates, prices, tariff networks and rates, improvement of various forms of remuneration, cash: 5 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (401, 402)

Performance records (performance reviews, promotions/demotions, licenses/certifications, investigations, disciplinary actions, etc.)

Notices, warnings: 3 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (436)

Data and personnel files

Service Record Book: 5 years; General personal files: Minimum 50 or 75 years; Employee billing lists: Minimum 50 or 75 years; Characteristics, certificates of objective information on employees: 5 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (459, 400, 444, 445, 447)

Government verification records (work papers, immigration, eligibility to work, etc.)

Correspondence (applications) for registration and obtaining visas: 5 years; Register (database) of admission of foreign citizens, persons without citizenship: 5 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (354, 356)

Collective bargaining/union

N/A

N/A

N/A

Background checks and drug tests

Background checks are generally restricted under data protection and employment law. When allowed, only hold until reason for processing is fulfilled. The collection of criminal conviction data is generally prohibited. Documents (reports, acts, lists, schedules, correspondence) of periodic medical examinations: 3 years (Minimum 50 or 75 years for employees working in hazardous working conditions); Documents relating to dismissal (applicable in case of positive drug test result): 50 or 75 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (635, 434)

Acknowledgements, policy agreements and required notices

Policies, regulations: permanently, i.e. 10 years after replacement with the new ones; Acknowledgement forms (familiarization lists): no specific timeframe, in practice retain as long as respective policy/regulation is retained to demonstrate it was properly implemented

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (8)

Recruitment (interview notes, resumes/CVs, reference checks, etc.)

Documents (applications, questionnaires, certificates, copies of identity documents, copies of documents on labor activity, qualifications, education): a) applicants for filling a vacant position, not allowed to participate in the competition and have not passed the competitive selection: 3 years, b) persons not hired: 1 year; Personal data (non-archival purposes): 3 months – limitation period, and additional 30 days to ensure destruction of personal data processing

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (438)

Tracking/recordings (biometric, geo-location, online tracking, camera recordings, etc.)

As long as necessary to fulfill the specific processing purpose declared plus limitation period (3 months for employment disputes), plus 30 days (grace period for data deletion)

N/A

There is no legal obligation to store employee location data. Federal Law no. 152-FZ dated July 27, 2017 “On Personal Data”

Miscellaneous 1

Documents (protocols, acts, certificates, information) on labor remuneration and the calculation of the work experience of an organization employee: 50 or 75 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (403)

Miscellaneous 2

Correspondence on the establishment of wages, salaries, accrual of bonuses: 5 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (406)

Miscellaneous 3

Orders on personnel, documents (memos, statements): Admission, transfer, movement, rotation, combination, part-time job, dismissal, remuneration, certification, advanced training, assignment of class ranks, ranks, ranks, promotion, awarding, on changing personal and biographical data, parental leave, leave without pay: Minimum 50 or 75 years; Annually paid holidays, holidays in connection with training, on duty, not related to main (profile) activity or, sending employees on business trip: 5 years (if trip is under harmful or dangerous conditions, then 50 or 75 years); Official checks: 5 years; Disciplinary action: 3 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (434)

Miscellaneous 4

Consent to personal data processing: Minimum 3 years

January 1 following year when document was passed to archive (i.e., after revocation/expiry of consent)

Rosarchive order of 12.20.2019 N 236 (441)

Miscellaneous 5

Employee travel reports: Minimum 5 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (452)

Miscellaneous 6

Correspondence on admission, transfer to another job (relocation), dismissal of employees: 3 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (455)

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

Documents (summary settlement payrolls and documents, pay slips, benefits, fees, material assistance and other payments) on receipt of wages and other payments: 6 years; In the absence of personal accounts: 50 or 75 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (295)

Pension and retirement records

Calculations for insurance contributions: 50 or 75 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (308)

Equity records

N/A

N/A

N/A

PAYROLL/WAGE/TAX RECORDS

Payroll and wage data (payslips, etc.)

Documents (summary settlement payrolls and documents, pay slips, benefits, fees, material assistance and other payments) on receipt of wages and other payments: 6 years; In the absence of personal accounts: 50 or 75 years (i.e., in case salary is paid in cash)

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (295)

Tax records

Documents on insurance contributions: 50 or 75 years; Cards of personal accounting of insurance contributions accrued: 6 years; Taxation documents (declarations, records, databases, invoices etc.): 5 years; Documents relating to tax on individuals' income if salary is paid in cash: 50 or 75 years

January 1 following year when document was passed to archive (i.e., end of reporting period)

Rosarchive order of 12.20.2019 N 236 (303 - 305, 308 - 314, 316, 317, 320); Tax Code of the Russian Federation (part one) dated July 31, 1998 No. 146-FZ (23)

Miscellaneous 1

Documents (calculations, certificates, lists) on bonuses to employees: 5 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (405)

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

Annual leave: 5 years (50 or 75 years for employees working in hazardous working conditions); Maternity leave: 50 or 75 years

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (434)

Injury and illness incident reports

Information about accidents and related correspondence: 45 years; Accident-related documents (acts, reports, protocols etc.): 45 years or permanently (if linked with substantial damage or human casualties)

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (424, 425)

Medical records

Documents (reports, acts, lists, schedules, correspondence) of periodic medical examinations: 3 years (Minimum 50 or 75 years for employees working in hazardous working conditions)

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (635)

Hazardous material and other exposure records

Information about accidents and related correspondence: 45 years; Accident-related documents (acts, reports, protocols etc.): 45 years/permanently (if linked with substantial damage or human causalities)

January 1 following year when document was passed to archive

Rosarchive order of 12.20.2019 N 236 (424, 425)

Ultimate Software's HR Compliance Assist team relies on a network of internal and external compliance experts and lawyers to provide clients with best practices and recommendations on topics such as HR document retention, employee data privacy, and HR electronic records. HR Compliance Assist also provides local compliance monitoring and alert services in select countries where Ultimate Software's customers have employees. HR Compliance Assist is a service exclusively available to Ultimate Software customers.

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