The Ministry of Labour and Social Protection of the Russian Federation in its recent clarifications reminded in respect of which documents the personnel electronic document flow is not applied.
In its Letter dated January 12, 2023, No. 14-6/OOG-97, the bodies of the Ministry of Labour and Social Protection of the Russian Federation inform that the use of electronic personnel document flow (EPDF) is prohibited during registration of:
These documents are required to be issued only in paper form.
The Ministry of Labour of the Russian Federation notes that the availability of such documents in paper form is important in the investigation of industrial accidents, and also allows to establish the rights of employees in labour disputes. The withdrawal of these documents from the EPDF is aimed at protecting the interests of employees from possible illegal and unilateral changes to an electronic document, including “retrospectively”.
Please be reminded that starting from 2021, the Labour Code of the Russian Federation has been supplemented with new provisions on personnel EDF. EPDF is the creation, signing, use and storage by an employer, an employee or a person applying for a job, of work-related documents issued in electronic form without duplication on paper.
Currently, almost all personnel documents can be processed through the EPDF. For more information about the composition of such documents, see the table below.
Format of registration and type of personnel document
|Paper||Paper or electronic (at the request of the employee)||Electronic (by the employer’s decision)|
|Employment books||Employment history in the form of STD-R||Familiarization with internal regulatory documents and the collective agreement before signing employment contracts|
|Industrial accident certificates in the form N1||Application for the issuance of work-related documents||Internal Regulatory Documents|
|Orders (directions) for dismissal of employees||Work-related documents, including those provided to the employee upon his or her application, for example:
||Employment contracts, orders (with the exception of the dismissal order), notifications for employees and other documents|
|Logs and work sheets of labour protection briefings||Employee statements, official and explanatory notes and other documents|
The transition to the EPDF is the company’s right, for the application of which it will be necessary to perform a number of actions:
This should be done to assess the current processes with a description of personnel scenarios (for example, the procedure for signing an employment contract, sending applications for vacation or changing passport data, and so on).
The documents contain information:
Information systems can be used for the exchange of electronic documents:
It is possible to sign electronic documents by means of an electronic signature. It can be: enhanced qualified digital signature (EQDS), enhanced unqualified digital signature (EUDS) and simple one (SES).
For employers, such a signature should be strictly enhanced qualified one. Employees can sign documents of any of the mentioned types of signatures, however, for the most important personnel documents, only EQDS or EUDS are applied (for example, contractual documents, supplementary agreements to the contract, orders on disciplinary sanctions, and so on).
The main advantages of EPDF:
Acsour started a project to switch to electronic document flow in 2018. Since the process is bilateral and involves informing and connecting clients, it took place gradually. Today, more than 80% of the company’s clients are connected to the EDF system.
Also, Acsour specialists have implemented a procedure for personnel document flow with their own employees and continue to make improvements on a number of procedures so far.
In the matters of transition to electronic document flow in your company, please contact Acsour experts.