retention periods

New document retention periods

New document retention periods

LEGAL DIGEST \ 18.03.2020

The Federal archive body has approved a new List of managerial archival documents and their retention periods. The changes came into effect on February 18, 2020.

According to the data of the List the new retention periods apply to the following categories of documents:

Separate retention periods were established for some documents:

  • Notifications and warnings to employees by the employer – 3 years
  • Insurance premium record cards – 6 years
  • Journals, books recording labour protection briefings – 45 years
  • Employees’ applications the for issuance of work-related documents (and copies of them) – 1 year

This list is not exhaustive. More detailed information about the retention periods of each document is contained in Order No. 236 of the Federal Archival Agency (in Russian – Rosarkhiv) dated December 20, 2019.

We remind you that document retention period should be calculated from January 1 of the year following the year in which such document was drawn up and accepted for recording. 

In the case of non-compliance with the documentation retention periods, the company may be held administratively liable, the scope of such liability depending on the type of document and the reason for which the violation occurred. Examples of such reasons are shown in the table below:

If you have any questions about the procedure for the registration, retention and destruction of documents, please contact Acsour’s specialists