PAPER AND ELECTRONIC WORK RECORDS: TOP 10 TIPS AND PRACTICAL EXAMPLES FOR 2023

With the active development of digital technologies, paper documents are becoming a thing of the past. One of which is workbooks. A few years ago it was hard to even imagine that labor activity can be recorded online, and paper work books will not have such a significant value as before. But times are changing and you need to know and understand the basic nuances of maintaining work books in electronic and paper form in 2023. To do this, prepared 10 basic tips.

Tip #1

A full transition to electronic digital books will take place before 2026, that is, in 2023 it is still possible to keep work books in paper form. During the specified transition period, all companies are required to switch to employment electronic work books.

Tip #2

If by this time the enterprise has not digitized work books, then it's time to do it. Digitization of a paper book is carried out by scanning it and uploading it through the PFU portal with the obligatory imposition of a digital signature.

Tip #3

Follow the correct entry of information, because there are times when the information in the work book may not match the passport data of the employee.

Tip #4

Regardless of the format in which the work book is kept, the employer is responsible for maintaining it. It is he who is entrusted with the duty to make entries in a timely and correct manner.

Tip #5

As of 2023, the work book can be kept by the employee. If it has already been digitized, then the responsible person can return such a work book to the employee under a personal signature. At the request of the employee, entries can also be made in the paper work book that he keeps.

Tip #6

If the employee works part-time, then the work book is kept only at the main place of work.

Tip #7

If the personal data of the employee has changed, they must also be entered in the work book. For example, if, as a result of registering a marriage, the employee's surname has changed, then information about this should be indicated in the work book with reference to the document that led to this change (the series and number of the marriage certificate are indicated).

Tip #8

Keep track of changes in regulations regarding the maintenance and accounting of work books.

Tip #9

If the employee, after dismissal, did not take his work book, then it must be kept at the enterprise for two years. After this period, such a book is transferred to the archive of the enterprise for storage.

Tip #10

If you have doubts about keeping work books in electronic or paper forms, do not neglect the legal assistance of a lawyer or other specialist in the field of law. After all, it is better to receive consultation and advice than to later correct the mistakes made.