Requirements for Personnel Records Management in Times of War

The conditions of war necessitate certain changes in the management of personnel records. Employers must take these changes into account to ensure proper accounting and preservation of personnel documentation.

Personnel records management encompasses all documentation related to matters such as employee hiring, termination, granting of leave, and more.

Key requirements for personnel records management in times of war include:

• Ensuring the security of personnel documentation: Personnel documentation is confidential and must be protected against unauthorized access. In case of threats to the security of documentation, the employer must take measures to safeguard it, such as evacuating it to a secure location or ensuring its storage in encrypted form.
• Conducting personnel procedures remotely: In situations where conducting personnel procedures in person is not possible, the employer may carry them out remotely, for example, through email, mobile communication, or other means of communication.
• Adapting personnel documentation to wartime conditions: Employers may make changes to personnel documentation to accommodate the unique conditions of wartime. For example, the employer can amend employment contracts to include provisions for remote work or unpaid leave.

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Specific measures that employers can take to ensure proper personnel records management in times of war include:

• Developing and approving a local regulation that outlines the procedures for personnel records management during wartime. This regulation should include measures for ensuring the security of personnel documentation, conducting personnel procedures remotely, and adapting personnel documentation to wartime conditions.
• Providing secure storage for personnel documentation. This can include a safe, a metal cabinet, or another location where documentation will be protected against unauthorized access.
• Facilitating the ability to conduct personnel procedures remotely. This can be achieved, for example, through email, mobile communication, or other communication tools.
• Adapting personnel documentation to wartime conditions. This can include incorporating provisions for remote work or unpaid leave into employment contracts.

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It is crucial for employers to adhere to the legal requirements of Ukraine regarding personnel records management, even during wartime. This will help ensure proper accounting and preservation of personnel documentation and protect the rights of employees.

If there are any questions regarding the procedures for managing personnel documentation or making changes to its management in wartime conditions, specialized companies can be consulted. It is normal not to know all the nuances, but it is important to be aware of the tools available to address challenging issues. Please fill out the form below to receive accounting assistance in personnel records management.