Detailed guidance on the use of documented information

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It is necessary to organize the correct approach to working with a person’s personal data , as well as storing them in paper format, on the basis of the laws of the Russian Federation: Art. 24 of the Constitution, Chapter 14 of the Labor Code of the Russian Federation, Federal Law of the Russian Federation of July 27, 2006 No. 152 “On Personal Data”, Order of the Ministry of Culture of the Russian Federation of 2010 No. 558, Article 137 of the Criminal Code of the Russian Federation, etc.

To separate personal data from other dj email list information, it is recommended to create a detailed checklist of information that can be classified as personal data.

When working with employees' personal data, it is important to follow these rules:

The information should be used only for the purpose of ensuring labor relations, taking into account the requirements of current labor legislation.

All information must be requested from the person who provides it.

In a situation where a request for documents still needs to be made from other sources, it is extremely important to obtain written permission from the employee for processing.

An employer is prohibited from requesting information about the intimate life of their employees, their religion, participation in political parties, trade unions without the employee’s permission, unless otherwise provided by law.

It is not permitted to transfer this information to third parties . Workers are given only the information that is necessary to complete the task assigned to them.

Some documents are stored in their original form : employment contract, work record book, additional agreements, various orders from management to the employee, etc. The employee provides another part of the documents only for study or copying. These include birth certificates of children, marriage certificates, identity documents, etc.

HR documents related to the personal file are placed in a separate employee folder. Folders are distributed among the company's departments and are placed in alphabetical order. Accounting department documents can be processed and stored without being tied to an employee. It is necessary to organize the storage of such documents according to their functional purposes. For example:

pay slips are placed in a payroll folder;

Travel documents - in the folder for payment of additional events.


Folders with all documents are placed in a safe , access to which should be granted exclusively to the organization's management, the head of the HR department, and the chief accountant.

The HR department is responsible for providing instructions on how to use, handle and store data. The same applies to the storage of the employee's data processing authorization.