What documents are included in a personal file?
During the course of study, grades are filed in the student’s personal file, as well as extracts from orders for transfer to the next course.
College and university student records contain the following documents and information:
- personal card;
- medical certificate;
- copy of the passport;
- copies of documents on secondary education;
- student enrollment order number;
- documents on expulsion or reinstatement;
- documents on academic leave;
- characteristics from the place of educational, industrial and pre-graduate internship;
- information about changes in marital status (married or filed for divorce);
- information about the change of surname;
- photos;
- document confirming the completion of fluorography;
- copies of children's birth certificates.
Documents about his transfer from one university to another are included in the student’s personal file. In addition, if a student came to study at a university in a target field, a copy of the agreement with the person who pays for the university education will also be stored in the folder.
Those documents that give him the right to provide certain benefits are also filed in the folder with his personal file: copies of the certificate of parents having many children, disability, etc.
All documents are stored in chronological order, so the contents of the folder will make it easy to track what happened in the student’s life and when.
If there are a lot of documents collected inside the folder, an inventory of the students’ personal files is compiled.
Example of a personal file description:
How long is the school required to keep various documents?
If you get rid of documents from the past academic year ahead of time, you will be fined 10 thousand rubles. (Part 1 of Article 19.4.1 of the Administrative Code).
If you do not provide the documents required by the court, you will pay another 1000 rubles. Violating the rules for storing archival documents - 500 rubles. (clause 3 of article 57 of the Civil Code and article 13.20 of the Administrative Code).
How to calculate document retention periods
To calculate the deadlines, finish working with the document, file it in the file and start counting storage from January 1 of the next year. For example, collect documents such as “Orders for personnel on admission, transfer and dismissal in 2020” into files by year and count the storage period from January 1, 2020.
If a school has been working with a document for several years, adding to it and using it in its work, transfer it to the archive only when it loses its relevance. For example, from the file with personal cards of employees, remove the personal cards of those dismissed and transfer them to the file “Personal cards of employees dismissed in 2020.”
To identify documents with an expired storage period, create a commission and conduct an examination of the value of the documents. The commission will draw up an act on the allocation for destruction of files that are not subject to storage.
There will be all the school’s files, the storage period of which expired by January 1 of the year in which the act is drawn up.
For example, cases with a three-year retention period completed in 2015 may be included in the act no earlier than January 1, 2020.
How long to store documents
How long to store documents on personnel depends on when you finished working with them (Article 22.1 of the Federal Law of October 22, 2004 No. 125-FZ). If you stopped working with a specific long-term document before January 1, 2003, then store it for 75 years (Part 1, Article 22.1 of the Federal Law of October 22, 2004 No. 125-FZ).
The Institute of New Technologies in Education offers teachers in a convenient and modern form to undergo on-the-job training:
Example 1. How to calculate the storage period for investigation reports
The file “Acts of Investigation of Occupational Poisonings and Diseases for 2002” must be kept from January 1, 2003 to December 31, 2077. It will be possible to destroy it only in 2078.
Keep long-term personnel documents for 50 years if they were transferred to the archive after January 1, 2003 (Part 2, Article 22.1 of Federal Law No. 125-FZ of October 22, 2004). In the List of standard management documents, approved by order of the Ministry of Culture dated August 25, 2010 No. 558, the storage period for such documents is 75 years, but no changes were made to it.
Example 2. How to calculate the shelf life of orders for personnel
The file “Orders for personnel on admission, transfer and dismissal in 2020” must be kept from January 1, 2020 to December 31, 2067.
https://www.youtube.com/watch?v=ziAUo6plzuI
There are documents that need to be kept for a certain number of years, and not 50 and 75 years. For deadlines for such documents, see the List of standard management documents approved by Order of the Ministry of Culture dated August 25, 2010 No. 558 (hereinafter referred to as the List).
Example 3. How to calculate the shelf life of timesheets
The file “Working time sheet for 2020” must be kept for 6 years: from January 1, 2020 to December 31, 2024 (subclause 6, clause 3.4, article 23 of the Tax Code, article 586 of the List). Keep the file “Working Time Sheets in Harmful or Dangerous Working Conditions for 2020” for 50 years: from January 1, 2020 to December 31, 2068 (Article 586 of the List).
Calculate shelf life in full calendar years. To destroy a document, check to see if the full years required by law for its retention have expired. For example, the vacation schedule is stored for a year (clause 693 of the List). In 2020, destroy vacation schedules for 2020 and earlier periods.
Orders on annual paid leave for employees who work under normal working conditions must be kept for five years (subparagraph “b”, paragraph 19, note 2 of the List). From January 1, 2020, you can destroy vacation orders for 2012 and earlier. In 2020, destroy letters about registration of foreign business trips from 2007 (item 687 of the List, note 1).
If the school archive contains documents that were created before 1942, they can also be destroyed this year.
How to store documents
You are responsible for the safety of school documents. Prevent outsiders from accessing personnel documents and personal files of schoolchildren that contain personal data. Do not leave personnel documents on desks and open shelves. Store documents in safes or fireproof cabinets. You can lock folders with documents in regular cabinets with a key.
Use your experience with documents before submitting them to the archives. Usually within two to three years they may be required for certificates, extracts, or they may be requested by inspectors or the court.
What happens to the personal file when a student graduates?
When a student has completed his studies, extracts of orders for admission to passing state tests, defense of a diploma, a bypass sheet, a copy of the diploma, an insert with marks and a description for the entire period of study are filed in his personal file. The grade book and student ID are also included here.
If a student loses his student ID while studying, he must write a statement about the loss addressed to the rector and attach a copy (or original) of an advertisement from the newspaper about the loss of the document. If your grade book is lost, it will have to be restored.
Upon graduation, the personal file is placed in the archive.
Personal file of a foreign student
In addition to the standard list of documents, residents of other countries will have to provide the following information before starting their studies:
- notarized copies of all pages of the foreign student’s identity document (passport);
- a copy of a valid migration card;
- a copy of the detachable part of the notice of arrival of a foreigner (if any);
- originals and notarized copies of educational documents obtained in other countries.
How is a student's personal file stored?
Any information that is placed in a folder with a personal file is considered strictly confidential and cannot be disclosed to third parties. Therefore, the folders are stored in a strictly confidential place with limited access.
Personal data can only be shared if the student provides written permission.
If a student’s personal data from a personal file is illegally transferred to outsiders, the perpetrators are subject to disciplinary, material, civil, administrative, and criminal liability.
This is what a student’s personal file looks like (sample from the Ministry of Education):
The student must be prepared for the fact that any information about his official activities, misconduct and penalties, successes and failures will be included in this folder. By itself, this information means nothing. But if a student finds himself in a difficult situation and asks for help from the university administration, they will definitely study his personal file to understand whether it is worth supporting him or not.
In any case, remember: if you don’t have enough time for homework, you shouldn’t give up studying. After all, there is a student assistance service nearby that is ready to lend a shoulder in difficult times and take over some of your worries.
How many years are student documents kept in the school archives?
But, if these are documents of “practical significance,” then they, along with other hospital property, should have been transferred to the disposal of another owner (FMBA)? But, unfortunately, the documentation is not classified as “property of the organization”? Then, in what cases does it become one?
- Applications from the student/parents of the student upon admission and completion of studies
- Financial transfers (Even if the training is budget-funded, there are still fees. For example, payment for meals)
- Serious interruptions in education - information on the transition to home (distance) learning
- Documents about awards and serious offenses (copies of certificates, social documents about punishments)
- Documents confirming expulsion from the educational institution
How many years are documents stored in the archives of an educational institution?
For how long and what documents should be stored, what disposal method is provided for certain types of documentation? These and other issues are clearly addressed and explained by existing legislation. The selection of documents subject to state storage, or the establishment of terms for their preservation, is based on data from an expert assessment of documents.
How many years are documents kept in the archive?
What if we conduct an examination ahead of schedule (at least of those hospital departments in which citizens were treated for gastrointestinal disorders, for example) with the participation of the former founder of the hospital? In addition, for documentation that was handed over to the archives before 1989 and some of the 90s, there are no acceptance certificates at all...
How long are documents kept at the institute after expulsion?
They have no right to refuse to restore your certificate. It is necessary to collect documents for restoration, namely: 1. a certificate from the Ministry of Internal Affairs that your lost certificate is not listed anywhere, 2.
any newspaper with your announcement about the loss of your certificate (consider it invalid), which indicates the series, number of the lost certificate, name and year of graduation, and your data, i.e. Full name, year of birth. 3.
application addressed to the school director with a request to restore the certificate, 4.copy of passport
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In order to systematize and ensure the required storage period for documents of a general education institution, a list of files is compiled, which is adjusted annually. The storage periods for documents are indicated in the file nomenclature in accordance with regulatory documents.
How to determine the storage period for documents of a general education institution
You go to your former dean’s office, they will send you to write an application, make a request from the archives, then the university submits an application to restore your diploma (since diplomas are not stored but disposed of), you pay, wait about a month or two and then pick it up. A friend of mine went to pick up his diploma not very long ago, although he graduated a long time ago.
Didn't pick up my diploma on time
On the other hand, inspectors always demand that you show them documents for at least the previous one and a half to two years, and there are no legal grounds to refuse them this (if such documents are available at the driving school). Otherwise, this will be regarded as a failure to comply with the legal requirement of the authorized controlling person and will be subject to punishment under the same Code of Administrative Offenses.
Thus, the only way not to demonstrate your activities to the inspectors in full is the legal absence of the requested documents. In this regard, the question arises about the standard storage periods for internal driving school educational, organizational and administrative documentation. Let's turn to the current legislation.
Association of Moscow Driving Schools NPONPO (AASH), Information about driving schools and for driving schools - » - About the storage periods for documents
I’ll say right away that the situation is not mine, so I can’t describe it in more detail. The bottom line is this - my friend is several.
years ago I became interested in a healthy lifestyle and ecology and, as a result, abandoned everything here and went with my then boyfriend to live in an eco-village; now they are married and their baby is the same age as us.
We sometimes communicate and the other day she asked me to help her pick up documents from the institute, or at least find out everything that and how, because... They don’t really have networks there. Sometimes the phone doesn't pick up.
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Expulsion from the university
1.1 Regulations for the registration and preparation of personal files of students, applicants, listeners, graduate students (hereinafter referred to as students) for transfer to the archive (hereinafter referred to as the Regulations) is a local regulatory act of Siberian Federal University and establishes uniform requirements for registration, preparation and transfer for storage to the archival storage department ( Archive of SFU) personal files.
Regulations for registration and preparation of personal files of students, applicants, listeners, graduate students for transfer to the archive
Attention should be paid to the latest changes in federal legislation, introduced in March 2020 to Article 22.1 of Law 125-FZ, which establish new storage periods for the nomenclature of files in an organization - in particular, for personnel orders created after 2003, instead of the period of 75 years, a new period is specified - 50 years.
Nomenclature of files: storage periods for documents and articles
In cabinets, cases are placed in a vertical position with their spines facing outward in accordance with the nomenclature of cases and according to their sequence. Storage can be left at the discretion of the personnel department and in a sequence and systematization convenient for them.
Storage periods for documents in an educational institution
A university student's record book is a document containing data on the student's progress during his studies. It records all the results of the student’s progress. As a rule, a transcript is issued to all admitted students. It is valid for the entire period of study at the educational institution.
How long can a student's record book be kept?
Created by order of the Revolutionary Military Council of the USSR N 469 dated May 6, 1925 by merging the Artillery and Military Engineering and Electrical Engineering Academies. By order of the Revolutionary Military Council of the USSR N 403 dated July 26, 1926, it was named after F. E. Dzerzhinsky. By order of the Revolutionary Military Council of the USSR N 039 of May 13, 1932
The academy was abolished, independent academies were created on the basis of its faculties of mechanization and motorization, chemical, and engineering, and by order of the Revolutionary Military Council of the USSR N 046 of June 31, 1932, the Electrical Engineering and Artillery academies were created.
She trained officers with higher military and engineering education.
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Archival information about students
Final qualifying works and their graphic part after defense are accepted by the head of the relevant department in electronic form on CD or DVD discs. Disks are registered in the electronic document log. Electronic storage media (disks) must be in individual packages, signed and numbered as recorded in the journal.
Orenburg State University
05 Dec 2020 yurisaktobe 641
Source: https://aktobeyurist.ru/spory-so-strahovymi-kompaniyami/v-arhive-uchilishha-skolko-let-hranyatsya-dokumenty-studenta
How, in light of the latest changes in the law on archiving, how to determine the storage period for personal files?
I’ll say right away that the situation is not mine, so I can’t describe it in more detail. The bottom line is this - my friend is several.
We sometimes communicate and the other day she asked me to help her pick up documents from the institute, or at least find out everything that and how, since they don’t have much of a network there.
And now they have settled there and she wants to go to college there in a nearby town. In accordance with the List of standard management documents approved by Rosarkhiv on October 6.
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The required Confirm Password field has not been filled in. Consent to the processing of personal data is required. We cannot give a comprehensive answer. The entire professional community is waiting for appropriate clarifications of a methodological nature, moreover, from the Federal Archive, with which, obviously, the draft Federal Law dated
How many years are court cases kept in the archive?
Greek, November 15 in Legal advice. The man graduated a long time ago, but due to family circumstances he could not pick it up, he came after a certain time and the diploma had already been issued to someone and there was a signature, but not the owner, someone forged the signature, since he remembers for sure that he did not receive it and did not sign.
Actually, they should give him a diploma after he completes the worksheet. That is, libraries, departments, dormitories, that he owes nothing to anyone. And then already at the department. But this is in higher education institutions, and I don’t know how it is in vocational schools, but I think the principle should be the same everywhere.
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Document storage. Storage periods, destruction and disposal of primary accounting documents
The procedure and terms for storing accounting and tax records, personnel documents.
Any organization, regardless of its types of activities, production volumes, or staff size, inevitably faces legal requirements for documenting financial and economic transactions and labor relations.
This requirement is due not only to the need to streamline the production process, but also to the need to exercise state control over the activities of business entities.
The legislation establishes certain requirements for the composition and form of documents used to document the production process, as well as requirements for the timing and procedure for storing and destroying these documents. Requirements for storage periods of accounting and tax accounting documents.
For how long and what documents should be stored, what disposal method is provided for certain types of documentation?
View full version: about document storage periods. The personal file of a dismissed employee has a shelf life of 75 years. From what year do we count these 75 years? There are a lot of disagreements, I would like to know the opinion of my colleagues.
Expulsion from the university. Who knows?
Awards: 38 Status: Offline. Our family page How long are students' personal files kept today?
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Now I want to pick it up. Does anyone know a mechanism for obtaining forgotten diplomas? How long are they stored? I graduated 8 (!!!) years ago.
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Source: https://lsv-stroy.ru/grazhdanskoe-pravo/v-arhive-uchilisha-skolko-let-hranyatsya-dokumenti-studenta.php
