Чи потрібно оцифровувати трудову книжку і чи можна втратити стаж — пояснення юриста
This was reported by lawyer Ilona Elizbarian in a comment to UNIAN.
According to the lawyer, digitising employment records is the process of converting paper documents into electronic scanned copies. The aim is to preserve information about employment history, particularly for the period prior to 1 January 2004.
This data is transferred to the Pension Fund of Ukraine and is subsequently taken into account when automatically determining the amount of the pension.
"If your employment record book is not digitised, you will not lose your seniority, but there is a possibility that the Pension Fund will not have certain information about your employment history and will not take it into account. Failure to take into account certain seniority may affect the size of a person's future pension," Elizbarian explained.
Citizens who began official employment before 1 January 2004 are recommended to digitise their employment record books. This can be done until 10 June 2026, after which the information about the length of service will be entered into the Register of Insured Persons.
The lawyer also explained whether pensioners need to digitise their employment record books. According to her, if a person is no longer working and does not plan to recalculate their pension, there is no mandatory need to do so. At the same time, in the case of pension recalculation, digitisation may be advisable so that the Pension Fund takes into account previously unrecorded work experience.
The legislation provides for two ways of digitising employment record books — through the Pension Fund or independently through the web portal of electronic services of the Pension Fund of Ukraine.
In the first case, you need to contact the territorial body of the Pension Fund with a paper employment record book. This option is suitable for people who find it difficult to use online services.
As for administrative service centres, regulations do not directly provide for the possibility of digitising employment record books through them.
You can also digitise your employment record book yourself via the Pension Fund's web portal. To do this, you need to log in to your personal account using a qualified electronic signature, upload scanned copies of the document and sign the application with an electronic signature.
The lawyer emphasises that technical requirements must be followed when scanning the employment record book. In particular, scanned copies must be in colour. If pages are uploaded separately, they must be in JPEG format, and if in a single file, they must be in PDF format. The size of each file must not exceed 1 megabyte.
After the documents are sent, the digitised employment record book becomes available to Pension Fund employees for taking into account the length of service acquired before 1 January 2004.
The Pension Fund also explains how to check whether the employment record book has been digitised. To do this, you need to log in to your personal account on the e-services web portal using your electronic signature, BankID or "Dія.Підпису" and go to the "Electronic employment record book" section.
The "Digitised ETC" tab will display the results of document processing. The status of the application can also be checked in the "My Applications" section under "Notifications".
The lawyer emphasises that the law does not provide for any liability for the absence of a digitised employment record book.
At the same time, she advises doing so for the safe storage of information about work experience. According to her, a paper employment record book can be damaged or lost, and it can take a long time to restore supporting documents.
