Information about the places of storage of documents on personnel necessary to confirm the facts of work experience, study, awards, place of residence in Moscow, civil status acts.

What is it for?

An archival certificate is a special document with which you can “recreate events of the past.”
It is issued by the archive based on the client’s request. The form contains information about the papers available in the archive and information related to the subject of a specific request. It is compiled only on the basis of originals or certified copies of documents. Therefore, it contains reliable and comprehensive information.

At the same time, search data must be indicated in it. For example: case number or code, number of sheets of paper in the case. And all information is arranged in chronological order - this technique allows you to better understand the sequence of events.

If necessary, the archival certificate contains excerpts from papers (but most often they are prepared using a separate extract). Personal conclusions on the content or speculation of the specialist executing the request are not allowed.

The compiled archival certificate is signed by the person responsible for its preparation and certified by the head of the archive (using a signature and seal). If the answer is compiled on several sheets, each sheet is certified.

The completed form is given to the applicant against signature. It has legal force and is an official document that a citizen can subsequently provide at the place of request.

Where to order a document

Depending on what information is needed and how old it is, citizens have the right to apply:

• to organizations (to employers) that have the necessary information, if the deadline for transferring it to the archives has not yet arrived;
• local government bodies;
• directly to archives that operate in the region, or directly to the Federal Archive;
• to the MFC authorized to provide such services.

For example, to obtain the title Veteran of Labor and upon retirement, you must confirm your experience. In this case, the algorithm for obtaining an archival certificate of work experience is as follows:

1. The former employee or his representative contacts the employer(s) with a written application to provide the necessary information.
2. If an organization no longer exists for some reason, information is requested either from its successor or from the city archive.

Regardless of where you apply, you must submit a written application for information. It specifies:

• name of the organization to which the request is sent;
• FULL NAME. the applicant;
• reasons for contacting and the essence of the request;
• Contact details.

The written request is personally signed by the applicant (representatives acting under a power of attorney) and dated to the current date.

IMPORTANT!

Most authorities provide services for providing certificates of experience in electronic form. Thus, the Rosarkhiv website contains a special request form, and on the public services portal it is possible to order a document on work periods after selecting the desired city or municipal administration.

ConsultantPlus experts examined which authorities in the Russian Federation provide services for retrieving personal documents of citizens, including archival certificates of work experience and wages. Use these instructions for free.

Sample archival certificate confirming work experience

In the archives of employing organizations, citizens most often request a sample of an archival certificate of work experience. You can get it completely free.

The form of this document can be found in the “Basic Rules for the Operation of Organizational Archives” (approved by the decision of the Board of Rosarkhiv dated 02/06/2002). But often it is issued on the company’s letterhead.

The document states:

• date of compilation and number;
• FULL NAME. the person to whom the information was issued;
• in case of confirmation of length of service, indicate the period of work with reference to orders for employment and dismissal indicating their details;
• purpose of issuing information as requested.

Next, it is certified by the manager’s signature and seal.

Regarding the timing, we can say that according to the Labor Code of the Russian Federation, upon a written request from an employee (or former employee), documents relating to his work activity must be provided within three days from the date of application.

Archival certificate of work experience - first sample

ARCHIVE TRANSCRIPT
25.09.2014 № 02-14/002136

To No. b/n dated 10/01/2014

Evgenia Alekseevna Stepanova was hired on 05/21/2001 by the Department of Technology and Repair of Harvesting Equipment (from 01/12/2005 - the name is the Department of Panicle Production Technology) to the position of processing plant operator (director’s order dated 05/21/2001 No. 201-k), transferred on 07/31/2004 for the position of foreman of the 3rd category of the control department (director's order dated July 31, 2004 No. 268-k); on March 22, 2007, she was dismissed at her own request (director's order dated March 20, 2007 No. 302-k).

Base:

F. 45, op. 6, d. 125, l. 96.

F. 45, op. 6, d. 138, l. 16.

F. 45, op. 6, d. 197, l. 202.

Merkulova S.I.

00-00-00

Archival certificate form 9 “On registration”

The Form 9 form is popularly called by many names: “On family composition”, “On registration”, “From the place of residence”. It contains information:

• about citizens registered in an apartment or private house;
• home owner;
• the presence or absence of kinship between the owner and other residents;
• the date of registration at this address and the date of deregistration;
• characteristics of housing, etc.

The document is issued to the applicant no later than three days after submitting a written application.

It is then provided where required. For example:

• when a child enters an educational institution;
• when submitting documents for privatization;
• for real estate transactions.

Archive transcript

An archival certificate is a multifunctional document that responds to a variety of requests from citizens and organizations addressed to the archive. It can be issued either by a departmental (city) archive or by an organization’s archive.

Purpose of the document

In addition to the function of storing documents, the archive of an organization (city, municipal) performs a reference function, providing information upon requests from citizens and organizations. An archival certificate may be required in the following cases:

1. when a citizen retires;
2. to confirm work experience;
3. when concluding real estate transactions, if information is required about persons registered in the past and present in a given living space;
4. if a citizen is employed by a foreign company, and for other purposes.

When drawing up a document, you must follow a number of rules:

• The archived certificate should contain only facts and information related to the essence of the request. If the document that is the basis for drawing up the certificate contains other data or contains information about persons not mentioned in the request, indications of these facts and mention of these persons are unacceptable;
• The sequence of events in the document must be presented in chronological order.
• if the request was made in relation to an organization or structural unit, as well as positions that currently have a different name, the certificate reflects those names that existed for the period reflected in the request. For example, if the request concerns data on the personnel of an organization for 1985, then the names of the organization, positions, and structural divisions correspond to those established for 1985, even if currently this position or division has a different name or is absent altogether.

Information is transferred from originals without distortion. If the certificate contains:

1. minor discrepancies with the data available in the request, for example, the date of birth or name does not match when the rest of the data matches;
2. corrections, strikethroughs;
3. reductions;
4. omissions of periods, for example, an employee’s salary not indicated for a certain month;
5. illegible text,

then in this case it is necessary to make a note in the text of the certificate, for example, “in accordance with the original” or “not in the original”, or a similar type.

Normative base

The basic rules for the work of the organization’s archives (2002, approved by Rosarkhiv) determine the operating procedure of both state (municipal) archives and archives of private organizations. When compiling an archival certificate, you can rely on the sample available in the appendix to the Rules. Archival institutions can approve their own forms of archival certificates.

Drawing up a document

The approximate structure of the archived help is as follows:

1. “header” containing the data of the person to whom the certificate is issued: full name, address;
2. a heading containing the name and number of the document, the date of preparation and the number of the application document in response to which the certificate was drawn up;
3. help text;
4. documentary grounds for drawing up the certificate (numbers of inventories, files and sheet numbers in the files on the basis of which the certificate was issued);
5. the purpose of issuing the certificate, for example, “to be provided at the place of work”;
6. position and signature of the head of the organization, if the certificate is issued by the head of the organization;
7. the position of the person who compiled the certificate (chief of the archive, head of the preschool educational institution service, etc.);
8. seal of the organization.

Without indicating in the archival reference the numbers of the documents on the basis of which it was compiled, it will not have legal force.

Registration of certificates can be carried out both in the log of requests (applications) and in specialized electronic document management programs. In addition to the basic data, the journal must indicate the method of sending the certificate (letter, courier, in person) and, if possible, have a receipt for receipt.

If there are no documents in the archive on the basis of which a certificate could be issued, the applicant is issued a written refusal to provide the service with an explanation of the reasons why the request cannot be fulfilled.

Where to get an archived certificate

Depending on what information is needed and how old it is, you can apply for an archival certificate:

• to territorial archives or directly to Rosarkhiv;
• to organizations that have the necessary information, if the deadline for transferring it to the archives has not yet arrived;
• at the MFC.

Regardless of where you apply, you must submit a written application for information (request). It should indicate:

• name of the organization to which the request is sent;
• FULL NAME. the applicant;
• reasons for contacting and the essence of the request;
• Contact details.

The written request is personally signed by the applicant and the date of its submission is indicated.

What information is contained in the archived help?

The archival certificate is drawn up in the prescribed form (Appendix No. 42 to the Rules for the Operation of Archives, approved by Rosarkhiv in 2002). Departments may approve their own forms of certificates, but, as a rule, they differ slightly from the above.

From the archived help you can find out the following information:

1. to whom it was issued;
2. on the basis of which request the information was provided (the certificate will indicate the date and registration number of the request);
3. a detailed answer to a question or information about a document indicating its details, which we mentioned above;
4. the date the certificate was prepared and the position of the person who compiled the certificate.

If the text of the original document contains illegible inscriptions, areas with blurred inscriptions, etc., this will also be indicated in the certificate.

Archival certificate 9 forms

Form No. 9 is a fairly popular document among the population. This certificate contains information about the persons registered in a particular apartment, the size of the property, the rights of the owner and his family relationship with other shareholders.

Such a document may be required at the time of filing documents for privatization or when proving inheritance rights. In the case of the purchase and sale of real estate, archival certificate No. 9 is currently not required. To obtain form No. 9, you will have to go to the passport office at the place of registration and present there your passport and certificate of ownership of the premises.

Quite often, applicants are faced with such a problem as the refusal to issue certificate No. 9 due to the resulting rent arrears. In reality, such an argument cannot be considered legitimate, since according to the law, passport office employees must issue a document regardless of the debt.

In case of an unlawful refusal, you must request written confirmation of the reason for the refusal; you can also write a complaint addressed to the head of the passport office or go to court.

How can an employer issue an archival certificate of work experience?

Most often, the HR department is asked to confirm work experience, so let’s take a sample of an archival certificate of work experience and use its example to look at the structure of such documents and the required information in them.

Sample archival certificate

In some cases, a registration document may be required at the address at which the citizen was previously registered, but deregistered - in this case, an archival certificate of Form 9 will be required.”

This list is not exhaustive. Details on how archives work with requests for the issuance of various certificates, what the responsibilities of the parties are, are explained in the “Methodological recommendations for the execution of requests of a social and legal nature” (approved by Rosarkhiv on 07/02/2021). The same document contains a collection of samples of archival references (75 examples for the most common requests).

Archival certificate - sample preparation

The archived certificate should include only information that relates to the person mentioned in the request. If the basis document additionally contains data on any other persons (i.e. not listed in the request), then any references to them are not allowed in the certificate.

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The certificate is signed by the manager or may be signed by an authorized person in the prescribed manner on the basis of an order, job description, etc. official. The document must be certified with the seal of the organization.