Electronic employment record books are digital versions of paper ones. They were introduced to improve the record-keeping of Ukrainians’ work history and reduce paperwork.
Why it is important to digitize your employment record book:
🔸 you can check your insurance record online;
🔸 the data is stored in the Pension Fund of Ukraine, reducing the risk of losing or damaging documents;
🔸 in the future, retirement processing will be automatic without the need to apply to the Pension Fund.
Important! On the Pension Fund of Ukraine web portal, insurance record calculations begin from January 1, 2004. This is related to the adoption of the Law of Ukraine “On Mandatory State Pension Insurance” dated July 9, 2003, No. 1058-IV, which introduced the concept of “insurance record.” Before that, employment history was considered labor record. Work experience gained before 2004 is fully included in the total insurance record of an employee.
If your employment history began before 2004, you may independently add the relevant information by submitting scanned copies of documents.
Scanned copies must meet the following requirements:
🔹 the scan must be in color;
🔹 scans of all completed pages of the employment record book must be provided in chronological order;
🔹 the scans must be clear and display all document details (document title, serial number, issue date, seals, signatures, full name of the owner) as well as the entries themselves (recommended scanning resolution — 300 dpi);
🔹 image format must be .jpg or .pdf;
🔹 the size of each file must not exceed 1 MB.
By June 10, 2026, all employment record books must be digitized (according to the Law of Ukraine dated February 5, 2021, No. 1217-IX “On Amendments to Certain Legislative Acts of Ukraine Regarding Electronic Recording of Employee Labor Activity”). The employment record book may be digitized either by the employee or the employer.
See how to digitize your employment record book yourself in the publication carousel and via the following links: instruction guide 1; instruction guide 2.
Useful materials on digitizing employment documents: helpful resources