Transition from 12 paper logbooks and registers to a single electronic logbook

Military personnel records are currently maintained exclusively in paper form, making it one of the most bureaucratic tasks. All logbooks are maintained manually, and updating the data requires significant time and effort.

“The Ministry of Defence continues its gradual depaperization of the army and reduction of the bureaucratic burden on military personnel. Thanks to this order, many service members will be able to save time on maintaining personnel records, quickly updating information, and correcting errors. We advocate for effective service to the people of Ukraine rather than dealing with excessive paperwork,” said Kateryna Chernohorenko, Deputy Minister of Defence for Digital Development. 

An electronic logbook can only be maintained on a computer designated for official use. The program will feature several tabs that will replace the content of the following paper-based logbooks and registers:

1. The roster of personnel;

2. Personnel register;

3. Roll call register for evening check;

4. Staff position register;

5. Alphabetical personnel register;

6. Alphabetical register of officers, privates, and NCOs;

7. Register of personnel temporarily absent from and temporarily assigned to a military unit.

8. Personnel movement register for departures and arrivals.

9. Daily report;

10. Personnel record status control logbook;

11. Staff position register of officers, privates, and NCOs;

12. Daily report of a military unit for a special period.

The Order also establishes a transition period for switching from paper to electronic logbooks for those who lack the technical capability to do so immediately. This period will remain in effect until September 1, 2025. During this period, the Main Department of Personnel Management of the General Staff of the Armed Forces of Ukraine and the Directorate of Digital Transformation in the Defence Sector of the Ministry of Defence of Ukraine will gather proposals from military units and analyze the issues and shortcomings identified in relation to the electronic logbook.