Published 18th of June 2021

Every business needs to keep employee personnel records. However, knowing what needs to be kept and for how long can be confusing. We have outlined everything you need to know about an employee’s personnel file below.

What is an employee personnel file and why do you need it?

An employee personnel file is the main employee file that contains a full history of the employment relationship from the start through to the exit interview and employment termination date.

It’s important to have all of this information stored in one place so it’s easy to find any relevant details about their role and responsibilities. These documents will protect you in the case of a claim against your business, as the employee file serves as a record of what support and treatment the employee received within the business.

Who needs access to employee personnel files?

Only HR and the employee’s manager/supervisor need access to the information in an employee’s personnel file and it should be kept securely.

Storing your employee records digitally

The confidentiality of the employee information in the personnel file is really important, so files should be locked away unless in use. Digitally scanning HR files and storing them securely off-site is the most secure method. Digital files have greater security over paper records as they can be password protected – they are backed up, too, preventing loss of data. Storing them offsite also creates room in the office and there’s no need to buy multiple filing cabinets.

Employee personnel files are some of the most frequently accessed records, which can be found and retrieved more quickly when stored digitally from any device.

Most common contents of an employee personnel file

The following list is a recommendation on what documentation an employer should keep in an employee personnel file:

From the recruitment process

  • Job description and a copy of the advert
  • Job application
  • Cover letter and CV
  • Full notes from the interview
  • References and employment verification
  • DBS and background checks
  • A copy of the job offer letter

Throughout their employment

  • Emergency contact details
  • Any signed contract, written agreement or acknowledgement between the employee and the employer (such as a non-compete agreement or employment contract).
  • Signed employee handbook
  • Probation documents
  • Leave records
  • Tax codes and statements
  • Relocation agreements and relevant documentation

Development and performance documents

  • Training documents and certifications
  • Performance appraisals and development plans
  • Promotion documents and letters of variation
  • Notes on attendance
  • Employee expenses
  • Competency assessments
  • Disciplinary actions and records of any complaints made

Termination records

  • Letter of resignation
  • Exit interview notes
  • End of employment checklist
  • Financial documents relating to pay, settlements, and holidays.

What not to keep in employee files

Only keep documents that are about your employee’s role (nothing about their ethnicity or details about a disability). Keep only facts about the employee, avoiding anything that might be deemed too personal or opinionated – above all, keep it professional.

How long should I keep employee files

The GDPR provides strict rules surrounding an employer’s responsibility to protect their employees’ data. Never assume you can destroy all of an individual’s information as soon as they leave your business. You may be legally required to keep some data such as payroll details and its best practice to keep additional information in case an ex-employee makes a claim against you.

It’s beneficial to keep unsuccessful candidates’ information for at least 6 months after they apply. For past employees, the general rules are:

  • 2 years for details of when the employee worked for you
  • 3 years for any payroll details about any maternity and paternity leave taken
  • 6 years for P45/P60, personnel files and training records

The GDPR states that employee has the right to:

  • Identify what information you have about them and how you use it
  • Know the confidentiality of the records
  • Be told how these records can help with their training and development at work

You have 30 days to provide any requests that are made for the above data.

Need help? Our shredding, scanning and storage services help manage your personnel files and other HR documents from the start to the end of their lifecycle. Get in touch with our team to arrange a service.