Personnel file: Contents

The personnel file is a significant collection of documents containing all the information about an employee. The personnel file contains a detailed summary of an employee's career, achievements, training, appraisals and other relevant details during their period of employment. What are the documents contained in the personnel file? The personnel file contains numerous documents created or collected during an employee's employment. These include the employment contract, CV, references, employee appraisals, training records, evidence of training, sick notes, payslips, correspondence and leave requests and other relevant documents. The documents provide a detailed insight into an employee's career and performance.

Confidentiality and data protection

The personnel file is strictly confidential and subject to data protection regulations. Only authorized persons directly involved in personnel administration or management may view the information in the personnel file. The secure storage of sensitive data in the personnel file and its protection against unauthorized access are of great importance. In the European Union and Switzerland, strict data protection laws are in place to ensure that personal data is adequately protected.

Access to the personnel file

As a rule, only authorized persons who are directly involved in personnel administration or management have access to the personnel file. In some countries, such as the EU and Switzerland, employees have the right to view their personnel file and request changes or additions if necessary. Companies must ensure that access to the personnel file is only granted in accordance with the applicable data protection regulations and that the confidentiality of the information is maintained.

Retention periods and deletion

The personnel file must be retained for a specified period of time in accordance with legal requirements. Specific retention periods apply to personnel documents in the EU and Switzerland. Documents must be properly destroyed to comply with data protection regulations after the retention period has expired. Companies should ensure that sensitive data is deleted from the personnel file in accordance with applicable data protection laws to protect the privacy of employees.