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Employee personal files

Employee personnel files constitute a collection of documents containing all information related to the employment relationship between the employer and the employee. These are essential data for managing human resources within the company, as well as fulfilling obligations arising from labor law regulations. Due to their significance, these files must be stored in a manner that particularly safeguards the employee's privacy, in accordance with the applicable legal standards.

Composition of Personnel Files

Employee personnel files should contain five basic sections (A, B, C, D, and E), which include various documents:

  • Section A – Documents related to the establishment of the employment relationship, including the employment contract, personal questionnaire, and statements regarding data protection.
  • Section B – Documentation related to the course of employment, such as periodic evaluations, training documents, medical certificates, and any warnings or commendations.
  • Section C – Documents concerning the termination of the employment relationship, such as the employment certificate, documentation related to any employee disputes, and the termination of the employment contract.
  • Section D – Includes documents related to disciplinary responsibility or responsibilities specified in other regulations.
  • Section E – Contains documents related to the employee’s sobriety control or the presence of substances acting similarly to alcohol in their system.

Legal Aspects of Storing Personnel Files

According to Polish law, employee personnel files should be kept by the employer for no less than 10 years from the date of employment termination. This requirement arises from the need to maintain documentation for pension, tax, and potential claims related to employee rights.

Additionally, managing personnel files must comply with GDPR regulations, which means ensuring proper data protection, limiting access to documentation to authorized persons only, and allowing employees to view, modify, or even delete their data.

Importance of Personnel Files for Employers and Employees

For the employer, accurate and systematic documentation in the employee’s personnel files is crucial for several reasons:

  • Ensuring Compliance with the Law – Adhering to labor law and data protection regulations.
  • Human Resource Management – Effective planning of staffing needs, training, employee evaluations, and career development.
  • Protection Against Claims – In legal disputes, complete documentation can serve as evidence in court proceedings.

For the employee, personnel files guarantee that their rights are respected and their personal information is properly protected. The ability to view and correct their data gives the employee control over how they are perceived and treated in the workplace.

Conclusions

Managing employee personnel files is a complex task that requires employers not only to be familiar with the law but also to organize office work properly. Properly maintained employee personnel files can help avoid potential legal issues and increase the efficiency of the company’s internal processes. It is important for every employer to regularly update their procedures related to personnel files, adapting them to changing regulations and new challenges in human resource management.