A personnel file is the official record of an employee’s work history, maintained by the HR department.
It contains essential documents such as job applications, contracts, performance reviews, disciplinary actions, and records of training and promotions.

Properly managing personnel files ensures compliance with labor laws, supports HR decision-making, and protects both the employer and employee in case of disputes.

Why Personnel Files Matter

• Legal Compliance – Ensures adherence to labor regulations.
  
• Accurate Recordkeeping – Provides a complete history of employment.
  
• Supports HR Decisions – Aids in promotions, disciplinary actions, and benefits administration.
  
• Protects Against Disputes – Offers documentation in case of legal or internal claims.
  
• Improves Organization – Keeps employee records accessible and secure.
  

Key Contents of a Personnel File

1. Employment Application and Resume – Original job application materials.
   
2. Job Offer and Contract – Terms and conditions of employment.
   
3. Performance Reviews – Annual or periodic evaluations.
   
4. Training Records – Certifications and skill development records.
   
5. Disciplinary Actions – Warnings, suspensions, or corrective measures.
   

Best Practices for Managing Personnel Files

• Keep files secure and confidential.
  
• Separate medical and confidential records from general personnel files.
  
• Maintain both physical and digital backups.
  
• Follow document retention laws for employment records.
  
• Restrict access to authorized HR personnel only.
  

FAQs: Personnel File

Q1: Who can access a personnel file?
A: Typically HR staff and the employee, though laws vary by region.

Q2: How long should personnel files be kept?
A: Usually 3–7 years after employment ends, depending on regulations.

Q3: Can employees request a copy of their personnel file?
A: Yes, in many regions employees have the right to review or obtain copies.

Q4: Should payroll records be in the personnel file?
A: Payroll records are often stored separately for confidentiality.

Q5: What’s the difference between a personnel file and an HRIS record?
A: A personnel file is the official physical or digital record; HRIS is a system used to manage that data.