Employee Personnel File: Requirements for Creation, Management, and Retention in 2026

A personnel file is one of the fundamental tools of HR recordkeeping. It contains key employee documents, from hiring to termination. A properly maintained personnel file helps substantiate HR decisions, simplifies audits and inspections, and reduces the risk of labor disputes.

In 2026, the rules governing personnel files remain largely unchanged. Employers continue to follow the Rules for Records Management and Archival Storage of Documents, as well as personal data protection legislation.

At the same time, HR processes are increasingly moving into digital environments. As a result, HR departments must combine traditional personnel file requirements with modern electronic HR document management tools.

It is important for companies not only to maintain personnel files but also to do so correctly. In this article, we explain the current requirements for personnel files and how digital tools can help ensure compliance.

What Has Changed for Employers in 2026

There have been few formal changes to personnel file management procedures in 2026. However, employers are increasingly facing three practical challenges:

• controlling the volume of personal data stored in HR documents;
• combining paper-based and electronic HR processes;
• ensuring quick access to documents during audits, inspections, and internal HR procedures.

As a result, more companies are revising their approaches to personnel file management and automating HR document workflows.

What Is an Employee Personnel File?

A personnel file is a structured collection of documents containing essential information about an employee and documenting their employment relationship with the employer.

The file contains information regarding:

• education and qualifications;
• military registration records;
• personnel transfers and changes;
• professional development;
• hiring and termination.

The primary regulatory document remains the Rules for Records Management and Archival Storage of Documents, approved by Order No. 1000/5 of the Ministry of Justice. These Rules establish the procedures for creating, maintaining, and storing personnel files.

Is Maintaining Personnel Files Mandatory?

This is one of the most common HR questions.

The obligation to maintain personnel files depends on the employee category and position classification under the Classification of Occupations. Personnel files are mandatory for:

• managers;
• professionals;
• specialists;
• clerical and technical employees.

For blue-collar occupations, maintaining a personnel file is generally not mandatory unless otherwise required by the employer’s internal regulations.

However, many companies create personnel files for all employees. This simplifies internal control and helps standardize HR processes.

What Documents Must Be Included in a Personnel File?

The composition of a personnel file is defined by Rules No. 1000/5. Documents are arranged chronologically as they are received. A typical file includes:

• employment application;
• employment agreement or contract;
• copy or extract of the hiring order;
• employee record sheet;
• autobiography;
• copies of a passport or ID card;
• copy of the taxpayer identification number;
• copies of military registration documents;
• copies of educational documents;
• documents related to transfers, secondary employment, and changes in personal data;
• certification and professional development records;
• termination documents.

The specific set of documents may vary depending on the employer’s internal procedures, but the file structure must comply with records management and archival requirements.

What Documents Should Not Be Stored in a Personnel File?

One of the most common HR mistakes is accumulating documents unrelated to personnel administration. This creates additional risks during inspections and when processing personal data.

The following documents are generally not included in a personnel file:

• copies of marriage certificates or children’s birth certificates unless required to confirm eligibility for benefits;
• family composition certificates;
• property ownership documents;
• original employment record books.

The principle is simple: only data necessary to fulfill labor law requirements should be retained.

Where Should Additional Employee Information Be Stored?

HR specialists often need additional information that is not part of the personnel file. For example:

• data for corporate loyalty programs;
• information required for organizing gifts for employees’ children;
• internal questionnaires;
• additional contact details.

If the company uses an electronic HR document management system, such information can be stored in separate employee profiles with controlled access. For example, within Vchasno.Kadry, employers can customize profile structures according to their processes and restrict access to different categories of data.

How to Maintain Personnel File Records

Once created, each personnel file is assigned a unique number.

To track personnel files, employers typically maintain a personnel file register or logbook.

A personnel file register makes it possible to quickly locate a file during an HR inspection.

How to Properly Organize a Personnel File

The procedure is described in detail in Rules No. 1000/5.

An internal inventory of documents is placed at the beginning of the file. It specifies the document title, date, reference number, and number of pages.

Key organizational requirements include:

• documents must be filed in a hard-cover folder;
• pages must be numbered in pencil;
• a certification sheet must be added at the end;
• the internal inventory must be kept up to date.

A properly organized file significantly simplifies inspections and archival transfers.

How to Reduce Manual Work When Creating Personnel Files

The greatest amount of time spent by HR departments is not on storing documents but on collecting them.

Searching for diploma copies, reminding employees about missing documents, printing, scanning, and signing documents often consumes hours of working time every week.
That is why more companies are automating this stage.

Using Vchasno.Kadry, companies can:

• collect documents remotely;
• receive signed applications online;
• automatically structure files;
• monitor document completeness in real time.

As a result, HR specialists work with a ready-to-use document package instead of endless correspondence and reminders.

How Long Should Personnel Files Be Retained?

Personnel files are classified as long-term retention documents. For most employers, the retention period is 75 years in accordance with the List of Standard Documents Indicating Retention Periods.

During the first two years, the file is typically stored within the HR department. After that, it is transferred to the company archive.

Loss of these documents can create serious issues:

• during inspections;
• when confirming employment history;
• in labor disputes;
• when employees apply for pension calculations.

Therefore, archival storage is not merely a formality but an important element of a company’s HR compliance and risk management framework.

Personnel File Management Checklist for HR Professionals

Conduct a quick self-assessment:

✅ Personnel files have been created for all employees whose positions fall under occupational groups 1–4 of the Classification of Occupations.
✅ Files do not contain unnecessary personal data or unrelated documents.
✅ Internal inventories are up to date.
✅ File numbers correspond to entries in the personnel file register.
✅ Access to documents is restricted.
✅ Archival storage is organized in compliance with legal requirements.
✅ Processes for collecting and updating documents are automated as much as possible.

In 2026, employers must not only create personnel files correctly but also ensure proper recordkeeping, protection, and long-term retention. This is why more companies are transitioning from paper archives to electronic HR document management systems that make document handling faster and more organized.

Vchasno.Kadry helps companies achieve these goals. The platform not only reduces the manual workload of HR specialists but also streamlines data storage in full compliance with HR records management requirements.