The personnel file is the administrative memory of the employment relationship. Well kept, it makes day-to-day management easier, protects the company in the event of an inspection or dispute, and saves valuable time.

Documents at hiring

• The signed employment contract and, where applicable, its amendments.
• A copy of the ID document.
• CV, diplomas and previous employment certificates.
• An information sheet (address, declared family situation, emergency contact).
• Proof of registration with social security bodies (CSS, IPRES).
• The result of the pre-employment medical examination.
• The job description.

Documents throughout the career

• Amendments (promotion, change of position, pay rise).
• Annual review reports.
• Training certificates.
• Leave requests and decisions, absence documentation.
• Where applicable, disciplinary letters.

End-of-contract documents

Resignation or dismissal letter, certificate of employment, final settlement receipt: these documents must be kept carefully.

Good archiving practices

Sort documents by section (hiring, career, absences, end of contract), scan important documents and protect personal data: the personnel file is confidential. Retention periods vary depending on the type of document; if in doubt, keep rather than destroy.

Our “personnel file” checklist is available free of charge in the Resources section.