An employee’s personnel file is part of the employee file. Every employer is required to maintain it. How to do it in accordance with the regulations in 2025? We explain how to properly maintain and archive personnel files, what solutions you can reach for and what challenges you can expect.
Table of Contents
- Personnel Files 2025 – Definition And Legal Obligation
- Structure of Personnel Files – Division Into Sections A–E
- Which Documents Should Be Included in Each Section of Employee Personnel Files?
- Storing Employee Personnel Files – Paper or Electronic Form?
- Where And How to Safely Store Employee Personnel Files?
- Retention Period for Employee Personnel Files – 10 or 50 Years?
- Thematic Sections in Employee Personnel Files – Flexible Division
- Personnel Files – Summary
- FAQ – Personnel Files
Personnel Files 2025 – Definition And Legal Obligation
The Labour Code requires employers to maintain employment documentation properly. Each employee must have a separate personnel file, regardless of company size. This obligation has both formal and evidential nature. It is crucial for employee claims or inspections.
Structure of Personnel Files – Division Into Sections A–E
According to the Regulation of the Minister of Family, Labour and Social Policy on employee documentation, personnel files now consist of five thematic sections. Since 2023, section E has been added to the previous four sections.
| Section | Contents |
| A | Documents related to the recruitment process and applying for employment |
| B | Documentation concerning the establishment of the employment relationship and its course, e.g., contracts, training, medical exams, and statements |
| C | Documents related to the termination of employment |
| D | Information on disciplinary penalties and liability |
| E | Data on sobriety checks and the presence of psychoactive substances in the employee’s body |
Which Documents Should Be Included in Each Section of Employee Personnel Files?
Personnel files – Section A gathers data at the recruitment stage:
- questionnaire for the candidate,
- copies of employment certificates and diplomas,
- certificates of completed training,
- referral for preliminary examinations and medical opinion,
- other documents required by specific regulations.
Only copies are kept in this section. The original documents can only be requested for verification. Each copy must be marked with the note “copy consistent with the original document”.
Personnel files – Section B concerns the employment itself. It Includes:
- employment contract and description of responsibilities,
- Health and Safety (OHS) training certificates, regulations, information on parental rights,
- documents related to leaves, bonuses, non-competition agreements, and entrusted property
- from 2023: documents related to remote work,
- health certificates from periodic and follow-up medical examinations,
- documentation related to accidents and occupational diseases.
Personnel files – Section C relates to the termination of employment. The following are stored here:
- termination notices or mutual agreements
- employment certificates,
- non-competition agreement after termination of employment,
- documents on wage garnishment,
- medical certificates after termination of employment,
- information about unused leave compensation
Personnel files – Section D includes documents related to disciplinary liability. For example:
- copies of disciplinary notices
- other letters confirming disciplinary actions.
What is important, regulations require effective and irreversible removal of disciplinary information after one year.
Personnel files – Section E is a new section since 2023. It contains information on:
- sobriety tests carried out by the employer,
- tests carried out by authorised authorities (e.g. the Police),
- tests for the presence of psychoactive substances.
Storing Employee Personnel Files – Paper or Electronic Form?
For several years, it has been possible to maintain personnel files electronically, on an equal basis with paper format. The form is the employer’s choice, who may:
- keep documentation only electronically
- continue in paper form
- use a hybrid method (e.g., old files on paper, new ones digitally)
To keep e-files, you need software that meets the legal requirements. You will also need a qualified electronic signature or seal with which each document is signed.
Where And How to Safely Store Employee Personnel Files?
Employee personnel files, regardless of their form, must be protected against unauthorised access. For the paper version, this means:
- closed cabinets in rooms with controlled access,
- proper humidity, temperature and fire protection conditions.
For electronic records, there are requirements for digital security, backups and access control.
Retention Period for Employee Personnel Files – 10 or 50 Years?
The retention period of the files depends on the date of employment:
| Date of Employment | Retention period |
| Before 1 January 2019 | 50 years |
| After 1 January 2019 | 10 years (with submission of ZUS RIA report) |
| 1999–2018 (optional) | Possible reduction to 10 years after submission of ZUS OSW and ZUS RIA informational report |
Thematic Sections in Employee Personnel Files – Flexible Division
The regulations allow for the division of each section of the file into smaller segments, e.g. A1, A2, B1, B2 – depending on the type of documents. This is particularly useful in electronic systems as it enables faster information retrieval.
Personnel Files – Summary
Proper management of personnel files is an obligation of every employer. It is essential for legal company operations. In 2025, the principles introduced in previous years remain valid. However, the digitalisation of HR processes is becoming increasingly important. Regardless of the form, documents must be complete and properly stored in chronological order.
Don’t risk! Check if your personnel files are complete and managed according to current regulations. If you have any doubts, consult professionals and contact our legal experts. Take care of your documentation before an inspection does it for you!
FAQ – Personnel Files
What are employee personnel files?
This is documentation related to the entire period of employment. It is divided into five sections (A–E).
Is it mandatory to keep personnel files?
Yes, it is mandatory for every employee hired on an employment contract.
Can personnel files be kept electronically?
Yes – provided that appropriate software and qualified signatures are used.
How long do you have to keep personnel files?
From 10 to 50 years, depending on the date of employment and reports sent to the Social Insurance Institution.
What does section A of the personnel files contain?
Documents from the recruitment process – CVs, questionnaires, preliminary examinations.
What should be included in section B?
Employment contracts, regulations, training certificates, statements, and other documents from the employment period.
What does section C look like?
These are documents related to the termination of the contract and the end of cooperation.
What is section D?
A place for documents related to disciplinary penalties – e.g. notes.
What is section E?
It contains information about sobriety checks and tests for psychoactive substances.
Can files be divided into thematic parts?
Yes – e.g. A1, A2, which makes it easier to organise and manage documentation.