Understanding the rules around retaining HR documents is important for any business.  The policies in HR provide written guidance for employees and managers on how to handle a range of employment issues. They play an important role in effectively implementing an organisation’s HR strategy, while creating a positive organisational culture.

In most HR departments there will be high volumes of documents.  Whether your company is storing hard or digital copies, ensuring their security is vital.  Crucial records, such as those relating to pensions need to be safe from prying eyes, hackers and fire.

Retaining HR Documents

Some records have a legal requirement to be kept and others are just good practice.

Retaining HR documents







Employers need to think about retaining HR documents and keeping employee records for as long as they might be needed, in order to be protected.  In some cases it would be safer to go beyond the legal minimum. Here is guidance on some of the more important ones:











With the introduction of GDPR a year ago, businesses must have tight control over any personal data such as names, DOB, ID number or location data.  Personal data records should be kept securely from risk of unauthorised access, and from accidental destruction.  The Data Protection Act requires that such data is kept no longer than is needed and must be securely destroyed afterwards.