What is an Employee Personnel File and How is it Prepared?

Share:

An employee personnel file is an archive file created for each employee at a workplace, containing all information and documents from the employee's start to the end of their employment. This file includes the employee's identification information, recruitment documents, contracts, performance evaluations, wage and leave records, disciplinary procedures, and all other official documents.

Why is an Employee Personnel File Important?

An employee personnel file serves several important functions for businesses and employees:

Legal Obligation

According to Labor Law No. 4857, employers are obligated to prepare a personnel file for each employee. This file is one of the first documents requested by Ministry of Labor inspectors during inspections. A missing or inaccurate personnel file can result in significant administrative fines for the employer.

Protection of Employer and Employee Rights

When all processes, from employment contracts to leave documents, are documented, neither employer nor employee suffers a loss of rights. This file serves as one of the most reliable pieces of evidence in the event of a dispute.

Organized Human Resources Management

Keeping personnel information organized ensures the smooth operation of HR processes. Performance evaluations, promotions, payrolls, leave plans, and overtime records are tracked in these files.

Builds Corporate Memory

Especially for growing businesses, keeping a record of each employee's background information is a significant advantage. Even the background information of a resigned employee can be reviewed when necessary.

Documents Required for the Employee Personnel File

Documents required for the employee personnel file can be divided into four main categories: employment documents, employment contracts, employment process documents, and termination documents. Below, we list these documents in detail.

Employment Documents

These documents are submitted by the employee before starting work and legally validate the hiring process.

• Photocopy of ID card

• Proof of residence

• Criminal record

• Health report (pre-employment health report)

• CV

• Passport photo (usually 2–4 copies)

• Proof of military service (for male employees)

• Diploma or graduation certificate

• Professional-specific documents such as SRC, psychotechnical certificate (if required)

• Disability status report (for those hired with a disability)

These documents are required to verify the employee's identity, qualifications, and legal eligibility.

Documents Related to the Employment Contract and Working Conditions

This document establishes the legal bond between the employee and the employer.

• Written employment contract

• Position description

• Wage notification

• Overtime acceptance form

• Shift or working hours plan

• Documents related to the trial period

• Confidentiality agreement (if applicable)

• Employee disclosure text and explicit consent form under the Personal Data Protection Law

These documents clarify the scope of the job, wages, and working conditions.

Documents Relating to the Employee's Employment Process

All records generated during the employee's employment period are located in this section.

• Payrolls

• Leave documents (annual leave forms, excused absence forms, etc.)

• Pay slips

• Performance evaluation forms

• Training participation documents

• Disciplinary reports

• Warning and defense letters

• Duty change documents

• Bonus and additional payment approvals

• Time record sheets

• Attendance and absence reports

These documents are crucial for both internal regulations and potential legal proceedings.

Termination Documents

The final documents added to the employee's file upon termination are:

• Resignation notice

• Discharge form

• Notice and severance pay calculation documents

• Exit interview form

• Employment certificate (a copy if provided)

These documents demonstrate that the employee's employment with the company has been properly concluded.

How to Prepare an Employee Personnel File?

When preparing a personnel file, simply collecting documents isn't enough. The file must be organized, complete, and compliant with regulations. Below is a step-by-step guide to preparing a personnel file:

Open a File

A separate file should be opened for each employee, and the following information should be included:

• Employee's Name and Surname

• Turkish Identity Number

• Position

• Employment Date

• Employee Registration Number (if applicable)

If digital HR programs are used, the same information should be created in the system.

Gather Required Documents

Documents required upon starting work must be complete. You can create a list of missing documents and submit them to the employee to request completion.

The current status of each document should also be verified. For example, residence permits and criminal record records can be updated periodically.

Fold and Categorize Documents

The file should be clear of clutter. Separating documents according to the following headings will help keep them organized:

• Identity and official documents

• Employment contracts and attachments

• Wage and payroll documents

• Performance and training documents

• Disciplinary records

• Leave and e-government reports

• Premium/additional payment documents

• Dismissal documents

This organization will simplify your work in the event of a potential official audit.

Create a Digital Copy (Recommended)

Most companies now store personnel files digitally. This:

• Eliminates the risk of document loss

• Enables quick access during audits

• Backups can be made

• Employee data is more securely protected

Encryption should be used in digital environments to ensure data security under the Personal Data Protection Law.

Regularly Update the File

The job doesn't end after the personnel file is created. All developments, such as employee job changes, leaves of absence, performance reports, and salary increases, should be included in the file. Reviewing the file every three months greatly simplifies matters for HR departments.

Close the File Upon Termination

When an employee terminates:

• A Social Security Institution termination notice must be attached.

• A discharge form must be obtained.

• Copies of all documents provided to the employee must be kept.

• The file must be placed in the "Archive" section.

The file must be retained for a minimum of 10 years, as required by the Labor Law.

Things to Consider When Preparing an Employee Personnel File

Preparing a personnel file correctly is crucial for both workplace security and legal requirements. The following points should be strictly observed:

Pay Attention to KVKK Compliance

Employee data is considered personal data. Therefore, data protection must be ensured, access must be granted only to authorized individuals, and the file must be stored in a secure location.

Avoid Collecting Unnecessary Documents

Not every document is required to be included in the file. For example, an employee's marital status or family information should only be collected if it is to be reported to the Social Security Institution (SGK).

Ensure Documents Are Current

Outdated health reports, residence permits, and criminal records may be considered invalid.

Have All Documents Signed Completely

Every form must be signed by both the employee and the employer's representative.

Maintain the File Organization

A cluttered file causes time-consuming audits. It's beneficial to have documents in chronological order.

Who Should Prepare a Personnel File?

A personnel file should be prepared for all employees, regardless of whether they are full-time, part-time, temporary workers, interns, or apprentices. While the scope of the document is more limited for interns and apprentices, it is a legal requirement to create a file.

How Long Should Employee Personnel Files Be Kept?

According to Labor Law and Social Security regulations, personnel files must be kept for at least 10 years. This period may be extended in special circumstances such as compensation claims or workplace accidents.

Conclusion

The personnel file is an important file for which the employer has both legal and administrative responsibilities. Properly prepared personnel files ensure a company's HR processes are organized, transparent, and secure. They also serve as a key piece of evidence in disputes that may arise between employers and employees.

Therefore, it is crucial for all employers to meticulously collect, organize, and preserve documents at every stage, from the recruitment process to termination.