Personnel File and Legal Documents

What Is a Personnel File?

The personnel file is the file where all the official documents belonging to an employee are kept. The employer (apartment) employing personnel is obligated to create and keep a personnel file for each employee. This file both documents that the employer\'s obligations have been fulfilled and is the basic source of evidence in a possible labor dispute.

What Should Be in the File?

What must be included in a personnel file:

• Employment contract
• Identity and contact information
• Social security entry declaration
• Wage and payroll records
• Leave records
• Occupational safety training/document records, if any
• Termination/exit documents if the employment contract has ended

These documents must be kept in order and completely.

Why Is It So Important?

In a labor dispute (compensation, wage, severance), the documents in the personnel file are decisive. The start-of-work date, wage history, and leave usage are understood from this file. An employer without documentation may be defenseless in a lawsuit. We covered the role of the personnel file in compensation calculation in our severance and notice compensation article.

Relationship with KVKK

The personnel file contains personal data; this data must be protected under KVKK. Employee information must be kept secure, protected against unauthorized access, and not used for non-purpose. We explained data protection principles in our KVKK article; these principles also apply to personnel data.

Importance of Regular Maintenance

Keeping the personnel file current and orderly is part of the employer\'s responsibility. During handover, these files must be transferred to the new management. Regular maintenance of documents is critical for both legal compliance and protecting the manager. We covered general record discipline in our risk management article.

Common Mistakes

• Not keeping a file: Undocumented employment leaves the employer defenseless in a dispute.
• Missing documents: A missing contract or social security document creates risk.
• Not protecting data: Personnel data must be protected under KVKK.

Related Topics

The personnel file is part of the hiring process; you can refer to our concierge hiring and social security article. We covered the role of personnel documents in compensation calculation in our severance and notice compensation article and the protection of personnel data in our KVKK article.

This content is for informational purposes. Consult an accountant and legal advisor for personnel file obligations.