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Feb 2021, 08

Personnel Personnel File

Emine Çelik Uzun
| Blog
Personnel Personnel File

Personnel Personal Files are files containing various information and documents requested by companies during the recruitment process. Although the content of these files is determined by law, they may differ in practice. The documents requested by each company from their employees in accordance with the sensitivity of the work they will do vary. It is the responsibility of the human resources department to manage the process of taking all these information and documents from individuals and filing and keeping them in certain standards. When we look at the legal regulations, in Article 75 of the Law No. 4857; The employer arranges a personal file for each employee he employs. In this file, the employer is obliged to keep all kinds of documents and records that the employee is obliged to arrange in accordance with this Law and other laws, as well as the identity information of the worker, and show them to authorized officials and authorities when requested. The employer is obliged to use the information obtained about the employee in accordance with the rules of honesty and law and not to disclose the information that has a justified interest in keeping it confidential.

What Happens in the Personnel Personal File?

Personnel personal file includes all kinds of documents that are received and given between the company and the employee during the employment contract, in addition to the documents with wet signature requested from the employee. Documents such as health report, permit form, disciplinary action can be given as examples of such documents. In addition, care should be taken to ensure that all documents in the personnel file are up-to-date, and a new document should be requested from the employee for documents that lose their validity.

What Happens in the Personnel Personal File?

Personnel personal file includes all kinds of documents that are received and given between the company and the employee during the employment contract, in addition to the documents with wet signature requested from the employee. Documents such as health report, permit form, disciplinary action can be given as examples of such documents. In addition, care should be taken to ensure that all documents in the personnel file are up-to-date, and a new document should be requested from the employee for documents that lose their validity.

The documents in the personnel file must meet the standards determined by law and be kept in a certain order. As stated in the law, the employer is obliged to ensure the confidentiality of these documents containing all kinds of private information belonging to the employee.

If it is necessary to list the documents in the personnel personal file;

1. Photocopy of the identity card of the employee
2. Certificate of residence of the employee
3. Diploma photocopy or graduation certificate documenting the education received by the employee.
4. Criminal record
5. Passport photo
6. Population registration copy
7. Document stating the family status
8.Document stating the military status of male employees
9. Health report
10. Blood type card
11. Employment contract / Service contract
12. SSI recruitment declaration

Apart from these, the documents that should be included in the personal file according to the qualifications of the worker and the nature of the job, the documents that should be added to the personal file during the continuing and leaving the work should also be included in this list.

How Long Should the Personnel Personal File be Preserved?

There is no article in the Labor Law regulating the retention periods of personal files. Therefore, this situation is confusing for the employers and those responsible in the human resources department. Although the Labor Law does not help much in this regard, it states that the official records and documents of the workplace should be kept for ten years, although the SSI legislation does not fully address this issue. If we say that the personnel personal file should be kept for ten years due to its entry in the corporate record documents, we will not give any wrong information.