How long we can keep the personal file of left employees? - CiteHR
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How long we can keep the personal file of left employees?
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Hi,
If you are comfortable, keep it for 5 Years. Many audit Standards specifies minimum limits differently.
Good Luck.
There is no such legal specification in any labour enactments about keeping records of left employees.. It all depends on your internal policy. However, you can consider period provided under Income tax Act , though not very relevant.
regds
Though there is no such particular law, but basis my experience over all these years, I would suggest, the companies should always keep employees personal files atleast in soft copies. Many a times, enquiries from police, labour office, or any other govt bodies come after many years of employees leaving the job. And sometimes they are crucial ones. There are agencies in India who give this service of scanning all the documents in respective folders and giving access to authorized persons only.
Hi,
Minimum 5 year to preserve the left employees documents is advisable. Though there is no legal requirement, under Under Minimum Wages Act /Payment of wages Act the respective Controlling Authorities have the right to demand registers/documents for scrutiny purpose for a minimum past period as stipulated by the Act.
Added to the above in case of any offence committed by the left employees even Police Authorities may demand address proof and related stuff.
There is no provision in any law. Finance & Accounts people are keeping their records in safe for a minimum period of 5 years and there are companies which keeps records for 15 yrs or more.
But it is advisable for company to fully digitalize the service records of employees who have left services.
Company can keep the service records/personal files of left employees, as long as it remain intact.
Thanks
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