Archiving personnel documents

According to Swedish accounting law, a company’s payroll records must be kept, i.e., archived, for at least seven years after the calendar year in which the fiscal year ended.

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The importance of proper archiving and management of personnel documentation

Since a wage claim expires only after ten years, wage records should be kept until the expiration of the statute of limitations. This includes all salary information, time reports, travel expenses, and pay slips.

It is the responsibility of the organization’s authorized signatory to ensure that the archiving of accounting records complies with the requirements of the Accounting Act and to oversee the organization’s handling of its personnel for 10 years after they have left.

Employment contracts, application documents, employer certificates, occupational safety, work permits, union membership, parental leave, collective agreements, Co-Determination in the Workplace (MBL) protocols, medical certificates, salary information, next of kin, vacation schedules, service certificates, training certificates, and extracts from the criminal record register. The list of personnel documents generated in a business is extensive.

Laws and regulations for archiving

Depending on the information in the personnel document, it is subject to various laws and regulations (such as the Accounting Act, GDPR, among others) that determine if, how long, and how the document must be retained, i.e., archived.

Depona specializes in physical archiving of personnel documents! Since 1999, we have been one of the leading companies in the Nordic region in archiving and archive services. We can help you archive your personnel documents in a qualitative and cost-effective manner.

Superb overview and access to your archives

Thanks to our unique web-based and user-friendly archive system Visual Archive®, which contains images of the material, you get full control, overview, and access to your archives. An order for archive material is typically processed within a few hours.

Physical Personnel Records are a popular type of document to have digitized, which we can assist you with, and you can read more about on the pages about digital services.

Common questions about Archiving Personnel Documents

What is an intermediate archive?2024-04-23T09:45:20+02:00

What is an intermediate archive?

An intermediate archive is an archive that is active, meaning it contains documents that are continuously being worked with. In a company, for example, this could involve personnel records or invoices.

What does ISO 9001 certification mean for Depona and their customers?2024-08-28T14:08:51+02:00

What does ISO 9001 certification mean for Depona and their customers?

The ISO 9001 certification is evidence of Depona’s commitment to quality and continuous improvement. By adhering to the requirements of the ISO 9001 standard, Depona demonstrates that they operate according to a structured quality management model. This means they aim to meet and exceed customer expectations by continuously improving their processes and services. For customers, this translates to increased reliability and confidence in Depona’s products and services.

How does ISO 14001 certification contribute to the company’s environmental responsibility and sustainability efforts?2024-08-28T14:08:59+02:00

How does ISO 14001 certification contribute to the company’s environmental responsibility and sustainability efforts?

The ISO 14001 certification confirms the company’s commitment to reducing its environmental impact and promoting sustainability. By implementing an effective environmental management system, the company can minimize its operational impact on the environment by continuously improving and reducing waste, energy consumption, and emissions. Being ISO 14001 certified demonstrates the company’s commitment to conducting its operations in a sustainable manner and taking responsibility for the environment.

What does the ISO 27001 certification entail for the handling of sensitive information and data?2024-08-28T14:09:09+02:00

What does the ISO 27001 certification entail for the handling of sensitive information and data?

The ISO 27001 certification is a strong testament to the focus on information security and protection of sensitive data. By being certified according to ISO 27001, the company demonstrates that it has implemented comprehensive security controls and management systems to prevent, detect, and manage security threats. This provides customers with confidence that their information is handled with the highest security standards possible and is protected against unauthorized access, alteration, or loss. The ISO 27001 certification is an important step in ensuring that the company meets high requirements for information security and provides its customers with the security they need.