Custom software for personnel file retention periods
Appfront builds software for employers who want to manage the retention periods of personnel files. A retention period is set for each document type, counted from the correct event, such as the end of employment. Documents that reach their period are flagged and, once approved, destroyed, with a record kept of what was destroyed and when. An ongoing case or claim puts destruction on hold.
What is retention period software for personnel files?
A personnel file contains many types of document: the contract, payslips, a copy of the identity document, performance reviews, absence records, correspondence. Each type of document has different rules on how long it must or may be kept. Some documents must be kept longer because of legal retention obligations, while others should in fact be removed sooner, as the GDPR requires that personal data is not kept longer than necessary.
In practice, a personnel file is kept as it is, sometimes for years after employment has ended. Nobody knows which documents should already have been destroyed and which must still be kept. An absence file is kept for too long, or a payslip is discarded too early. And when the data protection officer or a regulator asks how the organisation handles retention periods, there is no overview.
We build custom solutions because employers differ: which document types exist, where the personnel file is stored, which HR system and payroll administration you use, and who decides on destruction. Which retention periods apply to your documents is for you to determine with your lawyer or data protection officer; the software calculates with the periods you record and ensures they are observed.
Period per document type
A retention period and a starting point for each type of document, such as the end of employment or the end of the year.
Destruction with records
Documents that reach their retention period are flagged and, once approved, destroyed, with a record kept.
Exemptions
An ongoing case or claim puts destruction of the relevant documents on hold.
How we build your retention period software for personnel files
We start with your files: which document types exist, where they are stored, which retention periods you apply, and how destruction currently works. You record the periods themselves with your lawyer or data protection officer; we ensure the software calculates with them. This step often reveals that files are kept in more places than expected, such as email, a shared drive or with the payroll administrator.
Your document types, retention periods, storage, HR system and decision-makers.
Documents per employee, with type and calculated destruction date.
Alerts when a retention period is reached, and destruction once approved.
Exceptions for a case, reporting for the DPO, and ongoing management afterwards.
What retention period software for personnel files actually does
The components below feature in almost every employer's setup. Which ones you need depends on your files.
Document types
Types of document with a retention period and starting point.
Documents
Documents per employee, with type and date.
Alerts
Documents that reach their retention period.
Destruction
Destruction once approved, with a record kept.
Exemptions
Hold for an ongoing case or claim.
Reporting
Overview for the data protection officer and audits.
Who we build retention period software for personnel files for
The software is intended for employers who want control over what must be removed, and when.
Large employers
Many employees and files. The alerts are the core.
Staffing agencies
Many short employment contracts. The period after the end of employment matters most.
Healthcare and education
Lots of sensitive data. The record-keeping is what is needed.
Payroll bureaus
Files for several employers. The overview per employer is the core.
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This page is about retention periods for personnel files. For archiving, see our page on Archiving Act software, for privacy our page on GDPR software, and for information to employees our page on the information duty file. You can read about our way of working at building software.
Why choose Appfront for your staff record retention software?
A document kept for too long is a GDPR risk, and a document destroyed too early may turn out to be needed. We build around that: a retention period per document type, timely destruction with a record, and exceptions where needed.
Not kept too long
Documents are removed once their period expires.
Not destroyed too soon
What must be kept is kept, including for ongoing cases.
Demonstrable
For each document, when and why it was destroyed.
Security and privacy in staff record retention software
The software handles staff records, which contain sensitive personal data. It often only sees the type and date of a document, not its contents. Access is set by role, destruction requires approval, and every action is logged.
The software runs in a European data centre or in your own environment, with encrypted storage, daily back-ups and two-factor sign-in.
Frequently asked questions about staff record retention software
Questions HR departments ask before getting started.
It records a retention period and start date for each document type, calculates the destruction date for each document, flags documents reaching the end of their period, destroys them after approval with a record, and keeps track of exceptions for ongoing cases.
This varies by document type. Some are subject to legal retention obligations, such as tax records, while others must not be kept longer than necessary. You determine which periods apply to your documents with your legal adviser or Data Protection Officer.
It depends on the document type: from the end of employment, from the end of a year, or from another event. The software calculates from the start date you record for each type.
Only if you want it to be. Usually the software issues an alert and only destroys documents once someone authorised to decide has approved it. What was destroyed, when and by whom is recorded. That record contains no content from the document, only the type, the employee and the date, so you can demonstrate that retention periods are being followed.
You place an exception on the relevant employee or documents. Destruction is paused until the exception is lifted.
Yes, provided it has an interface. Documents and dates come from the HR system or document store, and the destruction can be carried out there.
Check this first. Some HR systems have retention periods per document type, which is enough if your records are fully covered there. Custom development makes sense if records are held in several places, or if you want destruction with approval and a record.
Want control over what must be removed, and when?
Tell us which document types are in your staff records, where they are held and how you currently handle retention periods. We will show you what the periods, alerts and destruction look like.