Compare record retention requirements for up to four countries on the comparison summary chart page. 🔍
Document
Retention Period
Beginning of Retention Period
Legal Reference
EMPLOYMENT RECORDS
Contracts (new hire agreements, severance, etc.)
Minimum 5 years (executive) - debt related, etc.; Minimum 10 years (ordinary)
From termination
Art. 2536, Civil Code (Statute of Limitations Executive and Ordinary); Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Time records (work hours, rest periods, vacation/sick/holiday, etc.)
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Performance records (performance reviews, promotions/demotions, licenses/certifications, investigations, disciplinary actions, etc.)
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination, and, if applicable, from date employer receives employee claim
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Data and personnel files
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination, and, if applicable, from date employer receives employee claim
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Government verification records (work papers, immigration, eligibility to work, etc.)
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Collective bargaining/union
N/A, collective bargaining/union agreements can be requested at any time from the Ministry of Labor
N/A
Art. 469, Labor Code
Background checks and drug tests
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Acknowledgements, policy agreements and required notices
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination, and, if applicable, from date employer receives employee claim
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Recruitment (interview notes, resumes/CVs, reference checks, etc.)
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Tracking/recordings (biometric, geo-location, online tracking, camera recordings, etc.)
Retain minimum 10 years as best practice in case of a judicial claim
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
BENEFIT/PENSION/EQUITY RECORDS
Benefits (plan documents, enrollment records)
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Pension and retirement records
Minimum 20 years; Note: pension rights do not expire
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Equity records
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
PAYROLL/WAGE/TAX RECORDS
Payroll and wage data (payslips, etc.)
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Tax records
Verify with Colombian tax/financial expert
MEDICAL/SAFETY/LEAVE RECORDS
Leave (family, medical, etc.)
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Injury and illness incident reports
Minimum 3 years; Best practice retain minimum 10 years after termination of employment contract (1 year after expiration of rights)
From termination
Art. 488, Labor Code; Art. 151, Procedural Code of Labor (Decree 2158 of 1948)
Medical records
Generally not permitted; Medical exam performed by company's doctor as part of a periodic exam: Best practice minimum 20 years
From termination
Art. 13, Decree 1443 of 2014
Hazardous material and other exposure records
Best practice minimum 20 years
From termination
Art. 13, Decree 1443 of 2014
Miscellaneous 1
Occupational Safety and Health Management System related records (Employee epidemiological health profiles; measurement and monitoring of work environments for risk and hazard surveillance and control programs; occupational and safety education and training activities; and, records of personal protection supply): Minimum 20 years
From termination
Decree 1072 of 2015, Art. 2.2.4.6.13
UKG's HR Compliance Assist team relies on a network of internal and external compliance experts and lawyers to provide clients with best practices and recommendations on topics such as HR document retention, employee data privacy, and HR electronic records. HR Compliance Assist also provides local compliance monitoring and alert services in select countries where UKG's customers have employees. HR Compliance Assist is a service exclusively available to UKG customers.
