HR Record Retention Requirements

Czech Republic - Summary Chart

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Czech Republic


DOCUMENTS

RETENTION PERIOD
(minimum and/or maximum)

BEGINNING OF  RETENTION PERIOD

LEGAL REFERENCE

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

Minimum: 30 years

From end of employment

Act No. 582/1991 Coll., on Social Security Organisation and Administration, Art. 35a(4)(d)

Time records (work hours, rest periods, vacation/sick/holiday, etc.)

Minimum: 5 years

Maximum: 30 years

Minimum: From end of financial year to which records relate

Maximum: From end of employment

Act on Accounting (No. 563/1991), Art. 31

Act No. 582/1991 Coll., on Social Security Organisation and Administration, Art. 35a(4)(d)

Performance records (performance reviews, promotions/demotions, licenses/certifications, investigations, disciplinary actions, etc.)

Maximum: 10 years

From end of validity

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Data and personnel files

Maximum: 10 years

From end of employment

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Government verification records (work papers, immigration, eligibility to work, etc.)

Minimum: 3 years

Maximum: 10 years

From end of employment

Act No. 435/2004 Coll., Act on Employment, Art. 102(3)

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Collective bargaining/union

Minimum: 5 years

Maximum: 10 years

From end of validity of the collective bargaining agreement

Act No. 2/1991 Coll., Act on Collective Bargaining, Art. 9 (4)

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Background checks and drug tests

Maximum: 10 years

From end of validity

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Acknowledgements, policy agreements and required notices

Maximum: 10 years

From end of employment

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Recruitment (interview notes, resumes/CVs, reference checks, etc.)

Applicants who become employees: maximum 10 years

Applicants who do not become employees: maximum 10 years

Applicants who become employees: From end of employment

Applicants who do not become employees: From end of recruitment process

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Tracking/recordings (biometric, geo-location, online tracking, camera recordings, etc.)

Maximum: 10 years

From end of validity

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Internal work rules (ex. employee handbook)

Minimum: 10 years

From date of termination of their validity

Labour Code (No. 262/2006), Sec. 305

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

Maximum: 10 years

From end of validity

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Pension records

Minimum: 3 years

End of year relevant for the document (old-pension records are issued for each year of employment)

Act No. 582/1991 Coll., on Social Security Organisation and Administration, Art. 35a(4)(a)

Equity records

Minimum: 5 years (10 years for financial statements and annual reports)

From end of financial year to which records relate

Act on Accounting (563/1991), Art. 31

PAYROLL/WAGE/TAX RECORDS

 

 

Payroll and wage data (payslips, etc.)

Minimum: 5 years for accounting related records

From end of financial year to which records relate

Act on Accounting (563/1991), Art. 31

Tax records

Minimum: 5 years (10 years for financial statements and annual reports)

From end of financial year to which records relate

Act on Accounting (563/1991), Art. 31

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

Maximum: 10 years

From end of validity

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Injury and illness incident reports

Minimum: 30 years

From the date of the accident

Act No. 582/1991 Coll., on Social Security Organisation and Administration, Art. 35a(4)(d)

Medical records

Maximum: 10 years

From the date of termination of work incapacity

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

Hazardous material and other exposure records

Maximum: 10 years

From end of validity

Civil Code (No. 89/2012), Special Provisions, Sec. 631 - 644

 

 


Ultimate Software'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 Ultimate Software's customers have employees. HR Compliance Assist is a service exclusively available to Ultimate Software customers.

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