Document
Retention Period
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
Miscellaneous 1
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.
