HR Record Retention Requirements

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Greece


DOCUMENTS

RETENTION PERIOD
(minimum and/or maximum)

BEGINNING OF  RETENTION PERIOD

LEGAL REFERENCE

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

Minimum 5 years

From termination

Law 3762/2009, Art. 7, Civil Code, Art. 250 (claims limit)

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

Minimum 5 years

From end of year establishing the relevant claim

Civil Code, Art. 250 (claims limit), Legislative Decree 515/1970

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

Minimum 5 years

From termination

Civil Code, Art. 250 (claims limit)

Data and personnel files

Minimum 5 years

From termination

Civil Code, Art. 250 (claims limit)

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

Minimum 5 years

From termination

Civil Code, Art. 250 (claims limit)

Collective bargaining/union

Minimum 5 years

From termination

Civil Code, Art. 250 (claims limit)

Background checks and drug tests

Minimum 5 years

From termination

Civil Code, Art. 250 (claims limit)

Acknowledgements, policy agreements and required notices

Minimum 5 years

From termination

Civil Code, Art. 250 (claims limit)

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

Minimum 5 years

From termination

N/A, Best practice

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

N/A

 

N/A, dependent on legal basis

Special overtime records

Minimum 5 years

From the end of year establishing the relevant claim

Presidential Decree 515/1970

Records related to illegal work during week leave (Sunday)

Minimum 20 years

From the end of year establishing the relevant claim

Civil Code, Art. 904

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

General: Minimum 5 years
 
Salary records related to non-payment of Social Security contributions: Minimum 20 years

From termination

Civil Code, Art. 250 (claims limit)

Law 4387/2016, Art. 95 (claims limit on social security contributions)

Pension records

Minimum 20 years

From termination

Law 4387/2016, Art. 95 (claims limit on social security contributions)

Equity records

Minimum 5 years

From termination

Civil Code, Art. 250 (claims limit)

PAYROLL/WAGE/TAX RECORDS

 

 

Payroll and wage data (payslips, etc.)

General: Minimum 5 years
 
Salary records related to non-payment of Social Security contributions: Minimum 20 years

From end of year to which record relate

Civil Code, Art. 250 (claims limit), Law 4387/2016, Art. 95 (claims limit on social security contributions)

Tax records

Minimum: 5 years

Maximum (in cases of tax avoidance): 20 years

From end of year to which record relate

Greek Accounting Standards (Law 4308/2014)

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

Minimum 5 years

From the end of year to which record relate

Annual leave subject to the provision of Civil Code, Art. 250 (claims limit)

Injury and illness incident reports

Minimum 5 years

From the end of year to which record relate

Law 551/1915 as amended an in force

Medical records

Minimum 5 - 20 years

From the end of year to which record relate

Depends on legal basis, e.g. medical insurance plan

Hazardous material and other exposure records

Minimum 20 years (e.g. optical radiation exposure records)

From last date of exposure

Health and Safety Code, Presidential Decree No. 82, Minimum health and safety requirements concerning workers' exposure to risks derived from natural agents (technical optical exposure). (Section III, Art. 8)

 


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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