HR Record Retention Requirements

Pakistan - Summary Chart

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Pakistan

Document

Retention Period

Beginning of Retention Period

Legal Reference

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

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

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

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

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

Data and personnel files

Register of Employment and Renumeration, Register of Leave and Inspection Books: Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: West Pakistan Shops & Establishments Ordinance, 1969 - Sec. 23; West Pakistan Shops & Establishments Rules 1969, Rule 8; Punjab Employees Social Security Ordinance 1965, Sec. 21

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

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

Collective bargaining/union

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

Background checks and drug tests

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

Acknowledgements, policy agreements and required notices

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

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

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

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

Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

N/A, Best practice based on: Punjab Employees Social Security Ordinance 1965, Sec. 21

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

-

-

-

Pension and retirement records

-

-

-

Equity records

-

-

-

PAYROLL/WAGE/TAX RECORDS

Payroll and wage data (payslips, etc.)

Payroll showing full details of disbursement of wages to all employees: Minimum 2 years or when all employees have been issued PI-03 cards, whichever is later. Best practice is to retain electronic records permanently

From employment

Employees’ Old-Age Benefits Regulations 1980, Sec. 45

Tax records

Accounts/documents required to be maintained under the Income Tax Ordinance 2001: Minimum 6 years after end of tax year to which records relate

Income Tax Ordinance related records: From registration of National Tax Number

Income Tax Ordinance 2001, Sec. 174

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

Register of Leave and Inspection Books: Best practice minimum 2 years in original form and electronic form permanently (no defined requirement)

From employment

West Pakistan Shops & Establishments Ordinance, 1969 - Sec. 23; West Pakistan Shops & Establishments Rules 1969, Rule 8

Injury and illness incident reports

-

-

-

Medical records

-

-

-

Hazardous material and other exposure records

-

-

-

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.

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