HR Record Retention Requirements

SINGAPORE

DOCUMENTS

RETENTION PERIOD
(minimum and/or maximum)

BEGINNING OF  RETENTION PERIOD

LEGAL REFERENCE

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

Maximum 7 years (unless legal action)

From termination

Limitation Act (163)

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

Active employees: Minimum 2 years (must maintain last 2 years of records)

Terminated employees: Minimum 1 year (must retain last 2 years of records)

Maximum 7 years (unless legal action)

Minimum
active employees: from creation of record

Minimum terminated employees: from termination

Maximum:
From termination

Employment Act

Limitation Act (163)

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

Maximum 7 years (unless legal action)

From termination

Limitation Act (163)

Data and personnel files

If record on employee's:
1) personal info. consisting of—
(a) name as specified on the employee’s identity card, work pass or passport;
(b) current address (residence);
(c) date of birth;
(d) gender; and
(e) identity card number or foreign identification number
2) First day of period of continuous employment
3) Last day of period of continuous employment (if applicable)

For the above:
Active employee min.: Duration of employment;
Terminated employee min.: 1 year (must retain last two yrs. of records)

For other data:
Active employee min.: 2 years (must maintain last 2 years of records)
Terminated employee min.: 1 year (must retain last two yrs. of records)

Maximum 7 years (unless legal action)

Minimum
active employees: from creation of record

Minimum terminated employees: from termination

Maximum
From termination

Employment Act

Limitation Act (163)

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

Retain only as long as necessary to satisfy original purpose of collection. Do not keep original passports

From date of collection

Best Practice based on Personal Data Protection Act (Sec. 25)

Passports Act

Collective bargaining/union

Retain only as long as necessary to satisfy original purpose of collection

From date of agreement

Best Practice based on Personal Data Protection Act (Sec. 25)

Background checks and drug tests

Retain only as long as necessary to satisfy original purpose of collection

From date of check/test

Best Practice based on Personal Data Protection Act (Sec. 25)

Acknowledgements, policy agreements and required notices

Retain only as long as necessary to satisfy original purpose of collection

From date of acknowledgment or notice

Best Practice based on Personal Data Protection Act (Sec. 25)

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

Applicant who is not hired: Retain only as long as necessary for purposes

Applicants who are hired: Retain interview and job offer records minimum of one year, in case a complaint of discriminatory hiring is made (note: this is not a legal requirement)

From creation of record

Best Practice based on Personal Data Protection Act (Sec. 25)

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

Retain only as long as necessary to satisfy original purpose of collection

From creation of record

Best Practice based on Personal Data Protection Act (Sec. 25)

Register of employees

If record on employee's:
1) personal info. consisting of—
(a) name as specified on the employee’s identity card, work pass or passport;
(b) current address (residence);
(c) date of birth;
(d) gender; and
(e) identity card number or foreign identification number
2) First day of period of continuous employment
3) Last day of period of continuous employment (if applicable)

For the above:
Active employee min.: Duration of employment;
Terminated employee min.: 1 year (must retain last two yrs. of records)

For other data:
Active employee min.: 2 years (must maintain last 2 years of records)
Terminated employee min.: 1 year (must retain last two yrs. of records)

Maximum 7 years (unless legal action)

Minimum
Active employees: from creation of record

Terminated employees: from termination

Maximum
From termination

Employment Act

Limitation Act (163)

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

Retain only as long as necessary to satisfy original purpose of collection

From creation of record

Best Practice based on Personal Data Protection Act (Sec. 25)

Pension records

Central Provident Fund Record of payments: Minimum 2 years

From the date on which they were issued

Central Provident Fund Rules

Equity records

Minimum 5 years

From end of year to which the records relate

Companies Act (2006)

PAYROLL/WAGE/TAX RECORDS

Payroll and wage data (payslips, etc.)

Minimum
Active employees: Minimum: 2 years (must maintain last 2 years of records)

Terminated employees Minimum: 1 year (must retain last 2 years of records)

Maximum: 7 years (unless legal action)

Minimum
Active employees: from creation of record

Terminated employees: from termination

Maximum
From termination

Employment Act

Limitation Act (163)

Tax records

Minimum 5 years

From end of year to which the records relate

Companies Act (2006)
Income Tax Act

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

Dates of leave taken:
Active employees: Minimum: 2 years (must maintain last 2 years of records)

Terminated employees: Minimum: 1 year (must retain last 2 years of records)

Dates of leave taken:
Active employees: from creation of record Terminated employees: from termination

Employment Act

Injury and illness incident reports

Minimum 3 years

From the time of the notification or report made by employer

Workplace Safety & Health Act (2006)

Medical records

N/A - unless employees are exposed to certain occupational hazards - if so, see Hazardous material and other exposure records, below

N/A

N/A

Hazardous material and other exposure records

Minimum 5 years

From the time of the report made by employer

Workplace Safety and Health (Medical Examinations) Regulations (2011)