HR Record Retention Requirements

SWEDEN

DOCUMENTS

RETENTION PERIOD
(minimum and/or maximum)

BEGINNING OF  RETENTION PERIOD

LEGAL REFERENCE

EMPLOYMENT RECORDS

Contracts
(new hire agreements, severance, etc.)

Minimum 7 years after the end of the financial year when the employment ended. If no collective agreement: retain 10 years from date of termination.

Creation of contract

Bookkeeping Act (1999: 1078, chapter 7);
Prescription (Limitations) Act (1981:130)

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

Minimum 7 years after end of relevant financial year. If no collective agreement, retain 10 years from due date of the payment to the employee.

Vacation: 6 years from end of the vacation year when day was earned.

Creation of record

Holidays Act (1977:480);
Bookkeeping Act (1999: 1078, chapter 7);
Prescription (Limitations) Act (1981:130)

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

Until termination. If terminated by employer: full term plus 4 months, or if disputed in court until closure of case

Start of employment or creation of record

Employment Protection Act (1982:80)

Data and personnel files

Until termination. If terminated by employer: full term plus 4 months, or if disputed in court until closure of case

Start of employment or creation of record

Employment Protection Act (1982:80)

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

Until termination. If terminated by employer: full term plus 4 months, or if disputed in court until closure of case

Start of employment or creation of record

Employment Protection Act (1982:80)

Collective bargaining agreements, union consultation minutes

Full term of collective agreement plus the statute of limitation period stated in the collective agreement or other applicable collective agreement.

Consultation minutes: 2 years from completion of consultation procedure.

Conclusion of collective agreement.

Completion of union consultation procedure.

Employment (Co-Determination in the Workplace) Act (1976:580)

Background checks and drug tests

Until termination. If terminated by employer: full term plus 4 months, or if disputed in court until closure of case

Start of employment or creation of record

Employment Protection Act (1982:80)

Acknowledgements, policy agreements and required notices

Until termination. If terminated by employer: full term plus 4 months, or if disputed in court until closure of case

Start of employment or creation of record

Employment Protection Act (1982:80)

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

Hired employees: Full term of employment. If terminated by employer, full term plus 4 months, or if disputed in court until closure of the court case

Applicants who aren't hired: 2 years from completion of the relevant recruitment process

From creation of record

Employment Protection Act (1982:80);
                   
Discrimination Act (2008:567)

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

If legally allowed: only for maximum time period necessary to fulfill the justified legal purpose, provided that this was also communicated to the employees concerned

Creation of recording/tracking

Data Protection Act (1998:204)
Effective May 25, 2018 the GDPR will replace the Data Protection Act

BENEFIT/PENSION/EQUITY RECORDS

Benefits
(plan documents, enrollment records)

Minimum 10 years from the date when the pension benefit is due for payment

From creation of record

Prescription (Limitations) Act (1981:130)

Pension and retirement records

Minimum 10 years from the date when the pension benefit is due for payment

From creation of record

Prescription (Limitations) Act (1981:130)

Equity records

7 years after the end of the financial year to which records relate

From creation of record

Bookkeeping Act (1999: 1078, chapter 7)

PAYROLL/WAGE/TAX RECORDS

Payroll and wage data (payslips, etc.)

Minimum 7 years after the end of the financial year to which records relate

From creation of record

Bookkeeping Act (1999: 1078, chapter 7)

Tax records

Minimum 7 years after the end of the financial year to which records relate

From creation of record

Bookkeeping Act (1999: 1078, chapter 7)

MEDICAL/SAFETY/LEAVE RECORDS

Leave
(family, medical, etc.)

Minimum 7 years after the end of the financial year to which record relates

From creation of record

Bookkeeping Act (1999: 1078, chapter 7)

Injury and illness incident reports

Until employee recovers, or, in case of potential dispute regarding wrongful termination, 4 months from term., or if disputed in court until closure of case

From creation of record

Work Environment Act (1977:1160);
Work Environment Ordinance (1977:1166)

Medical records

Until employee recovers, or, in case of potential dispute regarding wrongful termination, 4 months from term., or if disputed in court until closure of case

From creation of record

Employment Protection Act (1982:80)

Hazardous material and other exposure records

Minimum 40 years

From last date of exposure to hazardous material

Work Env. Act (1977: 1160); Work Env. Ordinance (1977:1166)