HR Record Retention Requirements

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Sweden

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Retention Period

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; Information necessary for employer to provide employer's certificate (including employment term, form, rate, salary and reason for termination): no time limit

Creation of record

Holidays Act (1977:480); Bookkeeping Act (1999: 1078, chapter 7); Prescription (Limitations) Act (1981:130); Unemployment insurance Act (1997: 238)

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

Until termination. If terminated by employer: full term of employment 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

Varies, depending on record. Prescription limitation period ends 10 years after end of employment

Start of employment or creation of record

Employment Protection Act (1982:80); Prescription (Limitations) Act (1981:130)

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

Immigration papers/work permits: Minimum until end of employment plus 12 months and maximum 7 years

After end of financial year when employment ended

Bookkeeping Act (1999: 1078, chapter 7); Aliens Ordinance (2006: 97)

Collective bargaining/union

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

General Data Protection Regulation (EU-regulation 2016/679)

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

Minimum 10 years from the date when the 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 10 years

From end of leave

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

Injury and illness incident reports

Until end of employment and minimum 10 years after incident. If disputed in court, hold until case closure

From creation of record

Work Environment Act (1977:1160); Work Environment Ordinance (1977:1166); Prescription (Limitations) Act (1981:130)

Medical records

Until end of employment and minimum 10 years after medical exam. If disputed in court, hold until case closure

From creation of record

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

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)

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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