HR Record Retention Requirements

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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)

 

 


Led by PeopleDoc’s Chief Legal & Compliance Officer, the HR Compliance Assist team relies on a network of internal and external compliance experts and lawyers, including the global law firm Morgan Lewis, 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 PeopleDoc’s customers have employees. HR Compliance Assist is a service exclusively available to PeopleDoc customers.

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