HR Record Retention Requirements

Switzerland - Summary Chart

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Switzerland


DOCUMENTS

RETENTION PERIOD
(minimum and/or maximum)

BEGINNING OF  RETENTION PERIOD

LEGAL REFERENCE

EMPLOYMENT RECORDS

Contracts (new hire agreements, severance, etc.)

Maximum 5 years (10 years in certain cases)

From employee termination

Art. 127 and Art. 128 Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR)

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

Maximum 5 years (10 years in certain cases)

From employee termination

Art. 127 and Art. 128 Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR)

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

Maximum 5 years (10 years in certain cases)

From employee termination

Art. 127 and Art. 128 Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR)

Data and personnel files

Maximum 5 years (10 years in certain cases)

From employee termination

Art. 127 and Art. 128 Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR)

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

Minimum 10 years (15 years for tax documents)

Maximum duration of company's life

From employee termination

Tax laws. Social security legislation. Public laws on immigration.

Collective bargaining/union

Duration of company's life

N/A

Best practice based on Civil Procedure Code; Expiry of limitation period for claims

Background checks and drug tests

Hired employees: Duration of employment contract

Applicants who are not hired: Do not retain (except in case of potential litigation). Maximum is 10 years

Employees: Date of hire

Applicants who are not hired: From date of decision

Best Practice based on Data Protection laws

Acknowledgements, policy agreements and required notices

Duration of the company's life

N/A

Best practice based on Civil Procedure Code; Expiry of limitation period for claims

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

Minimum duration of employment contract. No retention in case the employee is not hired (except in case of potential litigation). Maximum 10 years

Employees: From date of hire

Applicants who are not hired: From date of decision

Art. 127,Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR)

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

n/a not authorized in Switzerland

   

Registration of work and rest periods (in appropriate format) for professional drivers

Minimum 2 years

Maximum 5 years (10 years in certain cases)

End of calendar year

Art. 23, Sec. 3 Ordinance on Work and Rest Periods
of Professional Drivers of Light Vehicles for Transportation of Passengers and Heavy Cars (Verordnung über die Arbeits- und Ruhezeit der berufsmässigen Führer von leichten Personentransportfahrzeugen und schweren Personenwagen, ARV 2)

Art. 127, Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR)

BENEFIT/PENSION/EQUITY RECORDS

Benefits (plan documents, enrollment records)

Minimum duration of employment contract.  Maximum duration of company's life

From employee termination

Art. 127, Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR); expiry of the limitation period for claims arising from the employment contract; Best practice based on Data Protection laws

Pension records

10 years

From end of obligation to perform pension benefits

Art. 27j, Ordinance on Occupational
Retirement, Survivors’ and Disability Pensions
(Verordnung über die berufliche Alters-,
Hinterlassenen- und Invalidenvorsorge, BVV 2)                                                                       

Equity records

Maximum 5 years (10 years in certain cases)

From employee termination


Art. 127 and Art. 128 Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR)

PAYROLL/WAGE/TAX RECORDS

 

 

Payroll and wage data (payslips, etc.)

Minimum 10 years

Maximum 15 years

End of calendar year in which record was created

Art. 958f Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR), tax laws

Tax records

Minimum 10 years

Maximum 15 years

End of calendar year in which record was created

Art. 958f Federal Act on the Amendment of the Swiss Civil Code (Part Five: The Code of Obligations) (Obligationenrecht, OR), tax laws

MEDICAL/SAFETY/LEAVE RECORDS

Leave (family, medical, etc.)

Maximum 5 years

From employee termination

General Best Practice based on Data Protection laws

Injury and illness incident reports

Maximum 5 years

From employee termination

General Best Practice based on Data Protection laws

Medical records

Maximum 5 years

From employee termination

General Best Practice based on Data Protection laws

Hazardous material and other exposure records

Minimum 10 years

Maximum 40 years

From last use of material or last exposure

Art. 13, Sec. 2 and 3  Ordinance on the Protection of Workers from Risks related to Exposure to Biological Agents at Work (Verordnung über den Schutz der Arbeitnehmerinnen und Arbeitnehmer vor Gefährdung durch Mikroorganismen, SAMV)

Floor plans

duration of company's life

N/A

Civil Procedure Code. expiry of the limitation period for claims


Administration concerning measurements of radioactive substances
and the results of these measurements

Duration of company's life

Maximum 40 years after end of company's life

end of company life

Art. 13, Sec. 2 and 3  Ordinance on the Protection of Workers from Risks related to Exposure to Biological Agents at Work (Verordnung über den Schutz der Arbeitnehmerinnen und Arbeitnehmer vor Gefährdung durch Mikroorganismen, SAMV) in conjunction with Radiation Protection
Ordinance (Strahlenschutzverordnung, StSV)


Records of radiation

Duration of company's life, Maximum 40 years

From end of company life

Art. 13, Sec. 2 and 3  Ordinance on the Protection of Workers from Risks related to Exposure to Biological Agents at Work (Verordnung über den Schutz der Arbeitnehmerinnen und Arbeitnehmer vor Gefährdung durch Mikroorganismen, SAMV) in conjunction with Radiation Protection
Ordinance (Strahlenschutzverordnung, StSV)

 

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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