Administration of personnel documentation

Updated last 18.06.2025

What employee documents is the employer required to create and keep?

The employer is required to keep an employment record for each one of the company’s employees. This means that the employer should keep in one place all documents related to the employee’s individual employment relation for each employee (from commencing work, through any amendments of the relationship and its termination).

The employment record of the employee includes:

• A copy of the signed employment contract signed or other documents certifying the commencement of the employment relation;
• Documents required for hiring the employee;
• Documents related to the employee’s level of education;
• Job description;
• Agreements related to amendments of the employment relation;
• Requests and orders for using paid annual leave and other types of leaves;
• Sick leave documents;
• Business trip orders, awards, imposed disciplinary sanctions;
• Order for the termination of the employment relation;

Where are employee records kept?

• Employee records are kept by the employer – in most cases in the Human Resources Department and they are updated regularly.
• The employment record may also contain electronic documents. The procedure and method to do that are stipulated in the Ordinance on the type and requirements for the creation and storage of electronic documents in the employment record of the employee.

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Important to know

As of 1 June 2025, a substantial change in the procedure of certifying employment service for all insured persons entered into force. From that date, the paper employment record book is replaced by unified electronic employment records for workers and employees, as part of the Employment Register administered by the National Revenue Agency. Thus, data on the employment relationship will henceforth be entered and stored solely in electronic form. Employment record books issued and maintained before 1 June 2025 shall, however, continue to serve as official certifying documents for the entries related to the employment activity of the worker or employee. It is recommended that insured persons retain all their employment record books until the end of their employment and retirement, as they may be used to certify the insurance periods recorded therein.

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What is the Unified Electronic Employment Record?

The Unified Electronic Employment Record is an electronic document containing data and circumstances related to the employment activity of the worker or employee and constitutes and official certifying document.

The worker or employer has the right to access their Unified Electronic Employment Record. Parents, guardians, and custodians of workers or employees under the age of 18 have the right to access their respective Unified Electronic Employment Records until they reach the age of 18.

The Unified Electronic Employment Record contains data on:

1. The names of the worker or employee;
2. The personal identifier of the worker or employee;
3. The identifier and name of the employer;
4. The basis of the employment contract;
5. The date of conclusion of the employment contract and the start date of its performance;
6. The term of the contract, where agreed;
7. The date of conclusion of additional agreements;
8. The date and grounds for termination of the employment relationship;
9. The amount of the basic salary;
10. The code of the position held according to the National Classification of Occupations and Positions;
11. The code od the main economic activity in which the person is employed, in accordance with the Classification of Economic Activities approved by the National Statistical Institute;
12. The code of the settlement of the workplace of the worker or employee according to the Unified Classifier of Administrative-Territorial and Territorial Units;
13. The duration of working times;
14. The duration of periods recognized as employment service, as well as periods not recognized as such;
15. Severance compensation paid upon termination of the employment relationship pursuant to Art. 222 para 2 & 3;
16. Garnishment notifications provided for in Art 512, para 5 of the Civil Procedure Code;
17. The agreed paid annual leave;
18. The days of paid annual leave used, due for the year of termination of the employment relationship.

=> The employer shall be obligated to accurately and promptly enter in the Unified Electronic Employment Record the data listed above and any subsequent amendments thereto.

Processing employees’ personal data

In order to observe the General Data Protection Regulation (GDPR), each employer has to have internal instructions as to the organizational and technical measures related to personal data protection, where the following principles should be clearly defined:

• The manner in which personal data is administered;
• The personal data categories being administered;
• The parties and means used to process employees’ personal data.

When is an employer compliant with employees’ personal data protection procedure?

Generally, the employer must have employees’ consent for the processing of their personal data in writing. Upon signing of the employment contract, the employer should provide the employee with a notice under art. 13 of the GDPR, including information regarding:

• The data administrator and his / her contact information;
• The objectives of the personal data processing for which such data is collected;
• The legal grounds for the processing of personal data;
• The measures undertaken for the protection of the collected personal data, etc.

If the employer requires additional data of a sensitive nature from the employee, the employer needs to obtain the employee’s consent for collecting and processing such data, while informing him / her of the purpose for which the data is needed and for how long the data will be stored. The employee has the right to refuse to provide such data. Additional information related to the protection of personal data is available here.

For more information
	Additional information related to the administration of employees’ documents and the related legislative framework is available on the website of: The Commission for Personal Data Protection. The Ministry of Labour and Social Policy.