Efficiently comply with the retention periods of personnel files

The retention of documents relating to staff members is subject to special conditions. Legislation requires both mandatory retention and mandatory destruction of documents. The document management system Xtendis ensures that organizations can efficiently meet these legal obligations.

Legislation digital personnel file

Different laws may apply to personnel files.

Retention obligation

Which documents should be kept mandatory comes from the archival law, the Civil Code or the education and tax legislation.

General Data Protection Regulation (GDPR)

One law applies to all files: the General Data Protection Regulation (GDPR). It describes the conditions that employers must meet for the administration of personnel files. Furthermore, GDPR stipulates that personal data may not be retained for longer than is necessary for the purposes for which they have been collected or used.

Lifecycle management

In short, as long as a relationship exists with a (potential, former, current) employee, certain documents must be kept. Once this relationship has ended, deadlines will run after which documents must be deleted.
The legislation therefore requires lifecycle management on individual documents and not on complete files.

Automatically set retention periods

The document management system Xtendis supports organizations in complying with this ‘legal gap’. By means of an interface with the HR environment, personnel files can be created automatically. Documents can then be assigned to the files in a simple, often fully automated manner.

Based on a combination of file characteristics (e.g. date out of service) and classification (the type of document, e.g. ID, contract, clause), Xtendis can automatically determine the retention period of a document.

Documents whose retention periods expire are automatically presented in overviews by Xtendis. Some organizations choose to have an administrator permanently delete the documents. In other organizations, Xtendis creates clean-up processes that automatically delete expired documents. Naturally, all actions in these processes are logged extensively, so that an audit trail is always available. Furthermore, clean-up actions can be undone within adjustable time limits.

Safeguarding complete personnel files

But Xtendis also offers safeguards for the other side of the legislation: the mandatory retention of documents in personnel files.
By means of a reporting function, Xtendis provides an up-to-date insight into the completeness of files and signals in which files certain documents are missing.

Shield access

Xtendis’ sophisticated security methodology ensures that access to documents within files can be automatically determined. Based on the attributes, Xtendis places documents in security zones that determine who can have access.
The opening up of documents for employees and/or managers can be achieved through a link with an HR portal. In this way, the personnel file also becomes a communication channel. Recording a document in a file automatically ensures that an employee and/or manager sees the document.

Benefits of Xtendis for managing personnel files

  • All documents efficiently in one digital file, regardless of their original source or form: scanned paper documents, emails, PDF files, salary slips, etc.
  • Every file and document is readily available to authorized employees.
  • Documents optimally protected.
  • Automatically determine and meet retention periods.
  • Current insight into completeness.


These are some of the organizations that manage their personnel files digitally in Xtendis:

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