Personnel File

1. Contents and Structure of the Personnel File

The personnel file contains a wide range of documents that reflect an employee's employment relationship within the company. For building cleaning companies, the following documents are particularly important:

• Employment Contract: The employment contract forms the basis of the employment relationship. It regulates the type of activity, working hours, salary, and all other essential agreements between employer and employee.
• References and Appraisals: Performance appraisals or employment references also belong in the personnel file. They serve to document the employee's work performance and conduct and can be significant for future career steps or a possible promotion.
• Warnings and Disciplinary Actions: In the event of violations of company regulations or workplace conduct, warnings can be issued. These are an important part of the personnel file, as they can serve as evidence in the event of termination.
• Payroll and Salary Statements: These documents are required for verifying wage payments and tax deductions. They provide clarity to both the employee and the company regarding the amount of remuneration and any bonuses or special payments.
• Training and Qualification Certificates: In the building cleaning industry, it is common for employees to undergo regular training and further education to stay up-to-date with safety regulations or environmentally friendly cleaning methods. All relevant certificates belong in the personnel file.
• Sick Leave and Vacation: Comprehensive documentation of sick notes, vacation requests, and approvals is necessary to keep track of employee absences and to comply with legal requirements.

2. Legal Basis and Requirements

The personnel file is not just an internal document; it is also subject to strict legal requirements. Companies in the building cleaning industry, in particular, must ensure they comply with all data protection guidelines according to the General Data Protection Regulation (GDPR). The GDPR sets clear rules on how personal data may be collected, stored, and processed.

An important aspect is the retention period of the personnel file. This depends on the type of document. For example, tax-relevant documents such as payroll statements and employment contracts must be retained for at least ten years. Warnings and references should also be archived for a longer period, as they can be significant in later legal disputes.

3. Security and Data Protection

The correct storage of personnel files is essential to protect data from unauthorized access. Therefore, in many building cleaning companies, personnel files are maintained in electronic form. Digital personnel files offer the advantage of easier management and better searching for specific documents. However, high security standards must also be maintained for electronic storage. Access permissions should only be granted to authorized personnel, and all data must be regularly backed up.

It is also important that employees consent to the storage of their data. They must be informed about what data is stored and how it is used. When processing sensitive data – such as health information or sick notes – additional protective measures are required to meet legal requirements.

4. Practical Significance of Personnel Files for Building Cleaning Companies

For a building cleaning company, the personnel file is not only an organizational tool but also a legal safeguard. In the event of disputes, for example, concerning wage payments, terminations, or working conditions, the personnel file serves as proof. Especially in building cleaning, where many employees work in various locations and working hours often vary, the personnel file helps ensure compliance with agreements and regulations.

Another example is compliance with working time laws and safety regulations. In building cleaning, employee safety is of utmost importance. This includes training on the safe handling of cleaning agents and machinery, as well as regular health checks. Records of these trainings and checks should always be kept in the personnel file.

5. Digital Personnel Files and Modern Solutions

Many building cleaning companies have transitioned to digital solutions in recent years to manage personnel files more efficiently. Software solutions offer the ability to store and categorize documents digitally, and also to receive automated notifications when important deadlines or documents are due. These digital personnel files are particularly advantageous for large cleaning companies, as they enable quick and straightforward management of hundreds or even thousands of employees.

Digital personnel files also offer greater transparency. By integrating cloud services, authorized individuals can access files at any time without needing to be physically present. For instance, branch managers or HR personnel can access and update all employee data, eliminating the effort of physical filing and searching.

6. Conclusion

The personnel file is an indispensable tool for employee management in the building cleaning industry. It ensures legal compliance, provides transparency, and enables efficient handling of HR matters. Given the numerous legal, administrative, and security-related aspects that must be considered in building cleaning, maintaining proper personnel files is of paramount importance.

Digitizing personnel files is a step into the future that not only boosts efficiency but also simplifies and secures administration. Nevertheless, proper storage and data protection remain paramount tasks for every company in the building cleaning sector.

‍