PDF documents for HR managers: personnel file guide

PDF documents for HR managers

1 min read·22 December 2028

HR managers work with employment contracts, job descriptions, appraisal reports, and employment correspondence. PDFrust helps HR departments efficiently organise and secure personnel files in compliance with GDPR.

Building a personnel file per employee

A personnel file contains the application letter, the CV, the employment contract, job description, appraisal reports, and employment correspondence. Merge all documents per employee in chronological order: onboarding, performance, changes, and offboarding. Split the file into an active and an archived part after termination of employment.

Bundling appraisal and development reports

Annual performance cycles generate self-assessments, appraisal reports, development plans, and salary change letters. Merge per appraisal year the self-assessment, the appraisal report, and the development plan. Compress for archiving in the HRM system.

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Managing employment contracts and annexes

Employment contracts are extensive: base contract, job description, collective agreement declaration, non-compete clause, and any amendments. Merge the base agreement with all annexes in order. Keep a separate addendum file per amendment alongside the original agreement.

Protecting employee privacy

Personnel files contain particularly sensitive personal data. PDFrust processes all documents locally on the device — no cloud storage. Password-protect personnel files with a strong password per employee. Remove metadata from documents shared outside the HR department.