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Last reviewed on 1 September 2021
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School types: All · School phases: All

Understand what you should include in staff personnel files and how long you should keep the information for, so you can make sure you're compliant.

Information you must have

You're required to have the following information about your employees, but it's up to you where you store it. We recommend keeping it in staff personnel files. 

  • Tax code and National Insurance number 
  • Pay 
  • Holiday 
  • Hours of work 
  • Paid sickness (if more than 4 days) and statutory sick pay

Acas explained this to us.

You're also required to have copies of proof of right to work, which should be kept for the duration of employment, and for 2 years afterwards. This is set out on page 64 of Home Office guidance on preventing illegal working in the UK.

Personal details: Name Address Date of birth Emergency contact details  Gender Education and qualifications Work experience Details of any known work-relevant disability References - if you're missing these, see another of our articles for advice on how to minimise the risk Employment history: Date employment began Any subsequent promotions Employee’s current job and job title Details of terms and conditions: A copy of the written terms and conditions

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