What a complete personnel file contains in 2026
Romanian labour law mandates a minimum set of documents in each employee’s file: the employment contract signed before the first working day, the job description, addenda for any subsequent change, the art. 17 information notice, the safety training record and occupational-health clearance, plus ID and education documents. 4mystaff structures the file by these categories and flags what is missing for each employee. At a Labour Inspectorate (ITM) check, you export the complete file — every document, in order, with its change history — instead of digging through binders.
Addenda generated automatically, not drafted by hand
Any change to contractual terms (pay, role, working-time length, place of work) requires, under art. 17(5) of the Labour Code, an addendum signed before it takes effect. In 4mystaff, when you change an employee’s pay or role, the system fills the addendum from a template, sends it for electronic signature and archives it in the file — then prepares the Revisal transmission. The most common non-conformity found at inspections — the real salary differing from the last signed document — simply cannot happen.
GDPR for personnel data: basis, retention, access
Employee data requires a clear processing basis and a retention policy. 4mystaff keeps a register of consents (where consent is the basis) and applies retention rules per document type — payroll records kept 50 years, the personnel file archived after termination per law. Access is controlled by role (RBAC): a team manager sees only their people, HR sees everything, and every access is logged in the audit trail. Sensitive data (medical information from sick leave, for example) carries an extra access restriction.
From hire to termination: the file lifecycle
The digital file covers the whole lifecycle: at hiring you collect documents via an onboarding checklist (IDs, contract signature, safety training, medical clearance); along the way you add addenda, reviews and periodic training records; at termination you generate the termination decision, the seniority certificate and the final settlement, then archive the file with the right retention policy. The full history stays traceable — useful both for labour disputes and for demonstrating compliance at an inspection.
