HR and payroll

Auditing personnel files as a service is a specialized advisory activity aimed at assessing the compliance of employee documentation with applicable labor law regulations and the company's internal procedures.

This is particularly important for organizations that want to minimize the risk of personnel errors, prepare for an inspection by the National Labor Inspectorate (PIP) or organize documentation after organizational changes.

In practice, a personnel file audit involves a detailed review of employee files to ensure they contain all required documents, are properly organized and complete, and are maintained in accordance with current requirements (including archiving, retention, and data protection regulations). We verify that each document has been prepared correctly, signed, and properly dated, and that there are no discrepancies between the documents and company practices.

An audit can cover all documentation or selected areas – for example, files for new employees, those in positions particularly vulnerable to turnover, selected departments, or files maintained during periods of organizational change. Documents related to the initiation and course of employment (medical examinations, occupational health and safety training, confirmation of familiarity with regulations), changes to employment terms (annexation, position changes, working hours), as well as documents regarding absenteeism, disciplinary penalties, and termination of employment are often subject to review. Compliance with internal procedures is also crucial – for example, regarding document circulation, accountability for signatures, and timeliness.

Once the verification is complete, we prepare a clear summary: what is correct, where there are any gaps or irregularities, and what corrective actions should be implemented. Depending on your needs, this can include a step-by-step list of recommendations, identifying documents that need to be completed and organized, and suggestions for improvements that will prevent future errors. This means that the audit goes beyond a diagnosis and truly streamlines the personnel file management process.

This type of service is particularly helpful when a company is preparing for a National Labor Inspectorate (PIP) audit, organizing its staff following organizational changes (e.g., a team acquisition, ownership change, departmental reorganization), or wants to minimize the risk of years of document buildup. Even minor inaccuracies in files can generate problems, from the need for urgent updates to the risk of sanctions or employee disputes. An audit allows for these issues to be identified early and documentation organized in a controlled manner.

If you want to check whether personnel files in your organization are maintained correctly and whether the documentation is ready for possible verification, an audit will be a quick and safe way to assess the current status and implement specific improvements.