Page MenuHomePhabricator

Restructure personnel files
Open, Needs TriagePublic


Currently personnel files are spread out over a variety of locations.

Historical files can be found in a mixture of Ekonomi and Kontor. More modern files are primarily spread over several subfolders in Chefer. These files are either part of the year structure or (if in Chefer) a type-of-document structure.

Since how long these documents have to be kept (and how long they can max be kept) is related to when the employment ended it makes more sense to collect all the documents under the same head folder (e.g. Chefer/Personalakter) and then subdivide them by employee.

As part of such a re-structure we would also need to clarify what documents are part of the personalakt beyond the obvious:

  • Application
  • Employment contract(s)
  • Evaluation(s)
  • Salary re-negotiations
  • Any official reprimands
  • Any requests for leave (other than ordinary holidays)


  • Friskvårdsbidrag claims
  • REB

Note that there is no general stress to do this right now as T207135 still has to be answered for us to know how many years to keep the data.

Event Timeline

Lokal_Profil updated the task description. (Show Details)Jan 9 2020, 11:14 AM

@Evelina-Bang-WMSE Looked a bit at the general structure of the Economy folder during the data purge. This contains a section about also breaking out Diarium from the Ekonomi folder (since it should likely be affected by other purge rules). We should look at that at the same time as we look at breaking out personnel files.

Note that we need not stick the new Personalakter folder in the Chefer drive. It might make more sense to have it as a separate shared folder, but still with quite limited access. That gives more flexibility if we want e.g. an HR person to have access to it.

Lokal_Profil renamed this task from Restructure personell files to Restructure personnel files.Jan 9 2020, 11:20 AM

Also worth keeping in mind is if the re-structure require that some documents exist in two copies. E.g. Diarium and Verifikat or Personal and Diarium.

I've scheduled a meeting for this for next week with the motivation that the earlier this gets decided the less 2020 backlog there is to fix. Start of a new year is the right time to switch.

Per @Maria_Burehall_WMSE's comment. We also need a clear routine for how digitized personnel files make it into the digital archive (if the HR-person does not have access)

I have now moved the Employment contract(s) to the Chefer/Personalakter.

I think this is a good one to get started before April since a clear structure here makes it easier to deal with GDPR data purges of the Nextcloud data (Ekonomi+Kontor folders).