Personal files on the person
The contract, a variation, and the right-to-work check sit on the employee they belong to, including after they leave.
Documents
HR document hub
The signed contract, the hours variation, and the right-to-work check are in three different places. The document hub files them on the person they belong to, with a date you choose for how long to keep them.
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Contract of employment
On Maya
Keep until 31 Dec 2032
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Variation, hours change
On Maya
Keep until 31 Dec 2032
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Right-to-work check
Restricted
Keep until 6 Oct 2028
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Signed offer letter
On Maya
Keep until 31 Dec 2032
What you can do
Files are collected during onboarding and stay when someone leaves.
You set the keep-until date
CitoHR stores the date. It does not decide your retention schedule. Where it applies, that still follows your policy and ICO guidance.
The handbook is not a personal file
Publish the staff handbook once, with a record of who has read the current version, instead of ten copies on ten people.
Questions teams ask
Does CitoHR decide how long to keep a file?
No. You set the keep-until date. CitoHR stores it. Retention still follows your own policy and, where it applies, ICO guidance.
Is the staff handbook stored on each person?
No. The handbook is a company policy, so there is one current version and a record of who has read it.
When are the files collected?
During onboarding, and they stay on the person when they leave.
Related reading
Try Document Hub with your own team
CitoHR is free for up to five people. Paid plans start at £2 per person, with no setup fee.