The Importance of Personnel Files and How to Properly Manage Them

Personnel files are a crucial part of the Chinese human resource management system. They serve as proof of a person's identity, education, qualifications, and more. These files are closely linked to a person's salary, social labor security, and organizational relationships, and they have legal validity. Personnel files provide an important basis for recording an individual's life trajectory. When applying for a promotion or a professional title, or when handling matters related to pension insurance, personnel files are required.

When it comes to managing personnel files, here are some suggestions:

1. If your company doesn't have the authority to handle personnel files, consider storing them in a talent market. This requires applying to store the files under the company's name. It's not possible to store them under a personal name, which is complicated and less likely to succeed.

2. Consult with your school to see if they're willing to store your files under their name. However, if your files have already been transferred from academic records to personnel files, it will be difficult for the school to help.

3. Find a professional archive service provider to handle the storage procedures. Choose a reputable organization after a professional assessment.

If you keep your files for too long, they become "dead" files. Here's how you can reactivate them:

1. You can temporarily hold your files, but only for two years. If you don't store them properly after two years, they become "dead files," which can have a severe impact on your life, work, and studies. To reactivate your files, you must complete a series of procedures through the education department.

2. Check if there is a proper seal on your files and whether it has been opened. If it has been opened, make sure the information inside is complete. Look for your graduation registration form, academic transcript, and registration certificate. Pay attention to the registration certificate to see where it was issued, and go there to handle the relevant documents. Reactivating your files must follow the procedural logic of the personnel files. If any of your information is lacking, such as a registration form or certificate, you need to supplement it in a timely manner.

In summary, proper management of your personnel files is essential. Your files serve as the evidence for your life trajectory and have legal validity, so it's important to store them correctly and keep them updated. Reactivating "dead" files in the future can be complicated and costly, so it's better to stay on top of them.