When I audit personnel records, I want one place that tells me where each employee's data is held and what has been checked. This register is that overview, and it doubles as a data-protection retention record.

Effective Form Templates

This form template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:

• Form number and title
• Information-classification
• Version
• Page number / total pages

alphaZ documents - beautifully designed, tried and tested form templates. No junk, jargon or unnecessary fields. Simple and usable form templates developed over 25 years through practical use in the real world.

Further Reading

Further guidance on personnel records and data protection:

• Personnel Records and Data Protection
• Recruitment and Selection
• Leavers and Offboarding

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Download this form template with your company name and logo already added!
Document Preparation is included with the alphaZ subscription.

How to Download

This file is included in the alphaZ subscription. This register is also included in the ISO 9001 Toolkit and the GDPR / Data Protection Toolkit, and in every alphaZ ISO toolkit that covers managing people, so the toolkit route gives you this file plus everything else you need in one download.

Need Help Implementing?

If you'd like hands-on help setting up your personnel records and data protection controls, or your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Employee Personal Details Register Template

A workforce register that records, for each employee, where their personal data is held, what documents and checks are on file, and when records are cleared down. It sits above the individual personal details forms and gives you a single overview of the personal data you hold across your people.

Under the UK GDPR and the Data Protection Act 2018 you need to know what personal data you hold, why, and when it will be deleted. This register gives you that accountability record for personnel data, and supports the people-management records which you may be expected to keep. 

Built for Data Protection Accountability

The register captures what a compliant personnel record needs at a workforce level:

• Each employee's name, position, start and leave dates and payroll number
• Where each person's personnel file and documents are held or stored
• A record of references and background checks - proof of identity and right to work
• A deletion log recording what has been cleared down, when and by whom

What's Included in this Employee Personal Details Register

The register is set out as a single overview of your workforce:

• Employee summary - name, position, start date, leave date, term or status and employee or payroll number
• Records held - personnel file and documents, where held or stored, with a retention and deletion log
• References and checks - proof of identity, right-to-work and background checks held on file

Who Needs an Employee Personal Details Register?

Any organisation that holds personnel data for more than a handful of people benefits from a single register of what is held and where. It suits any small or growing business that wants data-protection-ready personnel records, and supports the people-management records expected under ISO 9001 and a data protection regime aligned with UK GDPR.

Pairs with the Employee Personal Details Form

This register works hand in hand with the F-HR1 Employee Personal Details form - the individual record completed for each employee, which this register then tracks and controls across the workforce.