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Businesses can archive former employees' personnel files, older payroll registers and PF and ESI returns in a private storage room, while current employees' files stay in a locked office cabinet. Sort closed files by exit year, use employee codes rather than names on boxes, keep the index secure, mark legal holds and shred files after the retention period your adviser confirms. Self Storage India offers private, lockable rooms with 24/7 CCTV, regular pest control, monthly plans with no lock-in and a GST invoice for business customers.
- Why archive HR files in a storage room?
- Which HR files can go into storage?
- How should HR files be sorted before archiving?
- How should the boxes be packed and labelled?
- How do you build an index for HR records?
- How do you protect employee personal data?
- How secure is a storage room for HR files?
- How do you protect paper files from damp?
- What happens when HR files reach the end of their retention period?
- Should HR files be digitised?
- How much does HR file storage cost?
- Where can businesses store HR files in Delhi NCR?
- HR file archiving checklist
- FAQs
- Sources and notes
Every employer keeps files on its people: offer letters, appointment letters, ID and address proofs, educational certificates, appraisals, leave records, payroll and statutory forms, and exit papers. These files hold some of the most sensitive personal information a business has. Labour laws and schemes expect many records to be kept for set periods, and a dispute or inspection can call for files on employees who left years ago. Keeping all of this in office cupboards takes space and is hard to secure. A private storage room, with a clear process, lets you archive former employees' files safely. This guide explains what to keep, how to pack and index HR files, and how to protect the personal data inside them.
Why archive HR files in a storage room?
- Files are kept for years. Payroll, PF, ESI and other records have set retention periods under labour laws and schemes.
- Former employees' files add up. Every exit leaves a file that must be kept for a time.
- Personal data needs protection. Files left in open cupboards can be seen by anyone in the office.
- Disputes and inspections look back. Old files may be needed for a claim, a reference check or an inspection.
- Office space is expensive. HR cupboards take space the team could use for current work.
Which HR files can go into storage?
| Record | Where to keep it | Notes |
|---|---|---|
| Current employees' personnel files | Office, in a locked cabinet | HR needs them regularly |
| Former employees' personnel files | Storage room | Boxed by exit year |
| Older payroll registers and salary slips | Storage room | Boxed by year and month |
| PF, ESI and other statutory returns | Storage room | Boxed by year, kept for the required period |
| Recruitment files for unsuccessful candidates | Review, then store or destroy | Keep only as long as your policy allows |
| Disciplinary and legal case files | Office or storage, kept separate | Keep until the matter is closed and your adviser confirms |
| Original certificates belonging to employees | Return to the employee | Don't archive personal originals |
For how long to keep each type of record, read our guide on record retention periods in India, and confirm your periods with your HR or legal adviser.
How should HR files be sorted before archiving?
Close each former employee's file when their full and final settlement is done. Check that the file is complete: appointment letter, changes in role and salary, exit papers and settlement. Remove duplicate copies and anything your policy says need not be kept. Return any original certificates to the employee. Then sort closed files by exit year and, within each year, by employee code. Keep payroll and statutory records separate from personnel files and sort them by year and month.
How should the boxes be packed and labelled?
Use strong archive boxes of the same size. Pack one exit year or one payroll year per box where possible, and don't overfill. Remove plastic sleeves and rusty pins. Label each box with a box number, record type, year and review date. Never write employee names on the outside of a box; use employee codes and keep the list of names only in the index. This keeps personal information private even if someone sees the boxes.
How do you build an index for HR records?
Keep a spreadsheet listing each employee code, the box number, record type, year, shelf location and review date. Add a column for any legal hold, such as a pending claim, so the file isn't destroyed by mistake. Store the index on a secure system with restricted access and a backup. Log every box taken out of the room: who took it, when, why and when it was returned. Our guide on organising document storage has more ideas.
How do you protect employee personal data?
HR files contain ID numbers, bank details, addresses, health information and family details. India's Digital Personal Data Protection Act, 2023 sets duties for how organisations handle digital personal data, and good practice applies the same care to paper files. Limit access to the HR team, keep files in a locked room, use codes rather than names on boxes and destroy files securely when they are no longer needed. Check your data protection duties with your legal adviser.
How secure is a storage room for HR files?
With a private, lockable room, you use your own padlock and keep the only key. The facility has 24/7 CCTV and regular pest control. Give the key only to named HR staff and keep the visit log. Confirm the facility's operating hours and access arrangements with the team before planning retrieval visits. Read security for business storage.
How do you protect paper files from damp?
Delhi NCR's monsoon brings high humidity, which can lead to mould and faded ink on paper. Keep boxes on shelves or pallets, never on the floor, and away from walls. Add silica gel packs to boxes and replace them before the monsoon. Avoid sealing paper in plastic. Check boxes on each visit for any musty smell. Read our tips on protecting stored items from monsoon damp.
What happens when HR files reach the end of their retention period?
Once a year, pull the boxes that have passed their review date. Check with HR and your adviser that no claim, inspection or other hold applies, and get written sign-off. Shred the files through a reliable vendor and keep a log of what was destroyed and when. Update the index so it shows the files as destroyed.
Should HR files be digitised?
Many businesses now keep HR records in an HRMS, which makes current files easier to manage. Scanning older paper files can help with search, but confirm with your adviser before destroying originals, as some records may need to be produced on paper. If you scan files, protect the digital copies with the same care as the paper ones.
How much does HR file storage cost?
Pricing depends on the room size and location you choose. Plans are monthly with no lock-in, and a yearly clear-out of expired files keeps the space you need in check. Business customers can get a GST invoice. Pickup, packing and transport can be arranged through partners at an additional cost. Use the storage calculator or call +91-9090206090 for a quote.
Where can businesses store HR files in Delhi NCR?
Self Storage India serves Noida, Delhi and Gurugram. Choose the location closest to your HR office, so a file can be pulled quickly when it's needed.
HR file archiving checklist
- Close each file after full and final settlement
- Return original certificates to employees
- Sort closed files by exit year and employee code
- Keep payroll and statutory records separate, by year
- Use employee codes, never names, on boxes
- Keep the name index on a secure system
- Mark any legal holds in the index
- Give the key only to named HR staff
- Keep boxes off the floor with silica gel
- Confirm retention periods with your adviser
- Shred expired files through a reliable vendor
- Confirm access arrangements with the team
Disclaimer: this article gives general information and is not legal advice. Retention periods and data protection duties depend on your business and the laws that apply. Confirm them with your HR or legal adviser.
For a wider view, read deciding which business papers to keep.
Frequently Asked Questions
Former employees' files, older payroll registers and statutory returns. Keep current files in the office.
No. Use employee codes and keep the name list in a secure index.
It depends on the record and the law. Confirm periods with your HR or legal adviser.
No. Return originals to the employee and keep copies only if your policy requires.
Yes. Business customers can get a GST invoice.
Self Storage India serves Noida, Delhi and Gurugram.
Sources and notes
Checked 1 Nov 2026.
- Data protection: Digital Personal Data Protection Act, 2023.
- Unit features, plans and GST invoice: Self Storage India home page.
