Managing human resources and legal obligations is a challenge for any company. Among the many responsibilities, managing mandatory documents within a company is crucial.
These documents must be available at all times, either for inspection or for employee information purposes. Complying with these obligations ensures that the company is in line with French law and helps avoid potential penalties. In this article, we will review the main documents that every company must have, keep, and display.
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Why are mandatory documents important in a company?
Mandatory documents are required to ensure transparency and security within the company. They protect employee rights, ensure compliance with legal obligations regarding safety and compliance, and help avoid fines or penalties in the event of an inspection.
These documents are divided into two main categories:
- Documents to be displayed: those that must be visible to all employees.
- Documents to be kept: those that the employer must have available for possible inspections or audits.
Mandatory displays in the workplace
Mandatory displays mainly concern information intended for employees, often placed in easily accessible locations such as the break room or the company entrance. Here are the main documents that every company must display:
- Contact details for the labor inspectorate: The employer must provide the contact details for the relevant labor inspectorate.
- Working hours: Collective working hours must be displayed, specifying in particular the start and end times of each work period.
- Employee representatives: Information about employee representatives, if applicable, such as the Social and Economic Committee (CSE), must be displayed.
- Internal regulations: Mandatory for companies with more than 50 employees, these regulations define the rules relating to discipline, health, and safety.
- Professional equality and anti-discrimination: Employers must display texts relating to equal pay and anti-discrimination (Labor Code, Articles L3221-1 to L3221-7).
- Safety and fire instructions: Fire safety rules and emergency numbers must be clearly displayed in the workplace.
- Information on the existence of a collective bargaining agreement: It is mandatory to display information relating to the collective bargaining agreement applicable to the company.
These notices are documents that all employees can consult at any time. Failure to display them may result in penalties during inspections by the labor inspectorate or other competent authorities.
Documents to be kept in the company
In addition to the displays, certain documents must be kept by the company. These documents may be requested during audits or inspections, and failure to provide them may result in severe fines. The main documents to be kept are as follows:
- The single personnel register: This register contains information on each employee of the company and must be updated whenever someone is hired or leaves.
- Pay slips: The employer must keep a copy of each pay slip for at least five years.
- Employment contracts: All employment contracts must be archived, whether they are permanent, fixed-term, or other types of contracts. They must be kept for five years after the end of the contract.
- Social security and tax declarations: Documents relating to social security contributions (URSSAF, pension, etc.) must be kept for a period of three to five years, depending on the type of declaration.
- The single risk assessment document (DUER): This document lists the occupational risks within the company and the measures taken to prevent them. It is mandatory and must be updated regularly.
- Medical examination reports: Medical records relating to employee fitness examinations must be kept for five years after the employee leaves the company.
- Safety records: Records relating to inspections of safety equipment, such as fire extinguishers, must also be kept.
What are the penalties for non-compliance?
Failure to comply with these obligations may result in financial penalties, but may also jeopardize employee safety. For example, failure to display certain notices may result in fines ranging from €450 to €1,500, or even more in the event of a repeat offense. In addition, an inspection by the labor inspectorate or tax authorities may reveal breaches, resulting in more severe penalties.
How can HRIS software such as quarksUp help?
Managing mandatory documents can quickly become a headache, especially for growing companies or those with multiple locations. This is where quarksUp, a powerful HRIS software, comes in. It allows you to:
- Centralize and organize your documents: quarksUp helps you consolidate all important documents, such as contracts, pay slips, and records, in a single platform.
- Automate updates: The software can remind you of deadlines related to audits, medical appointments, or risk assessments.
- Facilitating access: Thanks to quarksUp, documents are accessible at any time for managers and human resources, ensuring better compliance.
Mandatory company documents are essential for ensuring legal compliance and protecting employee rights. Between the required postings and the documents that must be retained, it is imperative to stay up to date and ensure that all these elements are in place. With an HRIS tool such as quarksUp, you can simplify the management of these documents, automate recurring tasks, and ensure full compliance with current legislation.
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