Personal File Management Infotype (0533)

Definition

According to the Archive Law of China, an individual record must be kept for each citizen who graduates above junior middle school level. These p ersonal files contain the employee’s resume, education reports, materials documenting their joining of the Communist Party of China, the Communist Youth League and other democratic parties, records about job changes, employment contracts, and so on.

With government approval, state-owned enterprises can keep an employee’s personal files. In the case of entities that are not allowed to keep an employee’s personal files (the local offices of foreign companies, for example), a special authorized institution is named as the lawful holding location.

The Personal File Management (CN) infotype (0533) defines how personal files are to be managed. The holding location and service fee information will be used in payroll accounting.

Use

  • Personal File Number

    The number can be assigned by the personnel department in an enterprise; it can also be assigned by authorized organizations that manage personal files.

  • Category

    Following the national standard personnel information index system, you use category to specify the current version status of the employee’s personal files. Examples of version statuses include: original version, copy version or microfiche.

  • Location information

    This allows you to maintain the current location unit of your employees’ personal files.

  • From/To status

    This is to indicate where an employee's personal files come from or go to. For example, the enterprise hired a graduate whose personal files came from his or her college.

  • Pay service fee

    This is to indicate whether the employer needs to pay the service fee for the employee. If so, you also need to enter the exact amount of the service fee here.