The 3-3-3 Human Resource File Model
A comprehensive corporate governance framework for classifying,
storing and accessing human resource documentation.
The 3-3-3 HR Model organizes employee data based on
three foundational elements:
3 File Groups – 3 Storage Layers – 3 Access Levels.
This structure enhances legal compliance, operational clarity
and enterprise-wide accountability.
1. The Three Mandatory File Groups
Recruitment Records
Applications, CVs, interview forms, assessment results and hiring approvals.
Labor & Legal Records
Contracts, salary and allowance information, social insurance files, decisions, commendations, disciplinary documents and leave records.
Employee Development Records
KPIs, performance reviews, training programs, career paths, promotions and achievements.
2. The Three Storage Layers
Physical Files
Signed documents stored in secure cabinets, preferably fire-resistant.
Digital Files
PDFs, scanned documents and spreadsheets stored on a structured server or cloud drive with assigned permissions.
Backup Copies
Data stored periodically in separate systems. No backup = No file.
3. The Three Access Levels
Level 3 – Board of Directors / Auditors
Access based on inspection purposes with recorded traceability.
Access based on inspection purposes with recorded traceability.
Level 2 – Line Managers
Access to performance, KPI and development data only.
Access to performance, KPI and development data only.
Level 1 – Human Resources Department
Full access for creating, maintaining and securing records.
Full access for creating, maintaining and securing records.
Operational Mandate
Structured records shape structured people and structured enterprises.
Corporate excellence starts with disciplined documentation.
Corporate excellence starts with disciplined documentation.
