Managing employee records
Last updated on April 9, 2025The official employee personnel file is held by the BC Public Service Agency (BCPSA), however supervisors and managers may retain certain job-specific records in their employee supervision and development file.
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Documents required for employee personnel file
The BCPSA requires a copy of the following documentation for new and existing employees:
- Offer/confirmation letter
- Order in Council for executive and non-executive appointments
- Personal and emergency contact information
- Documents that confirm job qualifications and that have been verified for authenticity; for example, degrees and licences
- The Oath of Employment form signed by the employee and a BC commissioner for taking affidavits
- A signed Standards of Conduct Acknowledgement form
- A signed Appropriate Use of Government Information and Government Information Technology (IM/IT) Agreement
- A signed Conflict of Interest Disclosure form
- Police and criminal record check consent forms and clearances
- Signed temporary assignment agreements/letters
- Canadian work visas or equivalent documentation
- Letters of resignation and bridging of service requests
- Rehabilitative employment letters
- Letters of suspension
- Letters of reprimand
- Letters advising employees of pay classification changes
- Assignments and reassignments
- In/out of public service transfers and retroactive classification
- Letters of expectations
- Letters of conversion from auxiliary to regular status
- Seniority adjustment letters
- Probation letter
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Permanent accommodations letters
Submit employee personnel file documents
Submit the official documents required on an employee personnel file through an AskMyHR (IDIR restricted) online service request. Choose My Team/Organization > Employee & Labour Relations > Employee Personnel File.