Employer’s Document Checklist

Statutory HR plans

• workplace community development plan if the employer company regularly has a personnel of at least 20 employees (Co-operation Act, section 9)
• gender equality plan if the employer company or organisation regularly has a personnel of at least 30 employees (Act on Equality between Women and Men, section 6a)
• non-discrimination plan if the employer company or organisation regularly has a personnel of at least 30 employees (Non-discrimination Act, section 7)

Statutory occupational safety and health documentation

• occupational healthcare plan (Occupational Healthcare Act, section 11)
• occupational safety and health policy (Occupational Safety and Health Act, section 9)
• analysis and assessment of hazards at work (Occupational Safety and Health Act, section 10)
• substance abuse programme, which is mandatory if a drug test is to be performed on jobseekers or employees (Occupational Healthcare Act, Section 11)

Other statutory documentation

• employment contract and/or information on principal terms of work (Employment Contracts Act, chapter 1, section 3 and chapter 2, section 4)
• records of annual holidays (Annual Holidays Act, section 29)
• list of young workers if persons under the age of 18 are recruited for at least two (2) months (Young Workers’ Act, section 13)

Statutory documentation on working hours

• working time register (Working Time Act, section 32)
• work schedule, unless flexible working hours or flexiwork are used (Working Time Act, section 30)
• working time adjustment scheme when working time has been organised on the basis of an average, and flexible working hours or flexiwork are not in use (Working Time Act, section 29)
• agreement on flexible working hours if flexible working hours are used (Working Time Act, section 12)
• flexiwork agreement if flexiwork is used (Working Time Act, section 13)
• stand-by agreement if the work entails stand-by or back-up duties (Working Time Act, section 4)
• working time account agreement if a working time account system is used (Working Time Act, section 14)

Documentation on the processing of personal data

• records of the processing of personal data (General Data Protection Regulation, GDPR).

• written orientation plan
• guideline on harassment and inappropriate behaviour
• travel instructions
• instructions on working from home
• email rules
• social media guidelines
• confidentiality commitment or agreement if required by the production.

Several acts regulating employment relationships oblige the employer to keep the legislation available for inspection at the workplace. This can take place in electronic format on the intranet, for example, or as hard copies in another easily accessible location.

Such legislation includes but is not limited to

• Employment Contracts Act (Employment Contracts Act, chapter 13, section 10)
• Applicable collective agreement (Collective Agreements Act, section 12)
• Working Time Act (Working Time Act, section 43)
• Annual Holidays Act (Annual Holidays Act, section 35)
• Occupational Safety and Health Act (Occupational Safety and Health Act, section 67)
• Act on Occupational Safety and Health Enforcement and Cooperation on Occupational Safety and Health at Workplaces (section 53).