Find out where your profile is kept
You need to know where your profile is kept. Generally speaking, personal files may be stored in the former employer, the talent market, the social security bureau, or the personnel file management department in the place of household registration. Therefore, you need to recall your work history and the transfer of your files, and determine where to store them.
Prepare relevant documents and materials
Before accessing your profile, you will need to prepare the following documents and materials:
Original and photocopy of ID card;
Archiving contracts or agreements with the archiving unit (if any);
A letter of introduction or file adjustment letter from the employer (e.g. the file is stored in the original work unit or the talent market);
Other supporting materials that may be required (e.g. academic qualifications, employment certificates, etc.).
Go to the archiving unit to go through the file adjustment procedures
Once you have determined where to store your files, you need to go to the archiving unit to go through the file transfer procedures. The specific process is as follows:
Submit relevant documents and materials, and explain the reason for file adjustment (i.e., go through retirement procedures);
The archiving unit will review your documents and materials, and after confirming that they are correct, it will handle the file transfer procedures for you;
If you need to pay the file management fee, please pay it according to the regulations;
Wait for the filing unit to transfer the file to your designated receiving unit (e.g., the Social Security Bureau or the personnel file management department in the place of household registration).
Precautions
Please ensure that the documents and materials provided are true and valid, otherwise it may lead to the failure of file adjustment;
In case of special circumstances such as loss or damage of files, please communicate with the archiving unit in time to solve it;
In the process of file adjustment, please keep it unblocked, so that the archiving unit can contact you in time;
If you have any questions about the transfer process, you can consult the local personnel records management department or a legal professional.
Ms. Li, for example, is an employee who is about to retire in 2024. Before she can retire, she needs to access her personal file. After reminiscing, she was sure that her files were stored in her former workplace. Therefore, she prepared the original and copy of her ID card, the archival contract signed with her original unit and a letter of introduction from the unit, and went to her original work unit to go through the file adjustment procedures. After submitting the relevant documents and materials, the original unit reviewed and handled the file transfer procedures for her. Ms. Li successfully transferred her personal file to the Social Security Bureau and successfully completed the retirement procedures.
Relevant Regulations
The Archives Law of the People's Republic of China stipulates that state organs, social organizations, enterprises, public institutions and other organizations, as well as citizens, have the obligation to protect archives. No unit or individual may tamper with, damage, or falsify files. Unauthorized destruction of archives is prohibited.
The specific regulations on personal records management may vary from place to place. Before going through the file adjustment procedures, it is recommended that you learn more about the relevant local policies and regulations.
In case of archival disputes or legal issues, a lawsuit can be filed with a local personnel dispute arbitration institution or court in accordance with the law.