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Do not build this. The record is the product, and the reason is not technical.

Employment records are personal data of the most sensitive kind, held under obligations that differ by country and change. When somebody asks — an auditor, a regulator, a former employee's solicitor — what matters is that the record is complete, attributable and retained correctly. A homemade system is where that goes wrong quietly.

WHEN TO KEEP PAYING
- More than a handful of employees, in more than one country, or any regulated industry
- Anywhere time-off accrual is governed by law or a collective agreement rather than by your own policy

WHEN A SPREADSHEET IS STILL FINE
- A very small team in one country, where the whole record is a folder of signed contracts and a shared calendar. Say that out loud rather than buying software to look grown up

WHAT YOU CAN BUILD, AND SHOULD

**The onboarding checklist**, which is the part every company does badly and no product does for you:
- A template per role: the accounts to create, the hardware, the documents to sign, the introductions, the first-week reading
- Assigned to the people who own each step, with a due date relative to the start date
- Visible to the new starter as well, because the worst first week is one where nobody knows what is supposed to happen
- That is a table and a checklist, it is an afternoon, and it improves the experience more than any HR platform

**And the offboarding one, which matters more.** Every account to revoke, every device to return, every access to remove, with a date and a person responsible. A leaver whose credentials still work three months later is the security incident nobody notices — and it is the single most common one.

IF YOU DO HOLD RECORDS YOURSELF
- Encrypt at rest, restrict access, and log every read. Somebody looking at a colleague's salary should leave a trace
- Retention per document kind, enforced by a sweeper, with the basis written down
- Never put employment records in a general-purpose wiki or a shared drive with inherited permissions. That is how a salary spreadsheet ends up readable by the whole company

THE ONE-LINE VERSION
Keep the system of record. Build the onboarding and offboarding checklists, and go and check who still has access from the last person who left.