Key Types of Employee Records Every Company in Mexico Must Manage

Managing HR records goes far beyond storing a résumé or contract—it’s about maintaining detailed, legally compliant documentation across various aspects of the employee-employer relationship.

If your U.S.-based company operates in Mexico, understanding the main types of personnel files required by law and best practices is essential. Here’s a breakdown of the most common files—and how digital tools like Sora help manage them securely and efficiently.

📌 Main Types of Employee Records

1. Personal File
   Includes the employee’s personal information such as full name, birthdate, address, social security number, contact details, and previous employment history.

2. Labor File
   Covers the employment relationship: contracts, job changes, promotions, performance evaluations, and any documentation related to the employee’s career within the company.

3. Payroll File
   Details salary-related data: base salary, overtime, bonuses, deductions, benefits, and any financial compensation issued to the employee.

4. Medical File
   Contains health-related records: medical exams, illness history, occupational accidents, and health declarations.

5. Tax File
   Includes records of tax withholdings, income tax, and contributions to social security systems or retirement funds—mandatory under Mexican fiscal laws.

6. Workplace Safety File
   Documents related to occupational safety: permits, licenses, incident reports, compliance with safety standards and health regulations.

🖥️ Why Digitizing Employee Records Makes Sense

Traditionally, these records were handled in paper form—but that approach is quickly becoming obsolete. With platforms like Sora.mx, companies can securely manage, sign, and access all HR files digitally, in full compliance with Mexico’s labor and tax laws.

Here are some major benefits:

📦 Save Space & Time

Forget about overflowing filing cabinets. Store all employee files in the cloud and instantly locate any document with just a few clicks.

🔐 Enhanced Security

Digital files can be encrypted and protected by passwords, access levels, and backup systems—making them safer than paper.

🌐 Remote Access

Need to access employee records during a legal review, audit, or from a remote office? With digital files, you can do so securely from anywhere.

🔎 Better Organization & Searchability

Use smart filters and search tools to quickly find specific documents. No more manual digging through folders.

🚀 Sora: The Smarter Way to Manage HR Files in Mexico

With Sora, your company can:

• Create and send documents to employees for digital signature
• Upload PDFs and manage them in structured digital folders
• Monitor signature completion with real-time dashboards
• Control access permissions across HR teams
• Stay compliant with Mexican labor, tax, and safety regulations

Ready to Digitize HR the Right Way?

Fill out the form and a compliance specialist from Sora.mx will contact you. Discover how to bring your HR processes into the digital era—with legal certainty, efficiency, and security.