In Finland there are various laws, directives, and recommendations concerning human resource management documents. Following and interpreting them can seem challenging.
Primarily, legally required HR documents ensure that the workplace complies with current legislation. They protect both the employer and employees from potential legal consequences. Additionally, they safeguard employees’ rights and promote a safe and healthy work environment. Every workplace should ensure that all necessary documents are up-to-date and easily accessible.
We have compiled a list of various documents mandated by law related to HR management and when companies are required to have them.
Occupational Health Care Action Plan
- Applicable to: All workplaces, as per the Occupational Health Care Act.
- Purpose: The plan is usually based on a workplace survey. The survey sets concrete goals for the plan, such as who is responsible, the timeline for implementation, and a possible cost estimate. Often implemented with an occupational health partner.
Workplace Survey
- Applicable to: All workplaces, as per the Occupational Health Care Act.
- Purpose: The workplace survey assesses the company’s stress factors, resources, and the impact of risks on occupational health and work ability. Often implemented with an occupational health partner.
Action Plan for Harassment and Inappropriate Treatment and Risk Assessment at Work
- Applicable to: All workplaces, as per the Occupational Safety and Health Act.
- Purpose: The action plan should include the company’s practices for dealing with harassment and inappropriate treatment. Risk assessment requires an investigation of the entire company’s operations to identify hazards, harms, and stress factors.
Work Community Development Plan
- Applicable to: Companies with more than 20 employees, as mandated by the Act on Co-operation within Undertakings.
- Purpose: The development plan is a tool for dialogue that promotes skills development and well-being at work.
Equality Plan
- Applicable to: Companies with more than 30 employees, as required by the Equality Act.
- Purpose: The plan aims to prevent discrimination based on gender-related factors.
Non-Discrimination Plan
- Applicable to: Companies with more than 30 employees, as required by the Non-Discrimination Act.
- Purpose: The non-discrimination plan is often combined with the equality plan. Its purpose is to promote equality and foster an organisational culture that opposes discrimination.
Occupational Safety and Health Programme
- Applicable to: Companies with at least one (1) employee.
- Purpose: The programme aims to systematically improve well-being and safety at work by setting goals to enhance employees’ work ability.
Additionally, the following documents are recommended:
Substance Abuse Programme
- Applicable to: Mandatory if there is a need for drug testing in the company. Recommended for others.
- Purpose: The substance abuse programme outlines how situations are addressed, how they are prevented, and how support is provided. Often implemented with an occupational health partner.
Early support model
- Purpose: The model outlines measures the company takes to prevent the deterioration of work ability. Often implemented with an occupational health partner.
HR Handbook for Employees
- Purpose: The handbook informs employees about the company’s rules and practices. It also helps minimise misunderstandings and unequal treatment.
Azets Can Help
Don’t worry if you feel that you don’t have enough time to implement these documents or if it’s unclear what your company is missing and what still needs to be done. You don’t have to handle this alone. We have experts experienced in creating legally required documents. Additionally, we offer HR assessments to check if your company is missing any legally mandated or other essential documents or practices, such as a whistleblowing channel, various guides (e.g., for onboarding, induction, leadership, recruitment), remote work guidelines. Explore our HR services
