An employee who leaves their position sometimes discovers, several months later, that their pay slips have disappeared from MyPeopleDoc. The digital vault remains accessible in theory, but the reality depends on several parameters that no one checks before the last day. Anticipating the retention of documents on MyPeopleDoc when changing employers relies on a few specific actions to be taken before returning the badge.
Personal email address and MyPeopleDoc access after departure
The MyPeopleDoc account is linked to the email address used during activation. If this address is that of the company ([email protected]), it will be deactivated at the end of the contract. The employee then loses their means of accessing the vault.
Linking a personal email address as soon as the account is activated is the most effective precaution. This address serves as the key to retrieve the document space after changing employers, regardless of the IT system of the former company.
You can change the email address linked to the account from the MyPeopleDoc profile settings. If you have never checked this point, do so before any notice period. A detailed guide explains how to keep your documents on My People Docs by securing this step in advance.
When the former employer stops the MyPeopleDoc service
Post-departure access relies on a condition that many employees are unaware of: the continuation of the service on the company side is not guaranteed for life. The employer subscribes to a plan with the platform. If they change providers or terminate their contract with PeopleDoc (now integrated into UKG), access to the archives may become uncertain.
Feedback varies on this point. Some former employees retain functional access years after their departure. Others find that their space is unresponsive, without prior notification. The digital vault remains the property of the employee in principle, but its technical availability depends on the operator’s maintenance of the infrastructure.
This gray area justifies a simple rule: never consider MyPeopleDoc as the only copy of your HR documents. The vault is a tool for receiving and consulting, not a substitute for personal backup.
Personal backups before changing employers
Downloading sensitive documents before the last day of the contract eliminates the main risk. Here are the documents to prioritize:
- Pay slips for the entire employment period, essential for retirement rights and future administrative procedures.
- The employment contract, its amendments, and the termination letter (resignation, dismissal, mutual termination).
- Employer certificates, work certificates, and final account statements.
- Any personal document voluntarily deposited in the vault (licenses, diplomas, proofs).
Store these files on at least two different media: an external hard drive or USB stick, and a personal cloud storage service (like Google Drive, iCloud, or equivalent). A single medium can fail or be lost.
Also, remember to keep access proofs: the initial invitation email, the deposit confirmations received from the platform, and the email address used for activation. These elements serve as proof of origin in case of a dispute regarding the authenticity of a document.
Linking a new employer to an existing MyPeopleDoc account
When the new employer also uses MyPeopleDoc, you can link your existing space to the new HR service. The procedure involves the invitation sent by the human resources department of the new company.
If the account is correctly associated with a personal email address, the platform recognizes the profile and offers to link the new employer without creating a duplicate. Documents from the former employer remain in the personal space, separate from new deposits.
One MyPeopleDoc account can group several successive employers. This is one of the tangible advantages of the platform for employees who change positions regularly. The vault accumulates documents throughout the career, provided that each company uses the same provider.
If the new employer uses another digital vault tool (Cecurity, Digiposte, etc.), the two systems do not communicate with each other. You then end up with multiple storage spaces to manage in parallel, which reinforces the usefulness of a centralized backup on personal media.
Departure checklist to secure your HR documents
Before leaving a company, a few checks take less than fifteen minutes and avoid months of administrative hassle:
- Check that the email address linked to the MyPeopleDoc account is a personal address, not that of the company.
- Download all pay slips and contractual documents onto personal media.
- Copy these files onto a second medium (cloud or external drive).
- Keep the initial invitation email and deposit confirmations in a dedicated folder in your personal email.
- Test the connection to the account from a personal device (not the work computer) to confirm that access works outside the company network.
This last point is often overlooked. Some employees have never accessed MyPeopleDoc other than through the company’s internal portal. Checking autonomous access before departure allows you to detect a password or email address issue while it is still possible to contact the HR department.
The retention of your HR documents does not rely on the goodwill of a former employer or the longevity of a platform. It relies on a habit: duplicating each document received, as soon as it is deposited, onto a space that you control yourself.