The value of accurate, up-to-date employee records is immeasurable in the workplace. Employers should have a neatly organized system for maintaining employee records of both current and past employees. By using HR software, an employer can easily and readily find information regarding various facts about the employee. An accurate and easy to operate employee recordkeeping system is vital in the workplace.
Because each business is different it is important to have a program that allows you to gather information from employee files using flexible reporting and printing options.
HR Software Features:
Maintaining all employee information in one location
Keeping an employees history at your company without having to keep a lot of paper file folders
Gathering employee information fast
Sheltering employees privacy by securing their confidential information
Setting up employee manuals, HR materials, job descriptions, and company policies
There are many important documents that must be handled properly for the protection and welfare of the business from the moment the employee is hired to the moment they leave the company. Examples of important HR documents include I-9 forms and performance reviews. Each document must be kept neatly organized in the employees file so that it can be easily accessed, yet still have the assurance of confidentiality.
During the duration of the employees employment there will be various records kept. Its valuable to have them all accurately and confidentially stored in one convenient place. This is not only handy, but should a law suit occur, be your protection. The following types of data that should be kept in an employee file:
Employee Records Contents:
The description of the job / position in which the employee was hired
The employees job application and resume
The offer of employment letter
The employees IRS Form W-4
A signed receipt acknowledging they have received the business handbook
Details about employee benefits
Any complaints from co-workers and customers
Warnings and disciplinary action
Performance awards and citations
Notes of attendance
What Not to Keep in the Employee Files:
Not every document, note, or thought regarding an employee should be placed in their file. The following are all records, forms, and documents that should be kept separately from the regular personnel file.
Medical records: For employees with a disability, it is mandatory by law that the employer keeps all of that persons medical records in a separate file. Even for employees that are not disabled, it is a good idea to keep their medical records separate and private. This may be required under law, depending upon which state you are in.
Form 1-9: An I-9 must be completed for all employees who work in companies of a specific size. The Form I-9 protects the employer by verifying that they have taken the necessary measures to ensure that the employee is legally authorized to work in the United States. The Form I-9 should be kept in a separate folder – altogether on their own. Should the government choose to inspect the forms, you will want them to readily available.
Unnecessary material. Dont start to stick every note, thought and record in the employees file. Make sure the data you keep is pertinent.
With good HR software, the confidential employee records are protected and the recordkeeping operation of the business is much more tuned.