Missing employee records - employee says he had submited.

mrv_raj · #11 05-11-2009, 11:09 AM

hi ritika,
I think, in most of the cases when a personal file of an employee is maintained by HR deptt of an organization, only the true copies of relevant documents from the employee is being asked. If at any point of time the file is misplaced or lost or not submitted by the employee, you may ask her to send the required details once again n I think she must not take it the other way and understand the concern. Am I right?
Maneesh

jyoti panwar · #12 05-11-2009, 11:25 AM

u can politely ask the employee to submit the required documents again
Its a trivial issue & you as an HR personnel have all the right to ask for it.

Thanks
Jyotu

jyoti panwar · #13 05-11-2009, 11:26 AM

u can politely ask the employee to submit the required documents again
Its a trivial issue & you as an HR personnel have all the right to ask for it.

Thanks
Jyoti

vasanthapriya · #14 05-11-2009, 12:04 PM

Nothing wrong in it yar ask him to submit again
u tell them that u r updating everything

seshasashi · #15 05-11-2009, 01:01 PM

as a HR u sh'd be brave enough to ask many times about the details of employees.. Nothing wrong u can ask again

bharathdwajhas · #16 06-11-2009, 09:19 AM

Hi,

The following points are solution of your problem:-

1. You can collect these documents once again from the employee.
2. For date of joining confirmation you please refer his PF Declaration Forms or Form 3A submitted earlier and also if he is convered under ESI then you have to refer his ESI Card, So that you will get his Date of Joining.
3. In case if you dont have any documents related to his Date of Joining you please refer his salary paid details with Accounts Department. From that period you can just assume the date and put it.
4. If it is factory you take FORM 25 & Gratuity Form "F" in fresh once again from the employee.

First of all the major thing in this issue is you need to confirm the date of joining of the employee. Once you confirm the Date of Joining you can collect fresh documents from the employee.

So, just mail him to submit the documents once again and put it all these in file.

If u have any other clarification please contact me.

BHARATH DWAJH .A.S.
Mobile:9902949491
Email:

vkokamthankar · #17 06-11-2009, 11:27 AM

Ms. Ritika,

Employee states that he has already submitted all papers and it seems you are not in a position to deny that. Only option with you is to apologies to him, tell him papers are misplaced and ask him to provide copies once more for HR Records.

• I do not agree with fellow member’s suggestions that you can harass employees by asking same papers again and again under the guise of Audit, Records Updation etc. Employees are not fools; they very well understand your mistakes and inefficiencies. By doing such things HR Fraternity is degrading themselves in the eyes of their own employees.
• Set foolproof system of Joining. Prepare and file duly signed ‘Joining Checklist’ in Personal Files at the time of joining itself. Make sure you ask for all the documents at the time of joining itself and there will be no need to ask for anything afterwards.

Thanks & Regards

monuda · #18 06-11-2009, 11:33 AM

ask empolyee to submitted there all update record asap...we required for updation...

be a HR use skills ........to convience power...

with regards
priyatosh

Aashnaa GB · #19 06-11-2009, 12:23 PM

Quote:

Originally Posted by vkokamthankar

Ms. Ritika,

Employee states that he has already submitted all papers and it seems you are not in a position to deny that. Only option with you is to apologies to him, tell him papers are misplaced and ask him to provide copies once more for HR Records.

• I do not agree with fellow member’s suggestions that you can harass employees by asking same papers again and again under the guise of Audit, Records Updation etc. Employees are not fools; they very well understand your mistakes and inefficiencies. By doing such things HR Fraternity is degrading themselves in the eyes of their own employees.
• Set foolproof system of Joining. Prepare and file duly signed ‘Joining Checklist’ in Personal Files at the time of joining itself. Make sure you ask for all the documents at the time of joining itself and there will be no need to ask for anything afterwards.

Thanks & Regards

I completely agree with you. Just because HR did not maintain the docs. properly, that doesn't mean that the employees have to keep on re-submitting the docs. as per HR demands.

rajivrsharma · #20 06-11-2009, 01:10 PM

you can direct him to submit the documents afresh.i would advise you to check personal file of other employees as well.in case there are many files in which documents are missing then you can design a personal information form containing columns for all the information desired/ required by you and circulate one form each to allthe indivdual employees with the instructions to fill all the columns and return form with in a specified period.make sure that each employee puts his signature at the end of the form. this is very much in your rights and this way personal files would also get updated.