Dear HR Colleagues,
I am presently working as a Sr. HR Generalist for one of the IT Gaints and have been given the responsibility to find out the mandatory contents of a Personnel File as per the Statutory requirement (if applicable).
I understand that a Personnel File is a Statutory requirement from an Employer however, can someone clarify whether the Statute has defined the contents of a Personnel File and if so, please list down the same. If not, what are the recommended contents.
Thanks in advance.
Regards,
Manoj Pakala
From India, Hyderabad
I am presently working as a Sr. HR Generalist for one of the IT Gaints and have been given the responsibility to find out the mandatory contents of a Personnel File as per the Statutory requirement (if applicable).
I understand that a Personnel File is a Statutory requirement from an Employer however, can someone clarify whether the Statute has defined the contents of a Personnel File and if so, please list down the same. If not, what are the recommended contents.
Thanks in advance.
Regards,
Manoj Pakala
From India, Hyderabad
Dear Mr. Manoj Pakala
Personnel File as per the Statutory requirement (if applicable)? yes its required. following are the documents you have to maintain in personnel file.
1. resume of the candidate
2. Educational testimonials
3. appointment letter (previous company)
4. Relieving letter
5. Experience certificate
6. Fitness certificate
7. three passport photographs
7. statutory documents if any(PF, Gratuity etc)
From India, Bangalore
4Personnel File as per the Statutory requirement (if applicable)? yes its required. following are the documents you have to maintain in personnel file.
1. resume of the candidate
2. Educational testimonials
3. appointment letter (previous company)
4. Relieving letter
5. Experience certificate
6. Fitness certificate
7. three passport photographs
7. statutory documents if any(PF, Gratuity etc)
From India, Bangalore
Hello Manoj Pakala,
Prashanth Joseph has got the complete list--for the situation when it's opened while the person is joining the Company [most of the documents mentioned by him usually form a part of the documents to be submitted by the new Joinee while reporting on the First day].
But now-a-days the BC [Background Check] docket also seems to have become a part of the Personal File [though I am not really sure if it's a Statutory requirement] since it has now become an important part of the Final Selection process.
However since the Personal File is supposed to even survive an employee's exit from the company, copies of all the individual's documents like his/her Appraisals, Letters of Recommendation/Disciplinary action, etc also form a part of the Personal file later on.
Rgds,
TS
From India, Hyderabad
Prashanth Joseph has got the complete list--for the situation when it's opened while the person is joining the Company [most of the documents mentioned by him usually form a part of the documents to be submitted by the new Joinee while reporting on the First day].
But now-a-days the BC [Background Check] docket also seems to have become a part of the Personal File [though I am not really sure if it's a Statutory requirement] since it has now become an important part of the Final Selection process.
However since the Personal File is supposed to even survive an employee's exit from the company, copies of all the individual's documents like his/her Appraisals, Letters of Recommendation/Disciplinary action, etc also form a part of the Personal file later on.
Rgds,
TS
From India, Hyderabad
PF file must contain all personal, employment, reference check doc. it will also have all entry to exit doc of employee. Now days most of the org prefer Efiles.
From India, Hyderabad
From India, Hyderabad
Thanks to Prashanth,Taj and White eagle for the quick response. The information is really useful.
Please confirm whether the personnel file contents mentioned are defined by the Statute or is it a industry standard.
Regards,
Manoj
From India, Hyderabad
Please confirm whether the personnel file contents mentioned are defined by the Statute or is it a industry standard.
Regards,
Manoj
From India, Hyderabad
Hello Manoj,
I am a novice as far as statutory compliances are concerned. So I would leave that part of your query to other more apt members to address.
However, logically, any document that 'could/may' be needed along the career path of the employee ought to be a part of the Personal File--irrespective of whether it's covered by the Statutory regulations or not. Maybe a sort of 'proactive' approach I would say, rather than the 'just-to-satisfy-the-law' approach that was in vogue until recently among most of the corporates.
Rgds,
TS
From India, Hyderabad
I am a novice as far as statutory compliances are concerned. So I would leave that part of your query to other more apt members to address.
However, logically, any document that 'could/may' be needed along the career path of the employee ought to be a part of the Personal File--irrespective of whether it's covered by the Statutory regulations or not. Maybe a sort of 'proactive' approach I would say, rather than the 'just-to-satisfy-the-law' approach that was in vogue until recently among most of the corporates.
Rgds,
TS
From India, Hyderabad
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Personnel File Checklist & Form 34.doc
Checklist Personnel File.xls