Assistant Manager Human Resources
Legal, Training
Rizwan Razi
Incharge H.r & Administration
Arti Save
Hr-admin Manager
+2 Others

Dear All,
There is a suggestion coming from our management to maintain seperate personnel files one contianing all the technical certificates, technical comments & appraisal forms which should in the custody of Manager. This is for easy accesibility. The other file which will remain with HR shall contain all documents related to employment such as offer letter, Appointment letters, promotion letter.
Is the system of maintaining seperate employee file (One with manager & other with HR) common?
I feel this situation will lead to confusion and duplication of work but I am not understanding how to put it this to management.
2nd June 2011 From India, Mumbai
Dear Arti,
Personal documents of employees are confidential and should not be access by unauthorized persons. It is the responsible of HR to maintain.
You may put separator in files and segregate documents as required and should be with HR and for any reference manager may seek HR for it and is a general practice.
Appraisal documents copy is provided to reporting managers. Discuss with management about the consequence on the organization and employees if data are missed, leaked or wrongly utilized.
Hope they will understand.
2nd June 2011 From India, Bhubaneswar
Personal documents to be maintained and accessed by HR team to ensure complete confidentiality of documents
2nd June 2011 From India, Gurgaon
Ask the collegues to work at office,if every one does his work then there is no need to duplicate the documents.
2nd June 2011 From India, Faridabad
Dear Arti,
In our organization, there is not allowed to any body to enter in a room where we keep all personal files record. We have two keys of that room, one key is kept by Security Officer and second key is kept by Manager H.R.
The employees personal files record is a strictly confidential. We can not show to others. You try to understand this to your management and i am sure that they will definitely understand your point.
2nd June 2011 From Pakistan, Lahore
Dear Arthi,
All our fellow members are given great guidance to you.
You can do one thing, if the assessing officer requires the performance Appraisal details assessed by him for his reference , prepare a consolidated statement out of the PA points and hand it over to him.
But never ever send the full performance appraisals to him.
Regarding the Technical certificates and Technical details, you can send Xerox copies of the same to the concern managers.
Excellent Hr Services,
2nd June 2011 From India, Selam
PE files are responsibility of HR and it should be maintained by HR dept only. Line Managers don't have proper resource to maintain records and there is violation of confidentiality. Tell your mgt they will understand.
3rd June 2011 From India, Hyderabad
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