Thread Started by #philipevijay

Dear Sirs,
Would like to understand the importance of maintaining Employee Personal Files and more importantly is this a Legal Labour Law requirement.
If it is indeed bound by Labour Laws can someone kindly point out the Act or Article with relevance to this please.
Thanks for your assistance in advance.
Regards
Vijay
31st October 2011 From India, Madras
Hi Vijay,

The importance of maintaining an employee file is that the employer has the record of all the past information about the employee's employment, education, medical, etc. Listed below are the some of the records which are filed in an employee personal file. The employee files are generally stored in fire proof area or in an online application. These data can be accessed by HR personnel and the immediate managers of the employee, with request.

• Job application

• Resume

• Resume cover letter

• Phone prescreening notes

• Interview and selection notes

• Education verification

• Employment verification

• Employment and personal reference checks

• Other background checks and verification

• Rejection letter

• Position job description

• Job analysis records

• Job offer letter or employment contract

• Employment agency or temp agency agreement, if used

• Emergency contact information

• Self-identification form

• Signed employee handbook acknowledgment form showing receipt of employee handbook

• Checklist from new employee orientation showing topics covered and by whom

• Any relocation agreements and documentation, any contract, written agreement, receipt, or acknowledgment between the employee and the employer (such as a noncompete agreement, an employment contract, or an agreement relating to a company-provided car), for example, Life of employment official forms including: requests for transfer, promotion, internal job applications, and so forth

• Any other documentation related to employment

• Copies of any performance appraisal used or employee development plans

• Employee self-assessments

• Records from any formal counseling sessions

• Notes on attendance or tardiness

• Performance improvement plan documentation

• Disciplinary action reports

• Employee assistance referrals

• Employee recognition presented such as certificates, recognition letters, and so forth

• Employee formal suggestions and recommendations, organization responses

• Training records

• Requests for training

• Competencies assessments

• Training class or session notifications or schedules

• Needs assessments signed

• Training expense reports

• Complaints from customers or coworkers

• Employee resignation letter

• Exit interview documentation

• Employment ending checklist

• Final accounting for all aspects of the employee's employment such as final paycheck, vacation pay, return of company property, and so forth
31st October 2011 From India, Bangalore
Dear Mahesh,
Thank you for your very informative post. It throws a lot of light on the documents that go into the employee file.
Is it also possible to let me know if the Employee file is maintained as general practice hygiene by organisations, or are there any statutory compliance to it in terms of Labour Laws.
I have been scouting for information on this and did not find any labour laws insisting that Employee files be maintained.
Regards
Vijay
31st October 2011 From India, Madras
Hi Vijay,
Except to the quality standards and certifications, there is no statutory law which prevails employee file. It is a general practice for an employer to maintain a standard documentation of their employees. This is also used in accessing employee track record, present and the past period of employee employment period.
31st October 2011 From India, Bangalore
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