Manager - Hr
Hr Operations

Hi All citehr members,
do you know how much important an employee's Personal File is.In my opinion this is very important to all Management people.plz send ur opinion about it,wht type of docment u are filing.

From United States, Ogden
Application, biodata, appointment order, confirmation order, age proof, form 34, form I & II, wage history, training log sheet, documents attached with application, leave log, remarks sheet.

Personal file is an important record for any compay. it contains necessary details regarding an employee. Details which are usually filed are Personal form of company, appointment and offer letter copy, educational docs, Id proof,employment history docs like salary slips and certificates, rel letter of previous company, medical check up reports if company has medical check up of employees before joining, form 16, copy of PF and ESI form, any achievements or drawbacks which affected company, performance appraisal results, increment letter copy , job description copy etc.Basically this gives a complete employee history and present working.


Something about "Personnel Files" from my side........

What is a personnel file?

A historical log or record of information pertaining to a staff employee from the date of hire, identified by the person's name or by any number or symbol corresponding to that name.It is not necessarily just a folder of documents. Anything that can be reasonably retrieved regarding a person's employment may be considered a part of the employee's record. This may include calendar notations, e-mail and other on-line documents, work logs, or journals.

What belongs in the personnel file?

Job-related materials including information on employment, such as the employee's application, offer letter, and acceptance letter; the job description and performance expectations; development records such as training, education, and degrees; performance records such as appraisals, counseling memos, disciplinary letters, special awards, or commendation letters; time and attendance records; emergency data; and personnel action forms (PAFs).

What does not belong in the personnel file?

Anything not directly related to the job, such as pre-employment references, grievances, outside agency complaints, affirmative action/EEO data, credit reports, or wage garnishments.

Grievances and other formal complaints - internal or external - are administrative processes for which the office of record is Labor Relations in Human Resources, so they should not be in the personnel file. If the complaint involves a dispute about the content of an employee's personnel file, that content may be affected by the decisions issued in the complaint process or by resolution of the complaint. For example, the content or ratings of a performance appraisal may be changed or a disciplinary letter removed.

What about medical slips, FMLA documents, and Workers' Compensation reports?

To protect the privacy of the employee, any documents that relate to an injury or disability must be kept in a file separate from the rest of the personnel documents. They may be kept inside or adjacent to the personnel file, but should be separate and easy to remove if the file is requested for review.

A working file is not prohibited, but there are a few things to keep in mind:

• It's not a secret record and it's entirely appropriate for employees to know the working files exist. (They may also want to put memory joggers there.)

• It should be used for its stated purpose, with material being incorporated into appraisals or other formal documents in a timely manner.

• Any request to review the personnel file, or for copies of records, may include the working file as well as the official file. All these items are part of the employee's official record.

• Once the material is used in another document such as a performance appraisal or corrective action, the notes should be destroyed. If they are not ultimately used, they should be destroyed.



From India, Hyderabad
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