What Documents Should Go in an Employee's Personal File and in What Order?

Hi Seniors,

Can anyone explain to me what are the documents to be filed in an employee's personal file and the sequence of order?

Regards,
Mr. Sanjay

Dear Sanjay,

The following documents are to be filed in the personal file:

1) Company employment form (filled at the time of the interview)
2) Employee's resume along with the employment form.
3) Joining formalities documents and other related documents.
4) Other documents filed as per the situation (like experience certificate, service certificate, etc.)
5) Photo of the employee
6) Address and other information of the employee

Regards,
Ankit
09869851356

Hi,

Please find the attachment. This will be useful for you.

Thanks,
Jennifer

Dear Sanjay,

Following documents are to be filed along with your CV and Employment Application form:

1. Date of Birth certificate
2. Educational certificates
3. Two passport size photographs
4. Experience certificate
5. Residential proof
6. Copy of driving license (if any)
7. Proof of last salary drawn
8. Proof of vehicle (if any)

Thank you.

Hi Jalad,

The following can also be considered:

- Copy of PAN Card
- Address proof
- Experience certificate or relieving letter with the latest pay slip from the previous employer
- Offer Letter and Appointment letter issued by the new employer

Regards,
Sathish

Why don't you make a list of documents that you feel are required for the Personal Records of employees. We will surely help you complete the task. But first show some of your own initiative, please. Best Wishes, Vasant Nair

Hi, depending on the company you are posted in, if it is a large-scale industry, then a protocol is being established. Take all relevant certificates signed by him/her, 2 photocopies, reference letter. Make a file and put it in the staff documents cupboard separately.

Dear Mr. Sanjay,

Personal Files Updation

Joining Report

Employee Data Sheet

Offer Letter

Family Details

Day-wise Employee Related Correspondence

Sivakrishna

HR Assistant

Dear Sanjay,

Following is the order for keeping the employee data in the Personal file:

1) Employee Resume
2) Personal Information form along with a passport-sized photograph
3) Test papers / Technical evaluation papers (whichever is applicable)
4) Interview Assessment sheets with recommendations
5) Reference Checks
6) Offer Letter copy (Accepted by the employee)
7) Appointment Letter copy
8) Joining letter
9) Educational Certificates, Experience Certificates Copies
10) Induction kit acknowledgment

After this, whenever the employee is confirmed, the confirmation review letter and confirmation letter.

At the end of the year, include a review letter/review recommendation letter/Increment letter, etc.

Feel free to email in case you need any more clarity.

Regards,
Chakradhar Reddy

1. Copy of Form 2 EPF
2. Copy of ESI card.
3. Service record
4. 2 photographs
5. Fitness certificate

These are the documents required for the application.

Dear Sanjay,

Please find attached the Employee Database checklist. I hope this will be helpful.

Warm Regards,
Santhoshi

Hi friends,

Can anyone let me know how many minimum employees are required for obtaining PF & ESIC scheme in the organization? Can the organization with a total of 10 or more employees have PF & ESIC scheme and how? Please email me your suggestions at [Login to view].

Dear Sanjay,

Please find attached the below-mentioned documents:

1. Employee address proof.
2. His education details certificate.
3. One copy of the offer letter.
4. Salary breakup sheet.
5. If the company made any agreement with him, please include one copy of the agreement details.
6. Company joining format.
7. Interview assessment copy.

I believe these documents may not be sufficient, but unfortunately, this is all I have at the moment.

Thank you.

Dear Sanjay,

The following documents are to be filed in an employee's personal file:

1. Interview assessment form duly signed by the concerned authority mentioning CTC.
2. Latest Resume
3. Company's standard application form
4. Joining Report
5. Offer letter along with salary breakup annexure
6. One set of photos
7. Copies of educational certificates
8. Previous service certificates
9. Previous employer relieving certificate
10. PAN card copy & driving license [If any]
11. Residence proof
12. Bank account details
13. Previous Form 16, if available.

Please ensure the accurate and timely filing of these documents in the specified order.

Thank you.

Creating Employee Personal Files

I have recently joined an organization as an HR Executive. Before my arrival, there was no HR Department, and I am the sole HR personnel. I am now looking to create employee personal files. Could anyone suggest the best way to collect all the necessary documents? Should I issue a notice or simply inform all employees? I would appreciate any advice or examples you could share on this matter.

Regards,
Reena

What are the implications and difficulties an HR professional may face if an employee's personal file is lost?

When an HR department loses an employee's personal file, it can lead to various challenges and consequences. Firstly, the confidentiality and security of the employee's sensitive information are compromised, which can result in legal issues and breach of trust. Secondly, important documents such as employment contracts, performance evaluations, and disciplinary records may be lost, affecting decision-making processes related to promotions, terminations, and other HR actions. Furthermore, the HR team may need to invest significant time and resources in recreating the lost file, causing operational inefficiencies and delays in handling employee matters. Additionally, the loss of an employee's personal file can damage the organization's reputation and credibility, impacting employee morale and trust in the HR department. Therefore, it is crucial for HR professionals to have proper data management systems and backup procedures in place to prevent such incidents and mitigate the potential risks associated with losing an employee's personal file.