Need Help with Organizing Employee Personal Files – Any Tips or Advice?

Hi, can anybody help with indexing personal files of the employees, please?

Greetings.

Initial database should have a main index listing of employees. This could have a unique employee number (if it exists) or last name, first name. A larger group may require this to be categorized under various departments.

Physical files should have an approach in dividing it into two sections: employee data & correspondence. The first section should be built on standard forms compiled by HR, which should cover Employee information, emergency contact, medical history (blood group/allergies/medication), next of kin, etc. The second section would consist of all related correspondence filed date-wise.

Again, this could be simple or get complex depending on the nature & size of the organization. If the company also adopts to have them in electronic form, you would need to adopt issuing soft copy formats for getting employee info & relevant correspondence would need to be scanned and filed electronically. Ideally, a single file should be kept for each person.

Dear,

I suggest indexing it based on the employee number. All companies will assign an employee number either manually or electronically. The employee number is unique, similar to a bank account number. There may be employees with the same name, even within the same department. How will you identify them? It is solely based on the employee number, isn't it?

Therefore, organize the files according to the employee number.

V. Balaji

Indexing employee files batch-wise is always better for retrieving or organizing files. Care should be taken to back up personal files if stored electronically. Contents may be kept in two parts for easy reference, as suggested by Mr. Ashok.

All the best.