New to HR? Seeking Guidance on Systematically Maintaining Employee Files

Systematic Process for Maintaining Employee Files

I would like to know the systematic process in which employee files should be maintained by HR. Please help me out, seniors, as I have recently joined an organization as HR and don't have much experience in the matter. Please, seniors, help me out.

Regards

Hi Indrani,

You may use the attached format for employee file maintenance. The first sheet should be used for keeping the records of documents related to the employee during the entire duration of services and should be updated religiously before filing any document in the employee file. Similarly, the second sheet should be pasted on the employee file and should be maintained from joining till separation and while filing the documents in the file.

Regards,
Kumar Anand
HR - SAMSUNG

Hi Anuradha,

Due to some system security technologies, I can only send the attached file through my official account, which I cannot access. Therefore, I will paste the file format here. You can copy and paste the content into a new Excel sheet for further use.

Sheet 1

Employee Document Tracker

- Employee Detail
- Pre-Joining Documents
- Joining Kit - Basic Information Sheet
- Professional and Educational Documents - At the time of joining
- Documents - During the Course of Employment

Sheet 2 - Copy and paste on a new Excel sheet and use as and when required.

Employee Document Checklist

- Employee Details
- Emp Name
- Emp ID
- Department
- DOJ
- Pre-Joining Documents
- Manpower Requisition
- CV
- Interview Assessment Sheet
- LOI Issued - Copy attached
- Joining Kit - Basic Information Sheet
- Signed Copy of LOI Acceptance
- Personal Details
- Mediclaim Nomination Form
- PF Nomination Form
- Gratuity Nomination Form
- Security Pledge
- Joining Report
- Internet Messenger
- Employee Non-Disclosure Agreement
- Professional and Educational Documents - At the time of joining
- Relieving Letter / Resignation Letter from the last company
- Experience Letter from the last 2 / 3 organizations worked (In Descending Order)
- Educational Certificates
- 10th Certificate
- 12th Certificate
- Graduation / Diploma Certificate
- PG Certificate
- Others
- Form 16
- PAN Card Copy
- Documents during the course of Employment
- Appointment Letter Issued
- Signed Copy Appt Letter Recd
- Promotion / Increment Letter
- Appreciation / Apology Letter if any
- Transfer Letter if any
- Copy of resignation letter
- Relieving / Termination Letter
- F & F letter and final cheque copy
- Any Other Important Document

Checked By - (HR Rep)
- Name -
- Date -
- Signature -

Regards,
Kumar Anand
HR - SAMSUNG

Hi Indrani, you wanted to know about only the employee file or all the HR formality files? Moreover, it varies between the size of the company and the policies of the company. The basic things will be as follows:

- Manpower Requisition form
- Candidate Evaluation Form
- Application Form
- Data Form (Collection of personnel Data)
- Collection of required certificates and Documents
- Joining Report
- Induction Report
- Job Description Form
- Offer Letter
- Appointment Letter
- Appointment Confirmation Letter
- Periodical review formats
- Appraisal formats
- Letter for change in wages (for every increment)
- Correspondence letter for promotion/demotion or transfer
- Confidential Agreements
- Resignation/Termination Letter
- Exit Interview
- No Due certificates
- Full and Final Settlement letter
- Experience certificate and Relieving letter
- and more

Regards

I fully agree with my professional colleagues who have expressed their ideas for the proper maintenance of employee files. The only thing I want to add is that personal files can be segregated into sections like:

1. Joining
2. Training
3. Performance & Feedback
4. Exit Formalities
5. Misc, etc.

Regards,
Shreyas Dave
Muscat

Dear All, Here I have attached the corrected format of the file. Please check if you are able to open it now.

Rgds, Kumar Anand HR - SAMSUNG

Hi Indrani, you may use the attached format for employee file maintenance. The first sheet should be used for keeping records of documents related to the employee during the entire duration of their service and should be updated religiously before filing any document in the employee file. Similarly, the second sheet should be pasted on the employee file and should be maintained from joining till separation while filing the documents in the file.

Regards,
Kumar Anand
HR - SAMSUNG