Maintaining Employee Files - Xls Download

Dear All,
I would like to know the systematic process in which emplyee files should be maintained by HR. Please help me out seniors as I have recently joined an organization as HR and dont have much experience in the matter.
Please seniors help me out.

Hi Indrani,
You may use the attached format for employee file maintenance.
First sheet should be used for keeping the records of documents related to employee during the entire duration of services and should be updated religiously before filing any document in the employee file.
Simillarly second sheet should be pasted on employee file and should be maintained from Joining till seperation and while filing the documents in the file.
Rgds..Kumar Anand
HR - SAMSUNG

Hi Anuradha,

Because of some system security technologies, the attached file can only be sent by my official file which I can not use. Hence pasteing the file format here.

You can copy and paste the same in new excel sheet and can use it further.

Sheet 1

Employee Document TrackerEmployee DetailPre Joining DocumentsJoining Kit - Basic Information SheetProfessional and Educational Documents - At the time of joiningDocuments - During Course of EmployementNoEmp NameEmp IDDepartmentWork LocationGradeTitleHire DateContact NumberManpower Requisition FormCVInterview Assestment SheetLOI Issued DateSigned Copy of LOI AcceptancePersonal Detail FormMediclaim Nomination FormPF nomination FormGratuity Nomination FormSecurity PledgeJoining ReportInternet Messenger FormEmployee Non Disclosure AgreementRelieving Letter / Resignation Letter from last companyExperience Letter from last 2 organization workEducational CertificatesForm 16PAN Card CopyID Card IssuedAppointment Letter IssuedSigned Copy Appt Letter RecdPromotion / Increment LetterTransfer Letter if anyCopy of resignation letterReleiving / Termination LetterF & F letter and final cheque copy1st 2nd 10th Certificate12th CertificateGraduation / Diploma CertificatePG CertificateOthers1ABCDEF12345BPO- LogisticsGuwahatiS1L1Coordinator - Logistics1-Jun-20107166539936YesYesYes1-Jun-10YesYesYesYesYesYesYesYesYesNoYesNoYesYesYesNoNoNoABDC8798J6-Sep-1028-Jun-10Yes1-Apr-11NoYesNo2-Apr-11

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

Employee Document ChecklistEmployee DetailsEmp NameEmp IDDepartmentDOJPre Joining DocumentsManpower RequisitionCVInterview Assestment SheetLOI Issued - Copy attachedJoining Kit - Basic Information SheetSigned Copy of LOI AcceptancePersonal DetailsMediclaim Nomination FormPF nomination FormGratuity Nomination FormSecurity PledgeJoining ReportInternet MessengerEmployee Non Disclosure AgreementProfessional and Educational Documents - At the time of joiningRelieving Letter / Resignation Letter from last companyExperience Letter from last 2 / 3 organization work (In Descending Order)1st 2nd 3rdEducational Certificates10th Certificate12th CertificateGraduation / Diploma CertificatePG CertificateOthersForm 16PAN Card CopyDocuments during course of EmployementAppointment Letter IssuedSigned Copy Appt Letter RecdPromotion / Increment LetterAppreciation / Apology Letter if anyTransfer Letter if anyCopy of resignation letterReleiving / Termination LetterF & F letter and final cheque copyAny Other Important DocumentChecked By - (HR Rep)Name -Date - Signature -

Rgds..Kumar Anand
HR - SAMSUNG

Hi Indrani
You wanted to know about only employee file or all the HR formality files?
More over it varies between the size of the company & policies of the company.
The basic things will be as below
Manpower Requisition form.
Candidate Evaluation Form
Application Form
Data Form (Collection of personnel Data)
Collection of required certificates & Documents
Joining Report
Induction Report
Job Description Form
Offer Letter
Appointment Letter
Appointment Confirmation Letter
Periodical review formats
Appraisals 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 & Final Settlement letter
Experience certificate & Relieving letter
and more
Regards

hello indrani
please find the proforma of employee file ..
mr venugopala b a
hr manager
mob:+91+9743714088

Hello Indrani,
I full agree with my professional colleagues who have expressed their ideas for proper maintenance of employee files.
Only one thing I want to add is that personal files can be even segregated in sections like
1. Joining
2. Training
3. Performance & Feedback
4. Exit Formalities
5. Misc .. etc.. etc.
Regards.
Shreyas Dave
Muscat

Dear All,
Here I have attached the corrected format of file.
Please check If you are able to open it now.
Rgds..Kumar Anand
HR - SAMSUNG

hi every one...!
I have just completed my MBA( marketing ) from IMS DAVV INDORE. I have three year work experience in diffrent organizations but all of them were off role & part time jobs even i dont have salry slips for them, so now will it be better (or waste) to mention those work expereience in my resume for further job applications and plascement drives....
please suggest, you HR people can guide me well.
please suggest...
Regards
Arun K Soni
i n d o r e

hi, i am also not able to open this file. kindly send it again.=kumar.anand1981;1516537]Hi Indrani,
You may use the attached format for employee file maintenance.
First sheet should be used for keeping the records of documents related to employee during the entire duration of services and should be updated religiously before filing any document in the employee file.
Simillarly second sheet should be pasted on employee file and should be maintained from Joining till seperation and while filing the documents in the file.
Rgds..Kumar Anand
HR - SAMSUNG[/QUOTE]