What Should Be in a Personnel File? Seeking Clarity on Statutory Requirements and Recommendations

Dear HR Colleagues,

I am presently working as a Sr. HR Generalist for one of the IT Giants and have been given the responsibility to find out the mandatory contents of a Personnel File as per the statutory requirement (if applicable). I understand that a Personnel File is a statutory requirement from an employer. However, can someone clarify whether the statute has defined the contents of a Personnel File, and if so, please list them down. If not, what are the recommended contents?

Thanks in advance.

Regards,
Manoj Pakala

Dear Mr. Manoj Pakala, Personnel File as per the statutory requirement (if applicable)? Yes, it's required. Following are the documents you have to maintain in the personnel file:

1. Resume of the candidate
2. Educational testimonials
3. Appointment letter (from the previous company)
4. Relieving letter
5. Experience certificate
6. Fitness certificate
7. Three passport photographs
8. Statutory documents if any (PF, Gratuity, etc).

Thank you.

Prashanth Joseph has got the complete list for the situation when it's opened while the person is joining the company. Most of the documents mentioned by him usually form a part of the documents to be submitted by the new joinee while reporting on the first day. But nowadays, the Background Check (BC) docket also seems to have become a part of the Personal File, although I am not entirely sure if it's a statutory requirement. This is because it has now become an essential part of the final selection process.

However, since the Personal File is supposed to even survive an employee's exit from the company, copies of all the individual's documents such as appraisals, letters of recommendation/disciplinary action, etc., also form a part of the Personal File later on.

Regards,
TS

Contents of a Personnel File

The Personnel File (PF) must contain all personal, employment, and reference check documents. It will also include all entry to exit documents of an employee. Nowadays, most organizations prefer electronic files.

Thanks to Prashanth, Taj, and White Eagle for the quick response. The information is really useful.

Please confirm whether the personnel file contents mentioned are defined by the statute or if it is an industry standard.

Regards,
Manoj

I am a novice when it comes to statutory compliances. Therefore, I would defer that aspect of your query to other members who are more knowledgeable in this area. However, logically, any document that 'could/may' be required throughout the employee's career path should be included in the Personal File, regardless of whether it is mandated by statutory regulations. This could be seen as a proactive approach rather than simply complying with the law, which has been the common practice among many companies until recently.

Regards,
TS