Employee Personnel File Management.

Hi All,
I had a few doubts with regard to managing employee files. Please clarify the following doubts to me at the earliest:
1. Is it mandatory to maintain a hard copy of the personnel file for each employee? Would a soft copy format do?
2. What are the necessary documents apart form the below that should be incorporated in the file, as per statutory norms?
a. Appointment letter
b. Offer letter
C. Relieving letter from previous company
d. Last drawn pay slip
e. Background Verification report
3. Do IT companies with a staff strength of more than 10,000 maintain hard copies of each employee file?
Hope my queries get answered soon!
Regards
Seema

1. It is statutorrly not required, but we need to maintain such files for our future reference purpose.
2. Apart from the above their educational qualification certificates, family members details, transfer orders, promotion orders, increment orders, other IR related papers and which papers are representing employee in individually them also we can file.
3. Maintainence of personal files of employees will give documentory evidence in any time esspecially during the time incedent happened under Industrial Disputes act.

Dear Ms.
We need to maintain file at the time of Joining
1. Application Format
2. Offer letter
2. Appointment letter
3. Relieving letter from previous company
4. Last drawn pay slip
5. Background Verification report
6. Address Proof / ID Proof
7. Educational / Professional Certificates
8. Experience letter from previous Company
9. Form 1 ( If ESIC applicable)
10. Form 2 ( If PF applicable)
11. Form F ( Grauity)
12 Form 16 ( Leave incashment)
13 Form 11 ( if PF not applicable)

After joining for future
Performance Appraisal form,Transfer orders, promotion orders, increment orders, other IR related papers and which papers are representing employee in individually them also we can file.
Thanks & Regards
Shekhar
09917442649

Dear Ms.
We need to maintain file at the time of Joining
1. Application Format
2. Offer letter
2. Appointment letter
3. Relieving letter from previous company
4. Last drawn pay slip
5. Background Verification report
6. Address Proof / ID Proof
7. Educational / Professional Certificates
8. Experience letter from previous Company
9. Form 1 ( If ESIC applicable)
10. Form 2 ( If PF applicable)
11. Form F ( Grauity)
12 Form 16 ( Leave incashment)
13 Form 11 ( if PF not applicable)

After joining for future
Performance Appraisal form,Transfer orders, promotion orders, increment orders, other IR related papers and which papers are representing employee in individually them also we can file.
Thanks & Regards
Shekhar
09917442649
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joining details
1. APPLICATION FORMET
2. JOINING REPORT
3.APPOIMEANT LETER
4.STANDERED APPLICATION FORM
5. FORM-2
6.STATEMENT
7.INCOME TAX FORM
8.RELIVEING LETER FROM PREVIOUS COMPANY
9.LAST.DRAWN PAY SLIP
10. ADDRESS POOF
11. FIVE PASS PORT SIGE PHOTOS.
12. EDUCATIONAL.CERTIFICATES
13.EXPERIENCE LETER
14.FORM-1
15.PREVIOUS COMPANY ( PF. NO) HE, is continue same p.f number we are useing the form (13) this is pf transfer form.

those are importent joining for an every one ......

-appointment letter
- duty joining report
-alll edu. and tech. certificate
-character certificate.
-pan card-
-as an Indian anyn id proof.
-Psychically fit certi.
-promotion order and its acceptance and refusal in employe's writing

I can suggest to maintain employee's record as personal file in hardcopy because documentation is very important part of HR department. This exercise can help you for many purposes. There are some agencies available to keep the the files in warehouse. Our company have done it for more than 30000 employees'.

I believe in technology as well. Depending upon your server size, all imp documents can be scanned and then with ind. name, soft files can be maintained. It's one time exercise but saved lot of time and paper work.
Best Regards
Rajeev

Hi,
Keeping the Hard Copy of documents are necessary for further verifications.
As well as keep the soft copy for fast refer of employee Data.
Thanks,
Naresh N.

I would suggest that the Personal files should be maintained and should include
1. Standard Application Form
2. Appointment letter
3. Confirmation Letter
4. All other letters pertaining to probation extentions, warning letters, increment letters, etc.
5. Nomination forms of PF, Gratuity etc.
The above documents will be useful in the event of any statutory requirement.
Regards
Preetam Deshpande