Struggling with Incomplete Personnel Files? Seeking Advice on Going Paperless and Cost-Effective Solutions

Dear Seniors, I need your help regarding the personnel files that we have to maintain. Right now, we have a separate file for each employee, some of which are incomplete.

Dealing with Incomplete Personnel Files

So, I wanted to know how we can deal with this situation. If we want to make it paperless, then which is the best software that I can use or if there are any specific companies providing such a facility while keeping it economical in the long run.

Please help!!!

Regards, Shubhangi

I think it will not be possible to make personal files completely paperless, but you can significantly reduce the quantity of paper used.

Application Form
- Can be filled in an electronic format.

Proof of Qualifications, Experience, Address, PAN Card, etc.
- Can be maintained in PDF format.

Increment Letters
- Scanned copies can be maintained.

Appreciation Letters
- Scanned copies can be maintained.

However, some documents such as appointment letters, confirmation letters, and disciplinary letters should be maintained in hard copy.

Regards,
Preetam Deshpande

Appreciation for this Green Initiative. There are many ways to address this.

I. Use Existing PC in HR Office (subject to availability of enough space in the hard disk).

• If your organization is small to medium-sized and does not have much IT infrastructure (with no plans for further investment), identify a PC in the HR Office and create an equivalent number of folders for the employee count. Name the folders "Emp Name_Emp ID".
• Organize scanned copies of documents and deposit them here.
• Take a backup of the folders at least once a week.

II. Procure Folklore HRIS Kind of Tool for Your Organization (subject to budget to buy and implement an HR System).

• Store and maintain complete HR information and scanned copies of documents in a single location.
• You can even automate the process by allowing employees to upload scanned copies of documents as part of onboarding.
• Whenever the HR Office generates letters, copies can be auto-archived in the system against the employee for future reference.

I appreciate your thought process. It is not advisable or possible to go completely paperless in personnel files. Documents such as offer letters, appointment letters, appraisal letters, warning letters, or appreciation letters must be physically handed over to the employee. The duplicate copy should be signed by the employee and returned to the company for future reference. Additionally, statutory forms must be filled out and signed by the employee.

While you have the option to scan all letters, forms, etc., and save them digitally, this may not be feasible in a large organization with multiple locations. The volume of files would be significant, requiring dedicated personnel. Given the current era of increasing attrition and business expansion, maintaining this process continuously would be challenging. It may be feasible to start, but sustainability in the long run is doubtful.

As suggested by another member, we should not permit employees to upload or request soft copies of documents unless they have been physically verified. Today, it is easier to create duplicate records or mark sheets, making physical verification crucial.

Furthermore, in the event of any legal proceedings involving an employee, their family, or nominee (in cases of death or accidents), only original records will be accepted.

Lastly, the infrastructure costs associated with going paperless would be significant.

Thank you.

Thank you for all your valuable suggestions. I am working with an MNC with a limited budget and IT infrastructure. We have started keeping scanned copies of the documents apart from hard copies as well, but space is becoming a constraint for both. The software solutions available are expensive for us at this stage.

Steps to Complete Personnel Files

I have also discovered that some of the personnel files are incomplete. Due to our presence across PAN India, not all employees are under one roof. What steps can I take to complete these files?

Regards,
Shubhangi

For completion of the files:

Checklist Preparation

1. Prepare a checklist of the documents you want to maintain. Ensure that the list you are making contains only essential documents.

2. Check for all the documents that are available with you.

3. Send an email to the employee concerned regarding the missing documents, with a deadline.

4. Follow up for documents periodically, perhaps every 10 days for about 2 months.

5. Make a list of documents not provided by the employees and discuss with the management to take further actions.

In one of the organizations I had worked for, we withheld the increment of employees until they made the necessary documents available.

Regards,
Preetam Deshpande