How to manager new employees documents - lost 4-5 candidates documents

I am facing some problems. I am new as an HR manager, so I want some tips from you all. I am facing a problem managing all documentation of employees. I don't know how to manage new employees' documents, hold candidates, clear candidates, their joining formalities, exit forms, trainings, etc.

I lost 4-5 candidates' documents. I don't know how, but it's really shameful for me as an HR. Please, guys, give me some ideas on how you all manage these things. I really need your help.

Dear Rachana,

Please prepare a separate file for all the existing employees and file the documents corresponding to each person. To avoid the loss of documents, try to clean up your cupboard, drawers, and work area at least once every month. You can request the employees to resend you the documents, stating that you are maintaining the personal file for all, but ensure that you don't lose them in the future.

Regards,
Rajita

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Hello Archana,

You can create personal files in the name of individual employees who are cleared. Here, you can file all documents such as biodata, appointment letters, etc., pertaining to the concerned employee, as Rajitha mentioned.

If by "HOLD employees" you mean those who have appeared for an interview and are still awaiting selection clearance, you can create a single file to organize all their CVs and relevant documents alphabetically. This arrangement will allow for easy access. It would be beneficial if the file has the functionality to remove a specific employee's CV or document without disturbing the rest, somewhat like a box-type file.

Additionally, you can establish a third file, akin to a pending file, according to your needs. In this file, you can store all matters that require follow-up, such as background verification, etc. You may also consider creating a digital file on your computer for follow-up purposes, ensuring that the data is adequately secured against loss. Once all pending matters are resolved, this file can be closed.

Best regards,
B. Saikumar
HR & Labour Law Advisor

Maintain a diary for all future activities. Keep data in both soft and hard copy formats. Make separate folders for each category, and also maintain a list of files with their respective locations.

Hi Rachana,

I'm unaware of your manpower strength and the nature of your entity and operations. However, if you have facilities to store all documents duly scanned in digital format on your server or PC, it will help in retrieval, addition, or deletion. It is cost-effective and easy to maintain, send, share, and update without altering the originals. You can store them by creating personnel folders, keeping backups on DVDs, pen drives, or hard discs so that you can always restore them. You don't have to lose papers or documents - aiming for a paperless office?!

If you need to store hard copies and originals, ensure they are kept in a secure cupboard with a lock and key. Assign a responsible person for their storage and movement, and maintain a register with the keeper's signature for every document movement. Personnel folders are essential.

Thank you.

Manpower strength - 100.
The problem is that we have two companies, and I am the only HR who handles both companies' HR departments. That's why I am facing these problems. It's too hectic to handle two companies. And thanks for your suggestion.

Rachana,

Nothing to worry about if you have to handle two companies; of course, there will be more workload, but the number of personnel for whom you have to maintain records remains the same, isn't it? One suggestion: for your Company 'A,' you can keep the records in Drive 'C,' and for Company 'B,' keep the records in Drive 'E,' 'F,' or any other drive as per your convenience. Initially, you'll feel the workload when you build the database for the first time; afterward, it's only about updating and adding/deleting. In due course, you'll find it manageable. It's indeed hectic to maintain for two companies single-handedly.

Secondly, in the corporate environment, you may have to maintain more records compared to a proprietorship or partnership firm. I presume you'll have your assistant's help. If you don't have assistants, request your management to provide at least one or two and explain convincingly the importance and consequences of deficiencies when there is a let-up in statutory matters. Plan your workload and distribute it among your assistants, and you can manage your responsibilities nicely. If you encounter any specific problems, let us know. We are here to help you. All the best, child.

Dear Rachana,

I hope you have created employee numbers for the employees in your company.

As you mentioned that you are in charge of 2 companies, please start assigning employee numbers from different serial numbers for each company. For example: Company A could have employee numbers such as 1001, 1002, 1003, and Company B could have numbers like 3001, 3002, etc.

Regarding maintaining physical records - take any flat file, write the employee's name and their employee number, and begin accumulating the documents as advised by Mr. Saikumar. Organize these files according to the assigned employee numbers for easy retrieval when needed. Since you mentioned that you are short on time, utilizing hanging files can make it easier to store the documents in the respective employee folders.

When an employee leaves the organization, remember to remove their file and store it separately in a box designated for separated employees for future reference.

Keep a paper rack on your desk; whenever you receive any documents, place them there and file them when you have some free time.

Whenever possible, maintain scanned copies by creating a folder under each employee's name.

Additionally, consider following Mr. Saikumar's advice.

I hope these suggestions are helpful. Please feel free to reach out if you have any queries.

Regards,

Disney

Hi Rachana,

Why don't you think of procuring an automated online HR software that can take care of your needs? It will make your work much simpler and bring measurable gains to your business.

Monika

Hi Rachna,

I am not clear where you lost a physical document, a copy of a document, or some internal document that you created. I assume it is not a physical certificate or something that was given to your custody.

My suggestions would be:

1. Automate your HR and recruitment system as far as possible. If you do not have budgets, use OrangeHRM, which is an open-source software and very good (it does not cost money and can be downloaded and installed by your IT department. Else, you can get any Linux expert to install it, again he only charges for his time). By using an HRM system, you get a workflow for most things, you get an easily accessible database, and in addition, you can get the relevant data scanned and uploaded against each employee. HRM systems also have a workflow for managing recruitment which works in most cases.

2. For physical files, make a personnel file for each employee. Keep all documents as required in the files. Do not delay in filing the documents, get it done as soon as they come in. If you are taking any document out, return it as soon as possible. Further, if anyone takes a document from the files, write the same in a register and cross it out when you get it back. As other members recommended - keep the files in a locked and secure place since the documents are confidential and should not be accessed by others.

3. If you cannot have an HRM system, then maintain your recruitment data in an Excel-based workflow. Your documents can then be scanned and put into online/cloud storage. Box.com provides between 10 and 50GB of storage space free of cost with an unbelievable level of security and access controls (you pay a monthly fee beyond that level).

Hope the above helps.

If you need any further information on any of the above, send me a message. We use all of these in our own offices and in our clients' offices.

Also, prepare a checklist for each of the files. The file is complete only when all the documents mentioned in the checklist are available in the personal file.

Dear Achana,

I can suggest a good HRMS software where you can upload all your documents, or employees can upload theirs. This software will also be helpful for other HR aspects such as PMS, Recruitment, Training, and Payroll. It is available module-wise too.

Best Wishes,

Sachin Bopche
Head HRD
Bonanza Portfolio Ltd.
9769992320