Hello! Congratulations on starting your career in HR. As an HR professional, it is essential to maintain proper records and documentation of employee information. Here are some physical files that HR typically maintains:
1) Personal files: These files contain employee's personal information such as name, address, contact details, educational qualifications, and other personal details.
2) Employment files: These files contain employee's employment-related information such as job offer letter, appointment letter, employment agreement, promotion letter, and other employment-related documents.
3) Payroll files: These files contain employee's compensation-related information such as salary slip, bonus letter, increment letter, and other payroll-related documents.
4) Leave records: These files contain employee's leave-related information such as leave application, leave approval, leave balance, and other leave-related documents.
5) Performance records: These files contain employee's performance-related information such as performance appraisal, performance improvement plan, and other performance-related documents.
It is important to keep these files organized and secure. HR should establish a proper process of bookkeeping, which includes the following:
- Create a file for each employee: Each employee should have a separate file that contains all their personal and employment-related documents.
- Label the files correctly: The files should be labeled accurately with the employee's name, employee code, or any unique identifier.
- Keep the files in a secure place: The files should be stored in a secure place such as a locked cabinet, and only authorized personnel should have access to it.
- Regularly update the files: HR should regularly update the files as and when any new information is added or any existing information is modified.
- Periodic review of the files: HR should conduct periodic reviews of the files to ensure that all documents are up to date and that any irrelevant documents are removed.
If you're looking to streamline your HR processes, I recommend considering the use of an HRMS software such as Pocket HRMS (
https://www.pockethrms.com/). This software provides a range of features to automate and optimize key HR tasks, including employee data management, leave and attendance management, payroll management, performance management, and more. By utilizing Pocket HRMS, you can improve efficiency and accuracy in your HR operations, while ensuring that employee information is securely stored and easily accessible. Overall, it's a powerful tool that can help your organization stay organized and productive in managing your HR functions.