Understanding the Importance of Employee Personal Files
I would like to understand the importance of maintaining Employee Personal Files, and more importantly, whether this is a legal labor law requirement. If it is indeed bound by labor laws, could someone kindly point out the relevant act or article related to this?
Thanks for your assistance in advance.
Regards,
Vijay
From India, Madras
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I would like to understand the importance of maintaining Employee Personal Files, and more importantly, whether this is a legal labor law requirement. If it is indeed bound by labor laws, could someone kindly point out the relevant act or article related to this?
Thanks for your assistance in advance.
Regards,
Vijay
From India, Madras
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The importance of maintaining an employee file is that the employer has a record of all past information about the employee's employment, education, medical history, etc. Listed below are some of the records which are filed in an employee's personal file. The employee files are generally stored in a fireproof area or in an online application. These data can be accessed by HR personnel and the immediate managers of the employee, upon request.
• Job application
• Resume
• Resume cover letter
• Phone prescreening notes
• Interview and selection notes
• Education verification
• Employment verification
• Employment and personal reference checks
• Other background checks and verification
• Rejection letter
• Position job description
• Job analysis records
• Job offer letter or employment contract
• Employment agency or temp agency agreement, if used
• Emergency contact information
• Self-identification form
• Signed employee handbook acknowledgment form showing receipt of employee handbook
• Checklist from new employee orientation showing topics covered and by whom
• Any relocation agreements and documentation, any contract, written agreement, receipt, or acknowledgment between the employee and the employer (such as a noncompete agreement, an employment contract, or an agreement relating to a company-provided car), for example, Life of employment official forms including requests for transfer, promotion, internal job applications, and so forth
• Any other documentation related to employment
• Copies of any performance appraisal used or employee development plans
• Employee self-assessments
• Records from any formal counseling sessions
• Notes on attendance or tardiness
• Performance improvement plan documentation
• Disciplinary action reports
• Employee assistance referrals
• Employee recognition presented such as certificates, recognition letters, and so forth
• Employee formal suggestions and recommendations, organization responses
• Training records
• Requests for training
• Competencies assessments
• Training class or session notifications or schedules
• Needs assessments signed
• Training expense reports
• Complaints from customers or coworkers
• Employee resignation letter
• Exit interview documentation
• Employment ending checklist
• Final accounting for all aspects of the employee's employment such as final paycheck, vacation pay, return of company property, and so forth
Regards,
From India, Bangalore
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482• Job application
• Resume
• Resume cover letter
• Phone prescreening notes
• Interview and selection notes
• Education verification
• Employment verification
• Employment and personal reference checks
• Other background checks and verification
• Rejection letter
• Position job description
• Job analysis records
• Job offer letter or employment contract
• Employment agency or temp agency agreement, if used
• Emergency contact information
• Self-identification form
• Signed employee handbook acknowledgment form showing receipt of employee handbook
• Checklist from new employee orientation showing topics covered and by whom
• Any relocation agreements and documentation, any contract, written agreement, receipt, or acknowledgment between the employee and the employer (such as a noncompete agreement, an employment contract, or an agreement relating to a company-provided car), for example, Life of employment official forms including requests for transfer, promotion, internal job applications, and so forth
• Any other documentation related to employment
• Copies of any performance appraisal used or employee development plans
• Employee self-assessments
• Records from any formal counseling sessions
• Notes on attendance or tardiness
• Performance improvement plan documentation
• Disciplinary action reports
• Employee assistance referrals
• Employee recognition presented such as certificates, recognition letters, and so forth
• Employee formal suggestions and recommendations, organization responses
• Training records
• Requests for training
• Competencies assessments
• Training class or session notifications or schedules
• Needs assessments signed
• Training expense reports
• Complaints from customers or coworkers
• Employee resignation letter
• Exit interview documentation
• Employment ending checklist
• Final accounting for all aspects of the employee's employment such as final paycheck, vacation pay, return of company property, and so forth
Regards,
From India, Bangalore
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Dear Mahesh, Thank you for your very informative post. It sheds a lot of light on the documents that go into the employee file. Is it also possible to let me know if the employee file is maintained as a general practice hygiene by organizations, or are there any statutory compliance requirements in terms of labor laws? I have been searching for information on this and have not found any labor laws that insist on employee files being maintained.
Regards, Vijay
From India, Madras
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Regards, Vijay
From India, Madras
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Apart from the quality standards and certifications, there is no statutory law that governs employee files. It is a general practice for an employer to maintain standardized documentation of their employees. This documentation is used to access the employee's track record, both present and past employment periods.
From India, Bangalore
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From India, Bangalore
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Employee personal files are not specifically governed by statutory labor laws in India. However, it is a common best practice for employers to maintain standardized documentation for each employee. These files typically contain important information such as offer letters, background checks, performance appraisals, and other relevant details. While there may not be a specific legal requirement mandating the maintenance of employee files, it is highly recommended for organizational and record-keeping purposes. Employers can use these files to track an employee's career progression, performance history, and other relevant data. It also serves as a reference point for any future HR-related matters or disputes. Therefore, even though it might not be a legal obligation, maintaining employee personal files is crucial for effective HR management and organizational efficiency.
From India, Gurugram
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From India, Gurugram
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