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Human resource service knowledge article

Employee Files: Stress-Free Information Storage

Posted in:
HR Information Management

HR Administration

You have just welcomed your newest employee, congratulations! Now what to do with all of the forms and paperwork that have appeared on your desk? Read on for helpful action steps you can take to prevent filing backlogs and stress. There are many intricacies to be considered, but always remember that help is available to get you started on building a functional information management system.

Employee File

First off, get some file folders to store all of the paperwork in an organized manner. There should be distinct sections for Job Information (Resumes, Contracts, Change Letters), Payroll Information, Benefits/Pension, Vacation Tracking, Professional Development, Miscellaneous (Employment Verification Letters, Emergency Contact Information). You should have separate files for medical information and discipline/performance management too.

When you are filing, be sure you have a clear understanding of what is considered an Official Record in the eyes of the law, and remove any duplicates. It is best to ask for guidance from your Legal Counsel or refer to appropriate Records & Retention Laws.

Always make sure that all files are kept in a secure and locked location. It is usually best practice to include Last Name, First Name, and Employee ID for easy information retrieval in the future.

E-Filing

In addition to paper files, many companies are trying to create e-filing systems that allows for easier access across their business ecosystem. With the abundance of e-filing systems available on the market, you must be careful to understand which documents must be kept as hard copies. Not everything can be scanned and stored. As mentioned, it is best to seek advice at the outset of such e-filing initiatives. Once again, security also plays a key role in developing such systems. Be careful about granting access to your employees.

HRIS

On top of paper files and electronic files, you also want to store specific pieces of information in your HR Information Management tool. Most often, this is the core HRIS program that can be a standalone tool or part of a larger ERP system. Only keep actionable data that can be used for business purposes.

Your HR Business Analyst or HRIS Implementation Specialist should be able to help you pinpoint what data fields are important. HR software is not a magic bullet, it is a business tool. Take sufficient time to select an appropriate tool for the job you want completed.

Here to Help

For assistance with Employee File Management or HRIS Implemetations, we can be reached for a free confidential consultation at +1-403-470-5350 or [email protected] For further details on additional HR service offerings, please visit our website at https://www.honiva.com or follow along for more informative tips by joining us on LinkedIn, Facebook, Twitter, or Instagram.

We also run a complementary LinkedIn and Facebook group called “Insights by HonivaHR” where you can access free information on how to become an effective and legally compliant employer. Or you can sign-up for our monthly newsletter to have help sent straight to your inbox from our company homepage.

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