Does your HR team have an effective method of keeping track of employee details? Do they realize the importance of adhering to employee records retention requirements? Do they spend hours trying to locate files, only to find they miss information or they are not consistent with newer records? These are all important questions for your HR team to answer. An employee personnel file is one that contains details about each employee’s application, experience, relationship with management and co-workers, and possible exit interview and termination documents. Employee files are necessary to make your HR team more effective. They also need to adhere to federal and state laws that mandate how long records need to be kept and what details they need to cover.
Having an employee personnel file checklist can help your HR team ensure all documents are accurate and up-to-date should you need it.
Employee Personnel File Checklist
Though there are plenty of elements to an effective personnel filing system, there are three that you need for your checklist. These three issues should be the backbone of your checklist. You can fill in with other items as you see fit. Your files need to be consistent, accessible, and secure. Here are the reasons why:
Make Sure It’s Consistent
Inconsistent files lead to confusion. Every employee file needs to contain the same types of details in a consistent manner. This allows different people within your HR team to access them and get the information they need quickly. It also prevents any incorrect interpretations that could lead to mistakes or even employee claims in the future. You also need to be consistent in how long you retain each record. Some employers toss files following an employee exit which can be a violation of federal and/or state laws.
Make Sure It’s Accessible
Keeping track of specific employee details can seem like a big task, especially if you have a large company. Sticking the files in filing cabinets may seem effective at first, but this may ultimately lead to problems when team members need to access them quickly.
With a focus on flexibility and mobility, more businesses are relying on a virtual cabinet system that allows them to access records from anywhere. This means they can view details when they are on the road or from home. It also means there is a back-up should anything happen to the hard copies in storage.
Make Sure It’s Secure
Another negative of the old filing cabinet system is their lack of security. Even if you lock the records room, it’s possible for others to gain access and breach privacy by viewing sensitive information. A virtual system can incorporate secure measures that ensure only those authorized to see documents can.
Benefits of Utilizing HR Software
An effective and efficient HR software system is often the answer to your three most pressing checklist requirements. Here is how they fulfill those requirements and the benefits for your company.
It Makes Every File Consistent
The right system will instruct your HR team on what information they need to gather from employees and how to input them into the system. It can also raise a red flag if information is missing and assist in updating records should something change with an employee. This helps your HR team stay consistent and avoid oversights or mistakes.
HR Teams Can Access From Anywhere
A virtual HR system is much more up to date than a metal filing cabinet in the back room. It can be accessed from anywhere, allowing remote team members to access whenever necessary. You can also put measures in place so that business owners or appropriate managers can access the information. Passwords and access codes can be easily changed to account for fluid situations and to always ensure the proper people have access when needed.
It Is Secure
Security is very important when it comes to the importance of adhering to employee records retention requirements. If you have hundreds of employees and have been in business for years, the significant number of paper files you have can be overwhelming. How do you store these so that they are secure? How do you make sure unauthorized people don’t have access to them?
The answer is to store them virtually. You eliminate the need for huge file rooms that are difficult to secure, and you can put online security measures in place that are effective and safe.
Your HR team needs an effective checklist to build their employee records retention plan. Cloud-based software can help your team keep records accessible, consistent, and secure, a valuable resource that can benefit both business owners and their team.
