It can be difficult to organize personnel files, but choosing a method and sticking to it can simplify the process.You will probably need to separate hardcopy paper files from electronic files.You can organize your documents by employee, or by document type.It's important to protect sensitive information with proper security measures.
Step 1: A chronological organization system can be used.
This type of organizational system is best for people who tend to think of events in chronological order.You will create a separate file for each employee to organize your personnel files.You will include all of the documents in chronological order within the employee file.One employee might begin their file with a completed job application, then add newer documents behind it, like annual performance evaluations.
Step 2: The files should be organized according to the document type.
This type of organizational system is best for people who like to look at the bigger picture.You need to group files by document type for this type of organization.You can have one file that contains all of the employee drug tests, another one for all employee performance evaluations, and yet another for necessary medical records.To make it easier to find employee forms, you should organize the files according to the document type grouping.
Step 3: All the necessary documents should be included.
Most governments have laws about what documents a company is required to keep.Check with your local and national laws to make sure you maintain your personnel files according to their requirements.All information related to the hiring/application process and the relationship between the employee and company should be included in your personnel files.Performance evaluations, employee commendations, and evenDisciplinary measures taken are included in this document.Most laws require businesses to maintain documentation for at least 3 years after an employee is terminated, though it is recommended to keep them for a minimum of 5 years to cover your bases in case an unforeseen issue arises.
Step 4: You can back up your hard copies with electronic copies.
It is important to organize and maintain your original documents, but it is also a good idea to make electronic copies of those documents.If anything happens to the hard copies, this could come in handy.To make sure your safety net is up-to-date, always back up your electronic copies.
Step 5: You can choose an employee or document-based organization.
You should create folders that explain your organizational method to organize electronic files.If you organize files by employee, you will have a folder with the employee's name that contains all of the related documents.You can add other sub-folders to the employee's folder to further assist organization.If you choose to organize them by file type, you will have a folder with the document type as the label and include each employee's information in a clearly labeled sub- folder.It all depends on your personal preference.
Step 6: Carefully label the files.
It is important to label files correctly when organizing electronic personnel files.The label that you assign the file should be understood by anyone who reads it.An example of a clearly labeled document is "Smith.John.PerformanceEvaluation.April 2017." This file name tells you the employee's name, the type of document, and the date.If there is more than one employee with the last name Smith, the file name could be confusing.This will make it easier for people to find files when they are needed.
Step 7: Make sure you back up your files.
All personnel files should be backed up in paper form, on another hard drive, or on a secured cloud storage.If something happens to your computer or system, you don't want to lose all of your personnel files.All personnel files should be protected and maintained regularly.A good rule of thumb is to back up your files once every 3-6 weeks, though this number will change depending on how many employees and files your business has.
Step 8: Hard copies of sensitive information should be kept in a locked and secured cabinet.
If you have personnel files that contain sensitive information about company employees, they should be kept under lock and key.Only authorized people have access to the keys that unlocked the cabinets.Any document that contains medical information, disabilities, age, race, gender, national origin, religious beliefs, marital status, or other identifying information is included.Keep in mind that fire-resistant cabinets can be quite expensive, so you may want to consider investing in one.You have to consider the benefits of having that added protection versus just relying on your electronic copies as backups.
Step 9: Passwords are used to protect sensitive electronic files.
It's important to protect electronic files for privacy reasons.Passwords are used to protect the information in the files.Passwords should be enabled on certain file folders if your company's network engineer or IT professional can help.
Step 10: The payroll department should be able to keep their files organized.
The payroll department should keep their own files.Access must be very restricted since these documents often contain sensitive information.The locked and secured files should only be accessed by payroll managers.This also includes things like W-4s, pay information, and time-keeping records.It is possible that other departments need to keep track of their own documentation.Human Resources may need to keep documents related to the health and medical history of employees.