Sample Personnel File Structure | HR Record

Keeping all documents in a structured record gives you easy access and dig out the required page. 

Maintaining personnel records in a structure is a key part of the HR department for a long time period. In this article, we show you the most common personnel file look.

Personnel file colors to separate it as per employees contract: The red color file will be used only for Regular term employees who have more than 3 years of the employment contract. The pink color file is for that employee who has extended-term contracts not more than 2 years job contract.

Green color personnel file will be for short-term employees which are extendable on demand of the supervisor and the contract duration should be less than one year. Learn Washington State University (WSU Online MBA Ranking)

FILE COVER DESIGN TEMPLATE

CONFIDENTIAL

FILE NO: PF-0234/2019

   Department: MARKETING DEPARTMENT

OFFICIAL LOGO

ORGANIZATION NAME

(PERSONAL FILE)

NAME: ALEXANDER SMITH

DESIGNATION: DIRECTOR OF MARKETING DEPARTMENT

PLACE OF POSTING: HEAD OFFICE JOHANNESBURG RSA

Bio-Data

CNIC No_______________

 Employee #. 0234

Their Father’s/husband’s name: ALEXANDER SHAW

Date of birth: 02 JANUARY 1972

Domicile: LAS VEGAS

Date of Joining: 10 AUGUST 1999

Qualification: MASTERS IN MARKETING

Department: ENTERPRISE DEVELOPMENT Field of Specialization: VALUE CHAIN

Permanent address: STREET # XYZ SECTOR # XYZ CITY LAS VEGAS

Present address: JOHANNESBURG SOUTH AFRICA

 

Career Progression                                       Total pages in P/F on Different Dates

 

CHECKLIST 

S. NO	DESCRIPTION	PAGE #
1	Job Specification	1
2	Job Description	2
3	Advertisement cutting	3
4	Job Application + CV	4
5	Shortlisting Sheet	5
6	Call for written test	6
7	Written Test Result	7
8	Call letter for Interview	8
9	Compile Result Sheet	9
10	Offer letter	10
11	Joining Letter	11
12	Policy Undertaking	12
13	Orientation	13
14	Educational Documents	14
15	Appointment letter	15
16	Placement Letter	16
17	Evaluation Sheet	17
18	Confirmation letter	18
19	Benefits Eligibility Letter	19
20	Health Insurance letter	20
21	EIR Format	21
22	National Identity Card	22
23	Annual Increment letter	23
24	Transfer letter if any	24
25	Performance Appraisal	25
26	Leave Details	26
27	Policy Undertaking	27

In addition to the above, the following documents also need to keep in the personnel file. Annual renewal health/life insurance policy documents in the staff personnel file. Complete dependent list with annual addition/deletion cases. 

The Human Resource department should include newborn Children in health policy and delete names from the list on a death case. The Human Resource department should seek a nomination certificate from an employee in case of his/her death in service who will be the legal person to collect all dues from the organization. 

A complete list of required documents including a relationship with an employee. For this purpose, the employee needs to provide attested documents i.e. How Much Salary Get HR Manager With Master Degree?

1. National identity card:
2. Relation evidence
3. Passport size photo
4. Contact address
5. Contact cell no

Basic Appointment letter:

Contract extension letters travel approval forms, monthly salary slips, and salary deduction records if any. Annual leave provision letter, leave taken forms, Leave Encashment details, and leave accumulation record if any.

Performance Appraisal Process:

Annual performance record, promotion/demotion letters, performance bonus record, below performance action, had taken letters, etc.

Employee Disciplinary Action Letter:

Action inquiry reports, decision letters, punishment letters if any,  paternity/maternity leave a record if the employee is female, and sick leave records of respective employees in their personnel file. Grand Canyon University (GCU Online MBA Ranking)

An employee’s personnel file is a mandatory document in any organization to keep all information related to academic, professional, personal competency, details resume, and full hiring process documents including with dependents list to acquire employee benefits as per the organization policy.

Personnel File Record Retention: Sequence Rules:
The human resource section is the custodian to maintain all information of an employee in the respective personnel file and make sure all papers are in safe custody. The HR person is fully responsible for keeping the retention of the personnel file and updating it from time to time.

Employee File Management:

The key task of the Human Resource person is to keep all employees’ personnel files in an ascending position to track them easily when needed.

 

Employee file management is the top priority either keep in soft form through scanning all required documents in the data bank or keep records in hard form. These 2 types of file management are common practices in today's era.

 

HR Document Management Software:

There are several file management soft wares in the market; it totally depended upon the organization’s requirements. Keeping the documents in software, an organization needs to purchase licensed software with top-level safety and security plugins. However, totally depending on soft wares is risky, so need to keep all HR documents in hard form as well with a standard filing system.

 

How to Maintain Employee Records?

Personnel file/documents management is a key responsibility of an HR person. It is mandatory to maintain all employees’ records properly from the hiring to the firing stage with full confidentiality.

HR a person should keep all papers in a proper file and introduce systematic filing procedures to avoid mishandling the employee's personnel record.

Key Documents in The Employee’s Personnel File:

Job Specification is a key paper to justify the position and allocate the financial budget to create the position. Following the necessary paper should keep in employees' respective personnel files.

Job Announcement/cutting of newspaper: HR person responsible to keep all related papers regarding the proper announcement of job opening either, cutting of newspaper and other media sources of the announcement in the respective staff personnel file.

The detailed job description of the vacant positions: HR should develop a comprehensive job description of the said position with the coordination of the concerned line manager. 

Key requirements i.e. qualification, relevant experience, and other filters that allow HR to shortlist the appropriate person for the said position. CV ka full form Kya Hai

Update CV and application for the said position: HR should collect updated CV along with verified documents from the candidates during the interview session and get a verification certificate from the respective institution.

Relevant district domicile documents: If the vacant position is specifically for any district, then HR should check the domicile-related papers to make sure the concerned district person to be the shortlist.

Photocopy of Computer National Identity card (CNIC): Computerized national identity card is the main source to determine whether the person is belonging to the respective district. HR should check this to maximize district-level potentialities.

Valid light/ heavy driving license (applicable driver’s position): LTV/HTV is only applicable for driver-related positions. HR seeks valid documents from the candidate to check his/her eligibility.

Short-listing criteria/filters: There are some key factors to evaluate the candidate for shortlisting i.e. relevant qualification, experience, gender, locality, physical fitness, age, etc.

The written part of the interview results: HR issues a call letter to all candidates for the written part of the interview to assess the capability of writing skills of the candidate.

Invitation letter for verbal interview: The third stage of selection is to conduct a verbal part of an interview of successful candidates in writing.  The verbal interview is to go deep to analyze communication skills, self-confidence, maturity, relevant knowledge, etc.

Interview evaluation forms with panel signatures: Key papers of interview evaluation results with a panel signature. HR should keep these documents in the respective employee's personnel file for reference.

The consolidated result with panel signatures: HR keeps the written/verbal part evaluation in the respective personnel file for annual internal/external audits.

Other Letters are:

Offer letter/ job acceptance, Policy undertaking, Joining report as in prescribed formats, Contract/appointment letter, Placement letter in the concerned department, and, Health/life insurance nomination forms. 

Other forms of papers i.e. transfer, promotion, up-gradation, explanations, leave record, performance appraisal, contract extension letter, and Comprehensive orientation plan.

Personal Data Sheet Army:

Including the above-mentioned papers, the HR department should keep the following papers of ex-employees for peruse pension cases, etc.

• Exit interview sheet
• Deepened nominations forms
• Pay & pension-related papers
• Final clearance form from all concerned departments

Employee’s information report i.e. personnel, educational, past job experience certificates, and experience certificates from the last employer.

Document Required For Personnel File

Group A:

• Job Application with the following documents
• Attested copy of SSC, HSC, Graduation, Masters's Degree, or certificates
• Attested copies of Training certificates if any
• Attested copies of Experience certificate if any
• Attested copy of National Identity card
• Attested copy of Domicile certificate
• Complete CV
• Copy of EOBI card (if already registered with EOBI)
• Three copies of photographs (PP size)

Group B:

• Call letter for written test
• Call letter for interview
• Result Sheet
• Result information/job offer letter
• Joining report
• Contract

Group C:

• Health insurance questionnaire
• Health Insurance letter
• Pension Registration format if already not registered

Group D:

• Employee Information Report with all necessary documents

Group E:

• Any other related documents
• All office memos
• Officer orders
• Transfer orders

Frequently Ask Questions (FAQs)

What is a Personnel File?

1. A personnel file may be a paper or electronic folder for storing HR and payroll documents associated with new, existing, or past employees. 
2. It should include basic employee and compensation information in compliance with the organization’s personnel policy.

What Kind of Documents shouldn't be in The Personnel File?

1. Pre-employment records (with the exception of the appliance and resume)
2. Monthly attendance transaction documents.
3. Whistleblower complaints notes are generated from informal discrimination complaint investigations, promotion, and demotion letters.

How Can I Access My Personnel File?

1. Normally employers have a routine procedure to provide employees with access to their personnel files. 
2. If there's a negotiation agreement, the procedure could also be included within the agreement. 
3. If this process fails, an employee may make write to the concerned official to request access to the personnel records.

Can I Ask HR to Review My Personnel File?

1. As an employee, do I even have a right to ascertain my personnel files? The short answer is 'yes. 
2. You’ve got a right to form a note to your employer, asking to ascertain your personnel files, at any time. 
3. Your employer has the proper to ask why you would like to ascertain your files but must then provide all of your records to you.

How to Organize Personnel Files?

1. The human resource person is fully responsible to keep organized all personnel information of an employee. The personnel file should be organized according to the HR rules i.e. Personnel information, Hiring process documentation, educational evidence, past experience certificates, performance appraisal papers, and routine letters i.e. increment, promotion, transfer, appreciation, warnings, leave record, etc.

What Kind of Information is Confidential in HR?

1. This data, which may pertain to age, sex, religion, race, or national origin, must remain confidential. Similarly, Social Security numbers, birth dates, home addresses, and family information also must remain confidential within employee personnel files.

What is Employee File Management?

1. Keeping all information accurately from start to end with traceable reference # of each page is good practice to manage all documentation. However, Use different color separators with flags to get easy access to the relevant portion of the file.

What is Personnel File Meaning?

1. The nearest meaning of personnel file is employee's record-keeping the employer to maintain employee's information. The personnel file is a key part of HR to comply with the organization's HR and compliance policy.