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 of 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 supervisor and contract duration should less than one year. 

FILE COVER DESIGN TEMPLATE

CONFIDENTIAL

FILE NO: PF-0234/2019

   Department: MARKETING DEPARTMENT

OFFICIAL LOGO

ORGANIZATION NAME

(PERSONAL FILE)

NAME: ALEXANDER SMITH

DESIGNATION: DIRECTOR MARKETING DEPARTMENT

PLACE OF POSTING: HEAD OFFICE JOHANNESBURG RSA

       Bio-Data

CNIC No_______________ Employee #. 0234 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 in Different Date
S. No	Description	Letter No & Date	Remarks	Date	No, of a page in a file	Date	No, of a page in file
1	ECNOMIC DEVELOPMENT	XYZ	N/A	DD	100	DD	100

CHECKLIST

S. NO	DESCRIPTION	PAGE #	S. NO	DESCRIPTION	PAGE #
1	Job Specification	1	16	Appointment letter
2	Job Description	2	17	Placement Letter
3	Advertisement cutting	3	18	Evaluation Sheet
4	Job Application + CV	4	19	Confirmation Letter
5	Shortlisting Sheet	5	20	Benefit Eligibility Letter
6	Call for written test	6	21	Health Insurance Letter
7	Written Test Result	7	22	EIR Form
8	Call letter for Interview	8	23	National Identity Card
9	Compile Result Sheet	9	24	Annual Increment letter
10	Offer letter	10	25	Transfer letter
11	Joining Letter	11	26	Promotion letter
12	Policy Undertaking	12	27	Performance Appraisal letter
13	Orientation	13	28	Leave Details
14	Educational Documents	14	29	Policy undertaking Certificate

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 depended 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 with required documents including a relationship with an employee. For this purpose, the employee needs to provide attested documents i.e.

National identity card:

Relation evidence

Passport size photo

Contact address

Contact cell no

Basic Appointment letter:

Contract extension letters travel approval forms, monthly salary slip, and salary deduction record 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 record of respective employees in their personnel file

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’s benefits as per the organization policy.

Personnel File Record Retention: Sequence Rules

The human Resource section is 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 keep retention of the personnel file and update it from time to time.

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 coordination of 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.

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 a shortlist

Photocopy of Computer National Identity card (CNIC): Computerized national identity card is the main source to determine the person is belonging from 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 relates 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 issue 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 written.  The verbal interview is to go deep to analyze communication skills, self-confidence, maturity, and relevant knowledge, etc.

Interview evaluation forms with panel signatures: Key papers of interview evaluation result with panel signatures. 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, and contract extension letter, 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 certificate from the last employer.

Document Required For Personnel File

Group A

Job Application with following documents

Attested copy of SSC, HSC, Graduation, Masters 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

EOBI 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