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
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.
- National identity card:
- Relation evidence
- Passport size photo
- Contact address
- Contact cell no
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 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 out it easily when needed.
Employee file management is the top priority either keep
in soft form through scanning all required documents in 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.
- Exit interview sheet
- Deepened nominations forms
- Pay & pension-related papers
- Final clearance form from all concerned departments
Document Required For Personnel File
- 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)
- Call letter for written test
- Call letter for interview
- Result Sheet
- Result information/job offer letter
- Joining report
- Contract
- Health insurance questionnaire
- Health Insurance letter
- Pension Registration format if already not registered
- Employee Information Report with all necessary documents
- Any other related documents
- All office memos
- Officer orders
- Transfer orders
Frequently Ask Questions (FAQs)
What is a Personnel File?
- A personnel file
may be a paper or electronic folder for storing HR and payroll documentsassociated with new, existing, or past employees. - 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?
- Pre-employment records (with the exception of
the appliance and resume) - Monthly attendance transaction documents.
- Whistleblower complaints note generated from informal discrimination complaint investigations, promotion, and demotion letters.
How Can I Access My
Personnel File?
- Normally employers have a routine procedure
to provide employees with access to their personnel files. If there's anegotiation agreement, the procedurecould also be includedwithin the agreement.- If this process fails, an employee may make a write to the concerned official to request access to the personnel records.
Can I Ask HR to Review My Personnel File?
- As an employee, do
I even have a rightto ascertain my personnel files? The short answer is 'yes. You’ve got a rightto form a note to your employer, askingto ascertain your personnel files, at any time.- Your employer has
the proper to ask whyyou would like to ascertain your files but must then provideall of your records to you.
- 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.
- 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.
- Keeping all information accurately from start to end with traceable reference # of each page is good practice to manage all documentation. However, Use different colors separators with flags to get easy access to the relevant portion of the file.
- 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.
No comments: