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 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
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
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Career Progression Total pages in P/F in Different Date
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|||||||
S. No
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Description
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Letter No & Date
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Remarks
|
Date
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No, of a page in a file
|
Date
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No, of a page in a file
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1
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ECONOMIC DEVELOPMENT
|
XYZ
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N/A
|
DD
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100
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DD
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100
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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
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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
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13
|
28
|
Leave Details
|
|
14
|
Educational Documents
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14
|
29
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Policy undertaking Certificate
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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 with 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?
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:
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 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 a shortlist
Photocopy of Computer National
Identity card (CNIC): Computerized national identity card is the main source to
determine 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
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. What is the full form of computer?
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
certificates from the last employer. Full-Form of SSC
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
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