Employee File Checklist

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 Preliminary Steps.

• Collecting Necessary Information. Before taking steps to installation and maintenance of an employee management system, you need to collect information on employees working for your company. You can assign this task to your company’s HR department that should provide all necessary information organized by folders and forms. The department can use software for this purpose. Such software is a simple solution that helps organize employee information by names, departments, job titles, roles, etc.
• Developing Employee Job Descriptions. Once all necessary information is organized you can develop a job description per worker. This task can be also assigned to HR staff of your company. The department should work on developing forms and job descriptions that will be used later for creating an enterprise-wide employee filing system.

 Employee Filing System.

• Setting Up. This step is about setting up a comprehensive personnel filing system. You need to use all information collected and processed by your HR department and then determine how to access this information. For example, your system may include details on every employee working at your company and refer to a primary file and secondary file in accordance with legal employee file requirements.
  • The primarily employee file will contain such information as pre-employment forms, interviewing templates, employee compensation, career promotion and advancement, training, performance metrics.
  • The secondary employee file will include information that relates to non-employment status documents, such as medical information and leaves of absence.
  • Access. Once your management system is set up, your next step is to determine permission levels per worker in your company (who will have what access to documentation). To take this step you can develop a policy that states permissions to your employee filing system depending on current position, assignments and privileges which every employed person has. Such a policy should be developed with reference to employee job responsibilities and functions approved in your organization.
  • Maintenance. This step refers to keeping your set up system fictional and to assigning IT specialists to this task. You can engage existing IT specialists of your company or hire new IT staff to take care of your system and maintain its functional status. Make sure IT specialists install and use software to maintain your system and provide authorized persons with access to employee profiles. Also IT staff should follow a maintenance schedule to conduct regular audit within the system and check contents for errors.

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