Employee record keeping policy is equally called to the purposive activities of the institutions dealing with the personnel management. this is to say that the institutional memory maintenance may not be only detrimental to the current background checks of the files of the employees cannibalising on all the information storage resources. In order to keep the overall work neat and tidy, an employee record maintenance policy is formed.
An employee records keeping policy contains: Policy Statement and Objective
To ensure efficient control of the employee records within the system, the policy defines the boundaries and lays control of the activities regarding collection, use, storage and disposition of employee records. Therefore, this minimizes the obstructions, which are associated with the enforcement of statutory restrictions on access to information. It also contributes in establishing the culture of trust among employees and aids in the smooth functioning of the day to day hr functions by ensuring record accuracy and confidentiality effective data management. Besides all of this, it simply allows for a healthy work culture that includes but is not limited to proper data monitoring, includion, and management of sensitive information regarding employees.
Scope
This policy scope involves all the actions in gathering, storing, maintaining, and accessing employee data. It is given to all employees past, present, and any who may be needed for the organization, and it includes a wide range of different data, including personal information, employment history, and performance records. This embraces physical and electronic record-keeping while prescribing rules about data storage on clouds and documents. Above all, its mission is to maintain confidentiality, transparency, and strict observance with law requirements all throughout the organization.
Types of Employee Records to be Kept
The following types of employee records are to be kept as part of the Employee Record-keeping Policy: Personal Details: The employee's full name, address, contact details, Social Security Number (for example, Aadhar Number, PAN Number), date of birth, and any emergency contact details, Employment History: Comprises details such as job title, department, joining date, promotions history, and any internal transfers. Performance Review: All documents comprising the performance evaluation, OKRs (Objectives and Key Results), progress towards goal attainment, and records of skills and competency. Training and Development: Records of all training programs attended and certificates earned; mode of training conducted; professional development activities and any other relevant details. Payroll Records: File information on salary, wages, bonuses, tax deductions, and pay stubs. Benefits Enrollment: Includes information on eligibility for health insurance, life insurance, and others. Leaves and Absence Records: Maintain record of leaves like sick leave, compensatory leave, etc., apart from any other absences. Disciplinary Actions: Records which would indicate the number of warnings issued, suspensions, and terminations due to disciplinary issues. Employment Agreement: Copies of the offer letters, non-disclosure agreements, and employment bonds. Performance Improvement Plans (PIPs): Records associated with PIPs for employee improvement in performance and skills. Exit Interviews: Records of the exit interviews to collect feedback on how to improve better. This ensures accurate and comprehensive documentation throughout an employee’s tenure, supporting confidentiality and compliance with organizational policies.
Definitions
Employee Records: A collection of documents, data, and information related to employees, including personal details, employment history, performance evaluations, and more. Human Resources Department: The HR personnel are responsible for managing and safeguarding various employee-related data, addressing concerns, and ensuring proper record-keeping. FOIP: Freedom of Information and Protection of Privacy Act. It is the legislation that directs the protection and treatment of employee documents to ensure privacy with data protection.
1. Employee's Record Responsibility
All employee records shall be maintained, protected and available only with controlled access by the Human Resources Department. All employees are expected to adhere to this policy in its outline of procedures and guidelines for proper handling of and protection of employee information.
2. Types of Employee Records
The types of employee records our organization keeps include the following: Personal Information: Employee's complete name, address, contact information, Social Security Number, and other tax-related information Employee's History of Employment: Job application or any employment offers issued, employment agreements, position changes, promotion, and transfer information Evaluation: In the form of performance evaluation record for employees with the concerns and actions taken in respect to their career development. Absenteeism Record: Records of Leave, vacation, unauthorized absence for employees. Training and Development: Information related to any training given to an employee, developmental programs, certification or assessment of his skills and competencies. Disciplinary Records: All records of disciplinary action taken against any employee or any grievance filed by the employee.
Confidentiality and Data Protection
Confidentiality Employee's record will be treated as highly confidential. Access will only be restricted to the persons authorized to access. Training and Agreements: All employees accessing personnel employee will be trained and contracted on confidentiality agreements. Use of Passwords and encryption: All electronic personnel data will be password protected and will have electronic encryption methods. Physical Documents: All physical documents will be kept in safe lockers that are available to very few people. Use of personnel data: The use of employee data and records will not be allowed in public unless authorized by relevant employees
3. Retention and Disposal of Personnel Employee Records
The retention period applied to various employee record types depends on the significance to the company, as well as the industry laws, regulations, and market standards. After the retention period lapses, the HR department will ensure that all data is disposed of securely so as to maintain confidentiality and uphold the standards of data protection.
4. Access to Employee Records
Employees can apply for access to their personal records by sending a formal e-mail to the HR department. The HR department is further obligated to assess and approve all requests regarding the access of records for third-party purposes. In addition, the HR department is available to clear up any questions employees may have regarding the revocation of requests.
5. Compliance and Monitoring
The HR department is allowed to make periodic audits to this policy for compliance. All the security breaches concerning this policy will result in serious disciplinary measures, such as termination or suspension, or even legal ramifications.
6. Review of Policies
Our organization will periodically review and update this policy to include any changes in statutes, regulations, and organizational structure. We assure to safeguard the employee's information and adhere to all the laws and regulations related to data protection. We keep every employee record safe, confidential, and integrated for the establishment of a trust and respect environment for our employees. An organized policy related to record-keeping about employees is hence very crucial for proper management of employees' records and to protect it from the external forces. Such a policy greatly helps in access, retention, and disposal of data and minimizes unauthorized access to it. In addition, it helps in streamlining human resource practices, conformity to the law, and developing a professional atmosphere inside the corporate. Employees should, therefore, check their emails from time to time while on PTO if serious matters require their attention. Upon return, one should be able to pick up the work left behind and from any important meeting they may have missed. Managers may also state expectations which could be role-specific.
Disclaimer:
This policy is meant to provide general guidelines and should be used as a reference. This is not a legal document. Easy HR will not assume any legal liability that may arise from the use of this policy.