Dear All,
I would like to know the systematic process in which employee files should be maintained by HR. Please help me out seniors as I have recently joined an organization as HR and don't have much experience in the matter.
Please seniors help me out.
From India, Delhi
Acknowledge(0)
Amend(0)
7I would like to know the systematic process in which employee files should be maintained by HR. Please help me out seniors as I have recently joined an organization as HR and don't have much experience in the matter.
Please seniors help me out.
From India, Delhi
Acknowledge(0)Amend(0)
Hi Indrani,
You may use the attached format for employee file maintenance. The first sheet should be used for keeping the records of documents related to the employee during the entire duration of services and should be updated religiously before filing any document in the employee file. Similarly, the second sheet should be pasted on the employee file and should be maintained from Joining till separation and while filing the documents in the file.
Rgds..Kumar Anand HR - SAMSUNG
From Korea
Acknowledge(0)Amend(0)
You may use the attached format for employee file maintenance. The first sheet should be used for keeping the records of documents related to the employee during the entire duration of services and should be updated religiously before filing any document in the employee file. Similarly, the second sheet should be pasted on the employee file and should be maintained from Joining till separation and while filing the documents in the file.
Rgds..Kumar Anand HR - SAMSUNG
From Korea
Acknowledge(0)Amend(0)
Hi Anuradha,
Due to some system security technologies, I can only send the attached file through my official account, which I cannot access. Therefore, I will paste the file format here.
You can copy and paste the content into a new Excel sheet for further use.
Sheet 1
Employee Document Tracker
Employee Detail
Pre-Joining Documents
Joining Kit - Basic Information Sheet
Professional and Educational Documents - At the time of joining
Documents - During the Course of Employment
Sheet 2 - Copy and paste on a new Excel sheet and use as and when required.
Employee Document Checklist
Employee Details
Emp Name
Emp ID
Department
DOJ
Pre-Joining Documents
Manpower Requisition
CV
Interview Assessment Sheet
LOI Issued - Copy attached
Joining Kit - Basic Information Sheet
Signed Copy of LOI Acceptance
Personal Details
Mediclaim Nomination Form
PF nomination Form
Gratuity Nomination Form
Security Pledge
Joining Report
Internet Messenger
Employee Non-Disclosure Agreement
Professional and Educational Documents - At the time of joining
Relieving Letter / Resignation Letter from the last company
Experience Letter from the last 2 / 3 organizations worked (In Descending Order)
Educational Certificates
10th Certificate
12th Certificate
Graduation / Diploma Certificate
PG Certificate
Others
Form 16
PAN Card Copy
Documents during the course of Employment
Appointment Letter Issued
Signed Copy Appt Letter Recd
Promotion / Increment Letter
Appreciation / Apology Letter if any
Transfer Letter if any
Copy of resignation letter
Relieving / Termination Letter
F & F letter and final cheque copy
Any Other Important Document
Checked By - (HR Rep)
Name -
Date -
Signature -
Regards,
Kumar Anand
HR - SAMSUNG
From Korea
Acknowledge(0)Amend(0)
Due to some system security technologies, I can only send the attached file through my official account, which I cannot access. Therefore, I will paste the file format here.
You can copy and paste the content into a new Excel sheet for further use.
Sheet 1
Employee Document Tracker
Employee Detail
Pre-Joining Documents
Joining Kit - Basic Information Sheet
Professional and Educational Documents - At the time of joining
Documents - During the Course of Employment
Sheet 2 - Copy and paste on a new Excel sheet and use as and when required.
Employee Document Checklist
Employee Details
Emp Name
Emp ID
Department
DOJ
Pre-Joining Documents
Manpower Requisition
CV
Interview Assessment Sheet
LOI Issued - Copy attached
Joining Kit - Basic Information Sheet
Signed Copy of LOI Acceptance
Personal Details
Mediclaim Nomination Form
PF nomination Form
Gratuity Nomination Form
Security Pledge
Joining Report
Internet Messenger
Employee Non-Disclosure Agreement
Professional and Educational Documents - At the time of joining
Relieving Letter / Resignation Letter from the last company
Experience Letter from the last 2 / 3 organizations worked (In Descending Order)
Educational Certificates
10th Certificate
12th Certificate
Graduation / Diploma Certificate
PG Certificate
Others
Form 16
PAN Card Copy
Documents during the course of Employment
Appointment Letter Issued
Signed Copy Appt Letter Recd
Promotion / Increment Letter
Appreciation / Apology Letter if any
Transfer Letter if any
Copy of resignation letter
Relieving / Termination Letter
F & F letter and final cheque copy
Any Other Important Document
Checked By - (HR Rep)
Name -
Date -
Signature -
Regards,
Kumar Anand
HR - SAMSUNG
From Korea
Acknowledge(0)Amend(0)
Hi Indrani,
You wanted to know about only the employee file or all the HR formality files? Moreover, it varies between the size of the company and the policies of the company. The basic things will be as follows:
- Manpower Requisition form
- Candidate Evaluation Form
- Application Form
- Data Form (Collection of personnel Data)
- Collection of required certificates and Documents
- Joining Report
- Induction Report
- Job Description Form
- Offer Letter
- Appointment Letter
- Appointment Confirmation Letter
- Periodical review formats
- Appraisal formats
- Letter for change in wages (for every increment)
- Correspondence letter for promotion/demotion or transfer
- Confidential Agreements
- Resignation/Termination Letter
- Exit Interview
- No Due certificates
- Full and Final Settlement letter
- Experience certificate and Relieving letter
- and more
Regards
From India, Bangalore
Acknowledge(0)Amend(0)
You wanted to know about only the employee file or all the HR formality files? Moreover, it varies between the size of the company and the policies of the company. The basic things will be as follows:
- Manpower Requisition form
- Candidate Evaluation Form
- Application Form
- Data Form (Collection of personnel Data)
- Collection of required certificates and Documents
- Joining Report
- Induction Report
- Job Description Form
- Offer Letter
- Appointment Letter
- Appointment Confirmation Letter
- Periodical review formats
- Appraisal formats
- Letter for change in wages (for every increment)
- Correspondence letter for promotion/demotion or transfer
- Confidential Agreements
- Resignation/Termination Letter
- Exit Interview
- No Due certificates
- Full and Final Settlement letter
- Experience certificate and Relieving letter
- and more
Regards
From India, Bangalore
Acknowledge(0)Amend(0)
hello indrani please find the proforma of employee file .. mr venugopala b a hr manager mob:+91+9743714088
From India, Bangalore
Acknowledge(0)Amend(0)
From India, Bangalore
Acknowledge(0)Amend(0)
Hello Indrani,
I fully agree with my professional colleagues who have expressed their ideas for the proper maintenance of employee files. The only thing I want to add is that personal files can be segregated into sections like:
1. Joining
2. Training
3. Performance & Feedback
4. Exit Formalities
5. Misc, etc.
Regards,
Shreyas Dave
Muscat
Acknowledge(0)Amend(0)
I fully agree with my professional colleagues who have expressed their ideas for the proper maintenance of employee files. The only thing I want to add is that personal files can be segregated into sections like:
1. Joining
2. Training
3. Performance & Feedback
4. Exit Formalities
5. Misc, etc.
Regards,
Shreyas Dave
Muscat
Acknowledge(0)Amend(0)
Dear All, Here I have attached the corrected format of file. Please check If you are able to open it now. Rgds..Kumar Anand HR - SAMSUNG
From Korea
Acknowledge(0)Amend(0)
From Korea
Acknowledge(0)Amend(0)
Hi everyone!
I have just completed my MBA (Marketing) from IMS DAVV, Indore. I have three years of work experience in different organizations, but all of them were off-role and part-time jobs. I do not have salary slips for them. So, now I am unsure whether it would be better or a waste to mention those work experiences on my resume for further job applications and placement drives.
Please suggest; you HR people can guide me well.
Regards,
Arun K Soni
Indore
From India, Indore
Acknowledge(0)Amend(0)
I have just completed my MBA (Marketing) from IMS DAVV, Indore. I have three years of work experience in different organizations, but all of them were off-role and part-time jobs. I do not have salary slips for them. So, now I am unsure whether it would be better or a waste to mention those work experiences on my resume for further job applications and placement drives.
Please suggest; you HR people can guide me well.
Regards,
Arun K Soni
Indore
From India, Indore
Acknowledge(0)Amend(0)
Hi Indrani,
You may use the attached format for employee file maintenance. The first sheet should be used for keeping the records of documents related to the employee during the entire duration of services and should be updated religiously before filing any document in the employee file. Similarly, the second sheet should be pasted on the employee file and should be maintained from joining till separation and while filing the documents in the file.
Regards,
Kumar Anand
HR - SAMSUNG
From India, Delhi
Acknowledge(0)Amend(0)
You may use the attached format for employee file maintenance. The first sheet should be used for keeping the records of documents related to the employee during the entire duration of services and should be updated religiously before filing any document in the employee file. Similarly, the second sheet should be pasted on the employee file and should be maintained from joining till separation and while filing the documents in the file.
Regards,
Kumar Anand
HR - SAMSUNG
From India, Delhi
Acknowledge(0)Amend(0)Looking for something specific? - Join & Be Part Of Our Community and get connected with the right people who can help. Our AI-powered platform provides real-time fact-checking, peer-reviewed insights, and a vast historical knowledge base to support your search.