Hi Rachna,
I am not clear where you lost a physical document, a copy of a document, or some internal document that you created. I assume it is not a physical certificate or something that was given to your custody.
My suggestions would be:
1. Automate your HR and recruitment system as far as possible. If you do not have budgets, use OrangeHRM, which is an open-source software and very good (it does not cost money and can be downloaded and installed by your IT department. Else, you can get any Linux expert to install it, again he only charges for his time). By using an HRM system, you get a workflow for most things, you get an easily accessible database, and in addition, you can get the relevant data scanned and uploaded against each employee. HRM systems also have a workflow for managing recruitment which works in most cases.
2. For physical files, make a personnel file for each employee. Keep all documents as required in the files. Do not delay in filing the documents, get it done as soon as they come in. If you are taking any document out, return it as soon as possible. Further, if anyone takes a document from the files, write the same in a register and cross it out when you get it back. As other members recommended - keep the files in a locked and secure place since the documents are confidential and should not be accessed by others.
3. If you cannot have an HRM system, then maintain your recruitment data in an Excel-based workflow. Your documents can then be scanned and put into online/cloud storage. Box.com provides between 10 and 50GB of storage space free of cost with an unbelievable level of security and access controls (you pay a monthly fee beyond that level).
Hope the above helps.
If you need any further information on any of the above, send me a message. We use all of these in our own offices and in our clients' offices.
From India, Mumbai
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2642I am not clear where you lost a physical document, a copy of a document, or some internal document that you created. I assume it is not a physical certificate or something that was given to your custody.
My suggestions would be:
1. Automate your HR and recruitment system as far as possible. If you do not have budgets, use OrangeHRM, which is an open-source software and very good (it does not cost money and can be downloaded and installed by your IT department. Else, you can get any Linux expert to install it, again he only charges for his time). By using an HRM system, you get a workflow for most things, you get an easily accessible database, and in addition, you can get the relevant data scanned and uploaded against each employee. HRM systems also have a workflow for managing recruitment which works in most cases.
2. For physical files, make a personnel file for each employee. Keep all documents as required in the files. Do not delay in filing the documents, get it done as soon as they come in. If you are taking any document out, return it as soon as possible. Further, if anyone takes a document from the files, write the same in a register and cross it out when you get it back. As other members recommended - keep the files in a locked and secure place since the documents are confidential and should not be accessed by others.
3. If you cannot have an HRM system, then maintain your recruitment data in an Excel-based workflow. Your documents can then be scanned and put into online/cloud storage. Box.com provides between 10 and 50GB of storage space free of cost with an unbelievable level of security and access controls (you pay a monthly fee beyond that level).
Hope the above helps.
If you need any further information on any of the above, send me a message. We use all of these in our own offices and in our clients' offices.
From India, Mumbai
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Also, prepare a checklist for each of the files and the file is complete only when all the documents mentioned in the checklist are available in the personal file.
From Oman, Muscat
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From Oman, Muscat
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Dear Achana,
I can suggest a good HRMS software where you can upload all your documents, or employees can upload theirs. This software will also be helpful for other HR aspects such as PMS, Recruitment, Training, and Payroll. It is available module-wise too.
Best Wishes,
Sachin Bopche
Head HRD
Bonanza Portfolio Ltd.
9769992320
From India, Mumbai
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I can suggest a good HRMS software where you can upload all your documents, or employees can upload theirs. This software will also be helpful for other HR aspects such as PMS, Recruitment, Training, and Payroll. It is available module-wise too.
Best Wishes,
Sachin Bopche
Head HRD
Bonanza Portfolio Ltd.
9769992320
From India, Mumbai
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