Dear All,
There is a suggestion coming from our management to maintain separate personnel files - one containing all the technical certificates, technical comments, and appraisal forms, which should be in the custody of the Manager. This is for easy accessibility. The other file, which will remain with HR, shall contain all documents related to employment such as offer letters, appointment letters, and promotion letters.
Is the system of maintaining separate employee files (one with the manager and the other with HR) common? I feel this situation will lead to confusion and duplication of work, but I am not understanding how to communicate this to management.
Regards,
Arti
From India, Mumbai
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There is a suggestion coming from our management to maintain separate personnel files - one containing all the technical certificates, technical comments, and appraisal forms, which should be in the custody of the Manager. This is for easy accessibility. The other file, which will remain with HR, shall contain all documents related to employment such as offer letters, appointment letters, and promotion letters.
Is the system of maintaining separate employee files (one with the manager and the other with HR) common? I feel this situation will lead to confusion and duplication of work, but I am not understanding how to communicate this to management.
Regards,
Arti
From India, Mumbai
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Dear Arti,
Personal documents of employees are confidential and should not be accessed by unauthorized persons. It is the responsibility of HR to maintain. You may put separators in files and segregate documents as required. These should be with HR, and for any reference, managers may seek HR. This is a general practice.
Appraisal documents' copies are provided to reporting managers. Discuss with management about the consequences on the organization and employees if data is missed, leaked, or wrongly utilized. Hope they will understand.
From India, Bhubaneswar
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149Personal documents of employees are confidential and should not be accessed by unauthorized persons. It is the responsibility of HR to maintain. You may put separators in files and segregate documents as required. These should be with HR, and for any reference, managers may seek HR. This is a general practice.
Appraisal documents' copies are provided to reporting managers. Discuss with management about the consequences on the organization and employees if data is missed, leaked, or wrongly utilized. Hope they will understand.
From India, Bhubaneswar
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Personal documents to be maintained and accessed by HR team to ensure complete confidentiality of documents
From India, Gurgaon
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From India, Gurgaon
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Ask the collegues to work at office,if every one does his work then there is no need to duplicate the documents.
From India, Faridabad
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From India, Faridabad
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Dear Arti,
In our organization, nobody is allowed to enter a room where we keep all personal files' records. We have two keys for that room: one key is kept by the Security Officer, and the second key is kept by the HR Manager.
The employees' personal files' records are strictly confidential and cannot be shown to others. Please convey this to your management, and I am confident that they will understand your point.
Regards,
Rizwan
Lahore
From Pakistan, Lahore
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In our organization, nobody is allowed to enter a room where we keep all personal files' records. We have two keys for that room: one key is kept by the Security Officer, and the second key is kept by the HR Manager.
The employees' personal files' records are strictly confidential and cannot be shown to others. Please convey this to your management, and I am confident that they will understand your point.
Regards,
Rizwan
Lahore
From Pakistan, Lahore
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Dear Arthi,
All our fellow members have been provided with great guidance from you. If the assessing officer requires the performance appraisal details assessed by him for his reference, prepare a consolidated statement from the PA points and hand it over to him. However, never send the full performance appraisals to him.
Regarding the technical certificates and technical details, you can send Xerox copies of the same to the concerned managers.
S. Sethupathy Excellent HR Services, Erode.
From India, Selam
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All our fellow members have been provided with great guidance from you. If the assessing officer requires the performance appraisal details assessed by him for his reference, prepare a consolidated statement from the PA points and hand it over to him. However, never send the full performance appraisals to him.
Regarding the technical certificates and technical details, you can send Xerox copies of the same to the concerned managers.
S. Sethupathy Excellent HR Services, Erode.
From India, Selam
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Hi,
PE files are the responsibility of HR and should be maintained by the HR department only. Line managers don't have the proper resources to maintain records, leading to a violation of confidentiality. Please inform your management team about this issue, and they will understand.
Thank you.
From India, Hyderabad
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PE files are the responsibility of HR and should be maintained by the HR department only. Line managers don't have the proper resources to maintain records, leading to a violation of confidentiality. Please inform your management team about this issue, and they will understand.
Thank you.
From India, Hyderabad
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