Managing Your Employee Records
2nd Dec 2019 | Emily Fletcher
Every organisation is required, by law, to maintain appropriate personnel documents for their employees. We all understand that correctly managing employee records is essential, but what is the best way to do this?
Firstly, let's examine what documents need to be filed and kept.
What Records Do I Need To Keep?
Statutory requirements dictate that the following documents must be filed and kept for at least six years:
· Salary details
· Tax and national insurance records (payroll)
· Notes of accidents
· Health and safety issues
Additionally, employers are required to monitor and track working hours, so that they comply with Working Time Regulations.
It's a lot to manage, without even considering all of the additional paperwork that it is desirable to retain such as:
· Records of right to work
· Copies of CVs
· ID documents
· Insurance documentation
It’s easy to see why managing employee records can cause headaches.
The volume of documents can quickly become overwhelming. Errors occur when paperwork mounts up, and vital records get lost and misfiled. The solution is making sure ALL documents are filed, stored and archived with maximum efficiency.
How Do I File Everything Properly?
Businesses operating with a small number of employees could manage their HR admin by using a paper-based system. This traditional method would undoubtedly involve lever-arch files, tab indexes and poly pockets and require physical office space. Documents would have to be secure (lock and key) and contained in fire-proof filing cabinets.
Even if you are a small organisation, in this modern world, flexible working is becoming increasingly popular, and mortar and brick offices are not always accessible. If you don't have an online document management system, where do you store the paperwork? More and more employers have to address this question seriously.
The solution lies in setting up an online, web-based system that allows all employees 24/7 access to all employee records. Such an arrangement enables small, medium-sized and large organisations to manage ALL their documents and paperwork effectively.
Advantages Of An Online System
Having all your employee records and information securely stored, in one easy-to-access place has numerous benefits:
- Ease of retrieval
- Archiving of employee records is made simple
- Instant access by anyone in the organisation, wherever they may be
- Compliance is maintained
- Workflow is enhanced because the system is time-efficient
- Audit trails (necessary for ISO / Investors In People Compliance)
- Security Point One - All documents are backed up and managed via login controls. Also, there is no risk of fire in The Cloud!
- Security Point Two – Accurate GDPR records can be kept and records can be properly selected and destroyed at the appropriate time.
Furthermore, using an online document management system allows employee records on training, development, appraisals, promotions and job role to be stored, archived and managed.
Whether you’re a business with three or three hundred team members, Training-Progress can you help you organise your employee records with our bespoke online system. Our expertise makes us leaders in our field, and we can make your headaches disappear.
Contact us today for further information about getting your documents safely and efficiently managed.
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