Must-maintain employee records: The What and Why
“Employee Records” is often looked upon as a very transactional element in HR administration. But the impact of employee record-keeping on great talent and growth management cannot be undermined- it helps create a comprehensive view of all employees. And we are fast moving from “HR-does-it-all” to a self-service model of employee records maintenance, which ensures transparency and ownership at an employee-level. This is the way ahead for employee records management, and one that organizations must embrace by way of system changes.
Why maintain accurate employee records?Employee records are not just about maintaining a view of the employee numbers and employee spread. The repercussions of inadequate record-keeping are far reaching. Here are some compelling reasons to pay attention to your employee records system.
We thus see that maintaining accurate employee records benefits both the manager/organization and the employee. Yet, organizations cannot maintain all sorts of records because it comes with a cost. It is therefore important to know which records are a must to maintain, and in what format.
What employee records should you maintain?Knowing what records are a must to maintain can save you much hassle. Here is a starting ready-reckoner from a legal standpoint:
Organizations must not only maintain these critical employee records, but also review them from time to time so as to avoid legal action.
It is equally important to provide people within the organization the right visibility to the employee records, based on their user role such as HR / project manager / supervisor etc. BizMerlin HCM provides a comprehensive employee view complete with search and filtering options like role profile, function, active/inactive employee, project allocated, skills and so on.
How to build a progressive employee record interface?Gone are the days when HR used to lug around huge folders and files and sift through a million papers to settle on one record. Today, a number of Human Resource Information Systems (HRIS) make a wealth of employee information available at a single click. What is important is to design a system that fits in with your business requirement. Here are some features to help you design a progressive employee record system:
Getting employee records right is the bare-basic of streamlining HR operations. Now is the time to clean up the mess and make your data work for you. This data can work wonders in creating a compelling people-advantage- both in person and in data terms.
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