Managing HR documents & employee records

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Managing HR documents & employee records

As an organisation, ensuring that HR documents and employee records are accurate, up-to-date, and secure is essential to keep business running smoothly.

The task of manually maintaining these records can be a time-consuming and overwhelming job.

Ensuring you have the right structures and systems in place can help to alleviate that stress and ensure compliance with relevant legislation.

Types of Employee Records You Must Maintain

There is a lot of information that needs to be tracked and managed for each employee, and this only gets more complicated the bigger your organisation gets. Employee records should be able to provide full employment history, as they can be useful if any legal disputes arise in the future.

Personal information

The common details recorded include (and are not limited to): name, age, birthdate, gender, nationality, marital status, educational qualifications and other identity proofs

Contact details

Contact details that are required to be recorded include: contact number, email address, current residential address, emergency contact name and number and relationship

Employment details

Some of the information required to be stored for this include: employee number, employment type, employment status, date of commencement, bank account number and bank name

Job details

Some of the information that can be stored includes: job description and skills

Payroll records

Learning and development details

The common details recorded include: details of previous training undertaken and any training needed

Awards and achievements

Competencies or Qualifications

E.g. Work Licences, Qualifications, Certificates of Training and more

Time Frame and Form

The Fair Work Regulations 2009 state that records that relate to an employee must:

  • be legible, in English and in a form that is readily accessible to a Fair Work Inspector;
  • be kept for seven years;
  • be properly maintained and kept accurate at all times;
  • not be altered unless for the purposes of correcting an error;
  • not be false or misleading to the employer’s knowledge.

How to Store Records

Records can be stored electronically or in paper form. To avoid messy paper trails, it is recommended that your organisation invest in an electronic record keeping system. Keeping your records electronically will allow complete visibility over your employees and make tasks easier, saving you time once you have your system set up.

If you keep your records electronically, there’s no need to also keep paper copies unless a particular law or regulation requires a paper copy.

Whichever option you choose, your records must be stored in a secure place. Ensure a backup of your records is completed regularly and, if possible, have a secure off-site storage location, which may include cloud storage.

HR & Workforce Management Software

While regulations specify the need for maintaining employee records, the collected information can also be used to identify trends and obtain useful information for employee behaviour and growth, as well as managing Worker compliance. Although this may seem like a demanding task, the right tools, such as comprehensive HR & Compliance Software, can help to streamline it for your organisation.

Capturing, storing, and managing employee information is now simple with a digital solution like Comply Flow. Comply Flow allows you to onboard workers to track HR and competency documents, share your worker competency profiles with any clients - for free and customise your own internal document types to request.

Comply Flow Connect has a simple and easy to navigate user interface that automates document requests, with automatic reminders to keep your business compliant and work ready, saving you hours on admin.

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