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To keep track of employee absences, lockouts, transfers, turnover, and other events.
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It assists government agencies in gathering statistics on employee turnover, absenteeism, and other personnel issues.
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Personnel Records

What are Personnel Records?

Personnel Records are records relating to employees of an organization. These records are collected, real and far-reaching data identified with concern records and confined. All data with impact on HR in the association are maintained in a methodical control. Such records are useful to a director in different choice-making regions.

Personnel records are kept up for defining and evaluating personnel strategies and methods. Complete insights concerning all representatives are kept up in personnel records, for example, name, date of birth, conjugal status, scholastic capabilities, proficient capabilities, past work subtleties, and so on.

They are hence tan­gible proof of the exercises of the organi­sation. Personnel records give informa­tion about the situation of HR in the organi­sation for example – records identifying with preparing, per­formance, non-appearance, wages and compensation, work turnover, efficiency, resolve sur­veys, work fulfillment, standardized savings, em­ployee welfare and so forth. Traditionally records are put away as papers, cards, documents, graphs, blue prints and so on. Be that as it may, in current occasions records are put away in C.Ds, video films, sound tapes and so on.

How do you maintain personnel records?

Keeping track of employee personnel files can be a difficult undertaking. To keep your files organised, follow these three steps.

Go over your records annually


Organize, update, and dispose of outdated personnel files every year for a few days or weeks, depending on the size of the organisation. Companies are required to keep personnel files for a certain amount of time after an individual has left their job. Every document, on the other hand, has a separate storage time. Reviewing inactive files on a regular basis can help keep paperwork organised and secure.

Code file


Examine the rules that apply to your company's personnel files. To assist with the annual disposal of old files, code the papers in personnel files by the length of time you have to keep them. When deciding what to preserve and what to discard, coding papers as they are created saves time. To preserve any personal information on the documents, shred files that have been coded for disposal.


Form a summary sheet


A person's personnel file becomes inactive after they leave their job. Create a summary sheet of the data your firm is required to preserve for the longest period of time at this moment. If information is needed fast, it can be obtained without having to go through the complete personnel file.

What are the tips for Personnel File Organization


As you establish an organisational structure for your company's personnel files, keep the following suggestions in mind:


Confidentiality: It is critical to maintain confidentiality. Understand the laws and regulations that govern who has access to which records in the personnel file. To ensure the safety of personnel files, keep them locked.


Documentation: Any form that goes into an employee's personnel file should be signed by them. Ascertain that the employee understands that the document will be kept on file in case it is requested or needed in the future.


Facts: Ensure that the information in the personnel file is factual rather than subjective. Remove any subjective information from the personnel file and include only objective facts about the employee's employment, health, and salary.

What are the some Personnel Records examples?

Types of Personnel Records

Personnel Files

A personnel file is maintained for each employee of (Your Company Name). These personnel files contain confidential documents and are managed and maintained by the Human Resources staff. Access to this file is limited to HR staff and assumes that each employee's manager maintains his or her own file with documents relevant to the employee's work performance.

Typical documents in a personnel file include the employment application, a family emergency contact form, documented disciplinary action history, a resume, employee handbook and at-will employer sign off sheets, current personal information, and written performance evaluations. Not all personnel files contain the same documents but each personnel file has some documents that are the same.

Payroll Files

Payroll files are also maintained; payroll files contain a history of the employee's jobs, departments, compensation changes, and so on. Access to the payroll file is limited to the appropriate accounting and HR staff.

Employee Medical File

An employee medical file is also maintained. The contents of the medical file are not available to anyone except Human Resources designated staff and the employee whose records are retained in the file. At Your Company Name), medical files receive the highest degree of safe storage and confidentiality.

Note: An employee may view his or her personnel file by contacting a Human Resources staff person during normal business hours. HR staff will schedule an appointment during which the employee can view the contents of their file. No employee may alter or remove any document from his or her personnel file which must be viewed in the presence of an HR staff person.

What is the Importance of Personnel Records?

An economist at Michigan University in the United States, has validated the importance of personnel records after conducting a thorough investigation.

  • It assists managers in receiving critical information about their personnel.
  • To keep track of employee absences, lockouts, transfers, turnover, and other events.
  • It assists managers in developing various training and development programmes based on the current situation.
  • It assists government agencies in gathering statistics on employee turnover, absenteeism, and other personnel issues.
  • It assists managers in making wage adjustments, allowances, and other compensation-related advantages.
  • It also assists researchers in doing in-depth research on labour relations and the firm's market reputation.

As a result, personnel records are extremely important to a business and are not a waste of time.

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