An employee’s personnel file contains various documents pertaining to their employment history with the organisation. Personnel files and records contain confidential information which must be stored in a restricted and secure place such as a locked filing cabinet that is fire-proof. Maintaining personnel files and ensuring it is always updated is crucial. Information stored under personnel files include:

• Pre-employment documents such as a job description, induction form, curriculum vitae, signed contract of employment, copy of certificates/qualifications, professional registrations, reference checks, a copy of the identity document, a copy of the driver’s licence, banking details and tax information.
• Employment documents which include performance appraisals, updated policies and procedures, awards, training certificates or records, disciplinary warnings, and many others pertaining to the employee.
• Termination documents include exit interviews, exit checklists, resignation letters and relevant statuary documents such as UIF are stored. A separate file should be created for terminated staff.

Employers may choose to maintain personnel records electronically. This method is efficient, saves money, time and storage space. Organisations may choose the most efficient HR software package that allows for such effective storage of personnel information. This method must be utilised correctly always ensuring safety and protection of employee information.

Source: https://www.thebalancecareers.com/employee-personnel-file-contents-1918218

Source: https://www.shrm.org/

Dr. Prishana Datadin | Human Resources Manager