How to organize Employee Personal File?

written by March 20, 2020 1148 views

Organizing employee personal file is one of the core Function of Human Resources
Management Department. Once you have done the Recruitment & Selection
Process, you need to develop personal file which may be the digital version or hard
file. In case of hard file an Organization may request the file supplier to supply
specified files with its own logo which will be used for personal file only. As for
example, The Daily Star’s Employee Personal File.
Arranging Employee Personal File
You can develop a Standard Operating Procedure (SOP) on personal file
arrangement. You can follow the process as given below to arrange personal file.
1. Employee ID Number (on top and side of the file)
2. Recent Color Photo (Inside of the file Cover)
3. Change Letters (Date wise: latest date on top)
4. Job Description
5. Appointment Letter
6. Application for Provident Fund or other Benefits
7. Reference and Background Checking Form
8. Candidate Assessment Form or Interview Form
9. Employment Test’s Answer Script
10. Manpower Requisition Form
Administrative Documents (Flap or file Separator)
1. Disciplinary Records
2. Vehicle-Related Documents
3. Nomination/Visa related Documents
Personal Documents (Flap or file Separator)
1. Employee Information Form/Employee Transcript
2. Color Photo of Nominee(s)
3. NID/Passport of Nominee(s)
4. Previous Companies’ Experience/Release Letter
5. Immediate Left Organization’s Salary Certificate
6. Training and Other Certificates
7. Academic Certificates
8. Income Tax Certificate
9. Driving Certificate
10. NID/Birth Certificate
11. Passport
12. Resume or Curriculum Vitae (CV)
In Details

Employee ID Number: Firstly, I will request to choose a non-transparent file as

employee personal file. Where, only employee ID number will be shown on top and
side of the file. So that no one can guess easily that the HR department is working
on whose file.
Recent Color Photo: Just turn the file’s frond cover page and you see the
employee’s recent color photo inside the front cover page. It helps your management
to recall the colleague.
Change Letters: It means, the copy of letters already has been issued to the
colleagues which changes the colleague’s position in the organization like promotion,
salary enhancement, transfer, re-designation etc. So, you will arrange date wise like,
latest date will be on top and accordingly next.
Job Description: Keep a copy of his Job Description.
Appointment Letter: Keep a copy of the appointment letter that has been issued to
him.
Application for Provident Fund or other Benefits: If, the colleague has any other
applications or forms related to employee lifecycle keep here.
Reference and Background Checking Form: The forms and documents used as
reference and background checking, can be kept here.
Candidate Assessment Form: It is also called the interview form or applicant
assessment form which has been rated by the interviewer at the time of the
interview.
Employment Test’s Answer Script: If he has given any employment test, then
keep that answer sheet.
Manpower Requisition Form: At first the respective department head has
forwarded this form. By which the recruitment process was started, keep here.
Administrative Documents: Put a file separator or flap
name as Administrative Documents.
Disciplinary Records: If the colleague has any disciplinary issues records, keep
here.
Vehicle-Related Documents: If, any company vehicle is issued to him then, keep
the agreement and receiving documents along with the vehicle’s legal papers.
Nomination/Visa related Documents: If any keep here.
Personal Documents: Put a file separator or flap name as
Personal Documents.
Employee Information Form/Employee Transcript: It may be a prescribed form
developed by HR department and the candidate will fill-up the form and send
softcopy to HR. Softcopy helps HR to easily copy and paste that information where
necessary as software/database.
Color Photo of Nominee(s): Nominee who will receive the payment if the colleague
dies.
NID/Passport of Nominee(s): Nominee who will receive the payment if the
colleague dies.
Previous Companies’ Experience Letters: The copy of experience letters of
previous organizations will be verified and kept here.
Immediate past Organization’s Salary Certificate: If the salary of the immediate
past organization has been disclosed and was a ground of this employment, then
that will be verified and kept here.
Training and Other Certificates: Keep a copy of all his training and other related
certificates here.
Academic Certificates: Keep a copy of all his academic certificates and records
here. However, you will arrange the certificates lower to higher.
Income Tax Certificate: Copy of TIN certificate will be kept here.
Driving Certificate (if): Importantly handle it for drivers’ or self-driven colleagues’
personal file. It may be flexible for others.
NID/Birth Certificate: Firstly, you will try to keep a copy of NID. However, if
someone’s NID is yet to prepare, take his birth certificate’s copy.
Passport: Who has the passport, keep a copy of his passport.
Resume or Curriculum Vitae (CV): Finally, a resume or CV will be kept at the end
of the file. The old photographs may be attached to the CV.