HR documentation best practices

From limiting access to confidential documents to labeling documents clearly and accurately, here are the 6 answers to the question, “What is a best practice for HR documentation?”

  • Limit Access to Confidential Documents
  • Keep Digital and Physical Records
  • Use PeopleDoc
  • Develop a Storing System
  • Lable Documents Clearly and Accurately

Limit Access to Confidential Documents

Limit access to confidential documents to authorized personnel only. This is to ensure the security of private data such as medical records, social security numbers, and other personal and sensitive information. All confidential documents should be stored in a secure location, and access should be limited to those who need it. This will help prevent unauthorized access, tampering, and theft. It is also important to shred any confidential documents that are no longer needed. This will help ensure that private information does not get into the wrong hands.

Matthew Ramirez , CEO, Rephrasely

hr documentation best practices

Keep Digital and Physical Records

Both digital and physical records are key in HR and it is a best practice to document both. Digital documentation is essential in saving storage space, efficient retrieval and access, and for virtual workplaces. It enables easier management and quicker retrieval while eliminating tedious filing procedures.

However, system failure is a common problem that may affect digital documentation, hence having physical documents as backup is very important. Both systems of documentation allow for cross-referencing and confirming legitimacy even when electronic networks fail.

Yongming Song , CEO, Live Poll for Slides

Use PeopleDoc

This is yet another excellent human resources document management software with all the capabilities that HR departments want. Because of its efficacy, PeopleDoc is one of the most popular options among major organizations.

This software provides management services to assist in the simplification of HR procedures. It is well-known for document management, compliance, and preservation schedules.

Nathan Hughes , Founder, Art Ignition

Develop a Storing System

Effective HR records management can only do with a proper system for storing and cataloging files. Thus, a necessary practice is to keep documents in one obvious place, which allows easy access to the relevant records.

In addition, documentation should be appropriately categorized. Contracts, candidates’ resumes, evaluation forms, manpower requisitions, and other files should be in separate folders. It’s also helpful to organize them by date, department, former or current employees, as well as the validity of the documents.

Such practices prevent the loss of documents and chaos associated with searching for relevant materials. Organizing documents in this way also saves time. Such a transparent system of sorting HR documentation also ensures continuity of circulation and management of documentation in case of personnel changes.

Nina Paczka , Community Manager, Live Career

Nina Paczka hr

Label Documents Clearly and Accurately

There are a few best practices for HR documentation that can help to keep your employees’ files organized and up to date.

First, it’s important to have a central location for all HR documents. This can be a physical filing cabinet or an electronic folder on your computer.

Second, be sure to label all documents clearly and accurately. This will help you to quickly find the document you’re looking for, whether you’re looking for it yourself or sending it to someone else.

Finally, make sure to keep copies of all important documents, such as performance reviews and tax forms. This way, you’ll always have a backup in case of an emergency. By following these simple tips, you can maintain a well-organized HR file for each of your employees.

Jamie Irwin , Director, Straight Up Search

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