Reasons for Updating and Maintaining Staf

Records
The importance of an accurate employee record stretches far beyond the legal ramifications of
that information not being current. For employers, keeping accurate records can help
recruitment; identify gaps in skills, and save time while performing administrative duties. If
you're looking for one way to improve your Human Resources department and ease your burden
during inspections, consider these reasons to improve the accuracy of your employee records.

Prevent Litigation
No employer likes to dwell on the possibility of litigation, but a termination may result in legal
action and a complete employee record can provide documentation and justification for your
actions as a company. Employee records must be maintained at least one year after employee
termination and, if kept up-to-date, they can be invaluable for preventing a frivolous lawsuit. An
accurate and updated employee record not only records employee information, but also issues
that led to termination or reprimands.

Ensure Competency
While some industries, like healthcare and public works, focus on competency, it's an important
concept for all businesses. Employees need to be properly trained and educated on their job
duties before working independently to prevent mistakes or injuries. Keeping an accurate
employee record of staff training helps document that you have not only given employees the
correct information to do their job, but also that the employee agrees to having been trained.
When scheduling or cross-training, a well-kept employee file can help determine who is
competent in various areas and able to help other departments. During inspections, you can
verify training. Competency is a key benefit of an accurate employee record.

Continue Networking
Just because an employee leaves your company doesn't mean that's the last you've heard from
them. During subsequent job hunts and strategic moves, you may run into that employee
professionally. They may be your new sales representative, board member, or applicant for an
advertised job. Having accurate, secure, and complete employee records can help jog your
memory when an old face pops up for a reference or a new job, even after their manager has left.
Often, employers receive calls about former employees for new job opportunities and a quick
look at their employee record can yield vital information about the employee's work ethic.
Keeping employee records past the date they work with the company can help identify other
workers in your industry that may return to your company in the future.

Record Management methods and Paper

Creating paper files
Paper files need to be consistently labelled and logically organized. This guidance describes best
practice to create and describe a paper filing system. This will ensure accurate, prompt retrieval
for as long as the files are required. Every new file should be registered and maintained in a
filing system, with a unique title so that it can always be identified.

Classification
A good file classification system should support the business requirements of those who use
them and incorporate information to assist long-term management. It should be easy to
understand and maintain.
The classification system should have a structured referencing system with usually two, and no
more than three, elements. Numbering systems should be applied consistently. There are several
options:

A single number system allocates a running number to a file, starting at 1, regardless of

function. It has the virtue of simplicity, thus preventing errors, and is good for offices
with large filing systems and limited space. However, an index is necessary, and as
numbers grows, the possibility of misfiling increases. It should not, therefore, be used for
very long runs of files.

An annual single number system adds a running number to the current year, for example
2005/1. It prevents numbers growing too large, and helps in the systematic closure of
files. It is particularly useful in filing financial records.

A self-numbering system uses a sequential, meaningful number contained in the records,

for example on invoices.

An alphabetical system uses the name of the subject of the file, for example a member of
staff, student or building.

Naming
The following information should always be provided on file covers:

File reference a unique reference for each new file. You may have different systems
according to the type of information being managed.

File title a meaningful and accurate title should be given to each file. Acronyms and
abbreviations should be avoided.

Date opened

Date closed

Owner this should be the name of the individual who is responsible for the contents of
the file

Department or team

System reference if the file relates to a record or file held on a computer system, you
should record the case number or file name and path.

Disposal date / action date for disposal and the action that should be followed. The
details will be provided in the retention schedule.

You should also capture and reference any additional information relevant to the use of the file,
for example personal files may also record the date an employee joined the pension scheme, or
contract files might record the start date of the contract.

Maintaining paper files

Records contained in paper files should be managed according to business and legal
requirements. This means they should be filed correctly, as soon as possible after receipt or
creation. If an action is required, you should still file the document, and circulate the file to the
appropriate member of staff. Maintain a record of this circulation, to reduce the risk that the file
will be misplaced.
Documents should not be placed loose into files or folders. This helps prevent loss, damage or
destruction. The following principles will help in maintaining an orderly filing system:

File latest record on top.

File in order of the date on which the document was written, not date of receipt.

File attachments or enclosures immediately below the documents to which they relate.
Place bulky items such as plans or drawings in a pouch or pocket with the contents
described on its front.

Do not file duplicates.

Circulated papers should be marked in such a way as to identify the original or master set
and copies. File the original and, if necessary, insert a file note into other files to indicate
its location.

Time sheets