1. Employee Application and Paperwork
Collecting employee applications, resumes, and references are the first step in any successful hiring process. These documents should include information such as the applicant's name, contact information, educational background, work experience, and other relevant data. Additionally, they can be used to verify the accuracy of a candidate's claims and to ensure they meet the qualifications and standards of the organization.
2. Employment Agreements/Contracts
The success of any employment relationship hinges on ensuring that both parties are clear on their expectations, rights, entitlements, and obligations. An in-depth employment agreement or contract template should be used by all organizations to protect themselves legally and provide clear guidelines for how employees should conduct themselves while employed.
3. Personnel Files
An employee personnel file is an invaluable source of information about each staff member's performance history within an organization. They typically contain documents such as resumes, job descriptions, job evaluations, training records, warnings & disciplinary documents, health & safety information and various forms of identification (e.g., driver’s license, passport).
4. Compensation Information
Compensation records are a key component of an EEC staff records checklist. These include pay stubs, overtime tracking sheets, bonus information, and other documents related to the employee’s salary or wages. This data can be used to determine which employees are eligible for raises or bonuses, as well as to assess whether any wage discrepancies exist within the organization.
5. Benefits Information
Benefits such as health insurance, retirement plans, workers' compensation coverage and life insurance should all be documented in employee personnel files. Additionally, any communication between staff members and benefit providers should also be kept on file for future reference.
6. Time Tracking Data (If Applicable)
If an organization requires employees to track their hours and submit time sheets, this information should be maintained in the personnel files. Time tracking data can also provide valuable insight into how effectively staff are managing their workloads and completing tasks within the allotted time frame.
7. Leave Requests Absences Tracking
It is important for organizations to accurately document employee leave requests and any related absences from work. This helps ensure that employees take only approved days off, as well as providing a record of which employees were absent on certain days or during specific periods of time. It also makes it easier to manage payroll accordingly.
8. Safety Records
Safety is always a high priority in the workplace and organizations must ensure that employees have all necessary safety training before beginning work. Safety records should include any relevant documents such as training certificates, safety reports and related paperwork.
9. Termination Paperwork & Exit Interviews
If an employee is leaving the organization, their personnel file should contain documentation of their termination including their notice period, final pay stubs and any other documents related to the end of their employment. Additionally, exit interviews can provide valuable feedback about an employee's experience within the company, which can help improve future recruitment processes.