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“Using Staff Files, it’s so easy to print or email reports to managers or state auditors to show them employees’ training records.

It’s phenomenal! It used to take an entire day to prepare federal and state EEO reports. Now it only takes an hour.

You don’t have to have massive computer know-how to install or use Staff Files. I like the tabs. They’re intuitive, so you don’t have to remember where you saved information.”

Teri Hansen - Director of Human Resources and Administration

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Making use of personnel records with HRMS software

November 13, 2013 at 7:53 AM

HR managers, department supervisors, and owners use computerized personnel records to benefit their organizations in many ways. You can easily collect and retrieve a wide range of information with the help of human resource management software (HRMS). This data improves staff management decisions, ensures regulatory compliance and helps you take action in emergencies. It could also protect your company from lawsuits that former staff members may initiate.

When you need to promote an employee, detailed staff files provide an excellent source of information. You can easily compare different workers' performance evaluations, employment histories and seniority. This helps you make a fair, well-informed decision. You will also have documents to back up your choice if an owner, partner or staff member expresses concern.

Personnel records often prove useful when an employee asks for a raise. You can check the history of previous pay increases and review evaluations to determine if a raise is merited. Additionally, you may want to look up an employee's hiring date, qualifications and promotion timeline. Another option is to examine the original job description and determine if the person's responsibilities have increased.

Employee files also come in handy when you have to fire or demote someone. A disgruntled staff member may initiate legal action, accuse your firm of discrimination or complain to upper management. You can use personnel records to justify your decision. In many situations, they will demonstrate that the employee had a history of co-worker complaints, supervisor warnings and/or weak job performance.

Former employees may return to your organization if they need work. Computerized staff records are very helpful when you make a decision about re-hiring them. You can quickly look up the details on their job performance, why they left the firm and any promotions they received. However, it remains important to conduct an interview and communicate with new references; the individual may have changed in some way.

Personnel records typically include phone numbers for employees and their emergency contacts. It's important to know who to call if a staff member becomes injured. An emergency contact might be a spouse, parent or other relative. You also need the ability to call employees quickly if the workplace unexpectedly closes for the day. This may occur if there is a utility outage or major equipment failure.

Some job positions require employees to meet certain training requirements every so often. You can use HRMS software to keep track of the courses and exercises that they have completed. This makes it easy to send out reminders about unmet training requirements and take other measures if necessary. Computerized personnel records also contain useful data on relevant licenses and certifications.

Unlike paper files, HRMS software can automatically remind you about important dates. You won't have to remember when workers become eligible for certain benefits or need to renew their certificates. You can also receive notifications of hiring anniversaries and birthdays. This way, you won't give someone bad news on a birthday or forget a staff member's 10th anniversary gift. Basically, computerized personnel records save time and help you become a more effective manager.

Tags: employee files HRMS
Category: Employee Management Software

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