Stamp out disorganization in HR records
September 23, 2013 at 1:02 PM
There is an alphabet soup of agencies and regulatory bodies that have authority over hiring, firing and even the ongoing treatment of employees. The DOL, OSHA, FLSA, and scores more require employers of every size and industry to submit reports, hold documents for differing numbers of years, and calculate things such as Full Time Equivalency (FTE) in different ways.
Record keeping is another irksome area for those in the field of Human Resources, too. Send a form to this government agency, do not send a form to that agency, but it must be on file, give this form to the employee but make sure you have a receipt to prove they got it. Medical information on any employee must be filed in accordance with HIPAA. Who can even remember this stuff?
Employee management software can. Affordable desktop programs that reside on manager's computers can have your company employee information organized and secured.
Badly needed space for an interview area can be made from the removal of all the paper files that you keep and keep and nobody asks for them. Which is likely a good thing for the chance of anyone finding the information is not great as employee files are often kept in more than one place - medical information is filed in one cabinet, pension information in another, payroll in yet another and the main file is in another cabinet.
With employee management software all information on an employee is kept in one place - their employee file. With a standalone system like Staff Files, information is entered once for any employee. It may be by keyboard, or scanning, but all the information is put into an employee file. The file may have different levels of protection so that an HR assistant can see demographic information but not see wage rates or performance evaluations. Or, the payroll personnel can view time-off information but not medical. Or, the department heads can see the time-off information and performance evaluations for the employees in their department only.
The system can generate reminders of all kinds; check for licensure, employee birthday, continuing education credits being obtained.
Your employee files are electronic but complete and easily printed if hard copy is needed. They contain inclusive information about:
- contact information
- wage rates
- benefit enrollment
- training records
- performance reviews
- disciplinary warnings
- accident reports
- scanned documents, and
- separation information for former employees
All in one place. Employee management software is far more than convenient. It increases the productivity of the human resources department and every employee working in it who deals with employee files. Moreover, as personnel records are well organized the company is always ready for an inspection from any outside agency.
Staff Files makes employee recordkeeping simple. Try the free demo/trial edition of this easy and affordable employee management software today!
Have questions about Staff Files? Call us at 1-800-874-8801 or email us at firstname.lastname@example.org.