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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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Why use employee management software for your staff files?

September 27, 2013 at 10:58 AM

Actually, a more important question than why you should use employee management software to hold information on your staff is why you should hold that information in the first place. Ask yourself what information you want to keep about your employees, and why you want (or need) to do that.

Basic employee information to keep

There are obvious bits of information that you need to file about your employees, such as names, addresses, phone numbers and emergency contacts, but do you need more? Well, this all depends on your information needs, and the relevance to managing staff.

Another clear choice for many would be details of employee leave, be it vacation, sickness, general holiday or other paid time off. Such information would have an effect on payroll, and be kept track of there, but seeing an overview of this can really tell a story to a manager.

Taxation and other financial details do not really have a place in a stand-alone employee file management system – this is best reserved for the payroll system, keeping that information separate. While you may trust your managers totally, if they do not need to know something about an employee, why add to the burden of trust?

What else should you keep?

The rest depends on your business, and what you would find useful to get the most out of your staff. For example, recording the last three employers of a staff member is thorough, and useful information to have before you hire someone, but once they are on board data like that could be considered superfluous by some. Something that is worth keeping, at least for businesses that require certain skills and abilities in their staff, is details on what your people are trained in and have done in the past. With this information you can better fit people to positions or special projects in the future.

Details of performance measurements and reviews can be added to this list, with any new skills that an employee may gain. This may seem less important in lower skilled or high turnover positions, but keeping track of what your staff have done, can do and could do better will in the long run help you to improve and even retain employees.

It is really down to what would be useful to keep track of, and not more than you need to. After all, if you have two hundred employees, trying to maintain a level of thoroughness that an NSA record keeper would be proud of could really just be a waste of precious time, particularly when efficiency is what you need.

And now that you have worked out what you need to have in the employee files, this is the time to look for the best platform that meets your needs.

Tags: employee files employee management software
Category: Employee Management Software

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 sales@abs-usa.com

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