Human Resource - Employment/Personnel File.

Here is recommended filing system for personnel files.

The Human Resource department.

SEPARATION

Exit documents eg. clearance forms, resignation, dismissal letters, exit interview documents...anything to do with a staff's separation from an organization.

STAFF MOVEMENT

Transfer Documents, Letters and Reassignment letters. eg movement to a different department

APPRAISAL

All Appraisal documents and letters given after an appraisal exercise e.g. Review of terms, recommendations, Salary review letters and bonuses, Confirmation of appointment, Appreciation of efforts towards a project

TRAINING

All certificates of the company sponsored trainings. certificate could have the company's logo or the cost of training must have been facilitated by the company.

DISCIPLINE

Warning Letters, any discipline related letters, Perfomance Improvement?Programme Letters etc...

LEAVE

All leave forms, sickoff forms, exam timetables

ADMINISTRATION

Any other document not related to the above eg. pension forms, travel letters, group life forms, loan applications, marriage congratulations

APPOINTMENT

-Offer Letter/Company welcome note

-Job Description

-Bio Data/Personal details

-Secrecy bond/Non Disclosure

-Bonding document

-Company code of conduct/Code of ethics

-Copy of ID, NSSF, NHIF, KRA certificate, Academic cert, Marriage cert, Police clearance(ensure u start with the ID documents first then followed by the rest)

-Reference checks (Applicants referees), Metropol document

-Interview documents(Interview notes, role interview guide)

-Application for employment forms(application letter, CV etc)

-Staff Requisition form(document prepared by a senior person seeking approval from management to hire someone to fill a position)

Thank you!