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Human Resources/Employee History Tracking.

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Question
Dear Mark

http://en.wikipedia.org/wiki/Archive

Is it a good practice to keep the Employees Database History i.e
Electronic version in form of CV/Resume/Bio-Data,Interview Screening form,Joining,Exit, Appraisal files etc as well as printed version of the same right from start up of the co ?.

Do you recommend that the Human Resource Management System should be able to extract employees data records right from inception ?.

Example : The co is 20 years old.

i.e. Once the Employee exit the corporate, how many years viz 1,3,5,10 etc the employee history should be maintained
and stored in electronic and printed version by Human resources department ?.

Awaiting your reply,

Thank & Regards
Prashant S Akerkar

Answer
Hello Prashant S Akerkar!

In my experience, most governments require employee records be kept for a specific period of time and the time changes depending on the type of record.  I would start there first.  If you can find no government stipulations, I would suggest consulting a labor attorney who has sufficient experience to advise you on the best record keeping practices.

Keep in mind if you have records the content can become part of legal proceedings associated with employment related disputes.  That works both ways, it can work in your favor, or, it can work in the plaintiff's favor, depending on the content of the record.

I am a believer in electronic data base records /record keeping.  That also brings a caution with it related to hackers and e-record security, backup practices and so on. If the route you take is e-records, have a good, complete plan to start with! And there are a lot of vendors out there who provide services and have the established software for employee e-record keeping.  As you plan, include those vendors in you cost evaluation scenarios.

You should definitely keep separate files for applicants, as well as separate files for onboard employees (medical, performance records, employment records, etc.).  

I do suggest you obtain some legal advice on this as laws very greatly from country to country.

Best of luck, hope this helps Prashant S Akerkar!

Mark  

Human Resources

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Mark Eichinger

Expertise

Any type of question related to domestic and international Human Resources work. My H.R. passions include Compensation design and systems in competitive markets, Health and Safety in Industrial Environments, Performance Management, Talent Management (Hiring, Selection, Employee Development, Compensation, Creating Space, etc.), Communications, Coaching, Counseling, Leadership, and Management. Questions I cannot answer: I am sure there are questions within these categories that I may not be able to answer but my experience below would suggest those would be few.

Experience

I own International Human Resources Coaching and Consulting, LLC. www.IHRCConline.com. Previously, I successfully held corporate executive and management leadership positions from 1979 to 2007 in two $9B+ multi-national corporations. Positions included: Vice President, Human Resources for the Asia Pacific Region, Eaton Corporation; I was based in Shanghai, China. Prior to that assignment, Vice President, Human Resources International and Operations, Eaton World Headquarters, Cleveland, Ohio with global responsibility for Eaton’s Human Resources practices, international assignee management, and Regional Human Resources Directors in Asia Pacific, Europe, and Central and South America. Specifically, my experience spans work at domestic and international locations at the operating plant, division, business unit, and corporate levels and most business scenarios to include startups, closedowns, restructurings, integrations, and ongoing operations. I am an Eaton Business Excellence Assessment Examiner (Malcolm Baldrige based system). I introduced processes and process mapping into the Human Resources environment. I have extensive experience with and working in domestic and international organization matrix structures. In the Asia Pacific region, my responsibilities included, leading the regions H.R. team and processes, managing the H.R. relationship with the corporation, creating and leading the professional and general manager development programs, China’s university relations program and managing the Asia Pacific key leader’s process. I have coached managers and leaders. I am a professional listener, my style open, direct, and focused on leader accountability and employee engagement. In Summary, my career responsibility included more than 60,000 employees, 60 union and union free operations, and 45 countries. I also lived in Korea for two years while in service with the USA’s armed forces.

Organizations
SCORE – Counselors to Americas Small Business; at various locations I have also belonged to Rotary, Lions, Kiwanis and the Chamber of Commerce. I have served on Boards of medical, community and institutional organizations.

Education/Credentials
Bachelor of Science in Business Administration, Youngstown State University. MBA work Youngstown State University, and University of Bridgeport. University of Tennessee, Lean Manufacturing Certified. Thunderbird School of Global Management, Management Certified.

Awards and Honors
Corporate level awards for compensation systems, communications campaigns.

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