Know how organize personnel department files it is one of the main and most important activities of a PD professional.
Keep all data under control, to have quick access to them when needed and ensure that sensitive information is protected, are obligations that can be facilitated with the following organizational tips:
- define where to archive documents;
- scan documents;
- upload everything in the cloud;
- separate documents by categories;
- adopt protocols;
- optimize the disposal work;
- teach your team the method of organization.
Each employee generates a reasonable amount of documents for the company, over the years. It is up to the DP to organize the archives of the Personnel Department (DP), which serve, among other things, to verify that both the company and the employee are complying with the employment contract.
As the law makes the company responsible for filing documents in case of any adverse situation, the DP team must adopt organization methods that keep the files:
- easy to access;
- preserved with quality and legibility.
To facilitate this work, we separated 7 tips for organizing personal department files efficiently. Check it out below!
How to organize personal department files: effective tips
Organizing personnel department files is, more than anything, a way of precaution.
The disappearance of any document can bring financial losses and severe image to the company in legal cases, such as labor lawsuits.
So, get to know the 7 tips on how to organize your personal department files, with attention!
1. Define where to archive documents
First of all it is necessary to define a place to carry out the document management. Hiring a document management software is the smartest and safest alternative.
These tools allow the expressive volume of documents to be archived in the digital scenario, segmenting exclusive folders for each employee and respecting the importance of each document.
Your company gains quick access to any document, whether it is from an active employee or a terminated employee.
Once the location is defined, access to the files is optimized and the team’s productivity increases.
2. Scan the documents
To use the management software, the files must be digitized! In addition to facilitating the search process, digitization puts an end to the clutter of papers that deplete the physical space and the handling of heavy folders.
Read more at: Learn how to create a paperless HR department
3. Upload everything in the cloud
Use and abuse of technology. With the scanned personal department files, all you have to do is upload them to the cloud.
Keeping them in the cloud only benefits your business, including:
- does not consume your server’s memory;
- offers storage security (practically no risk of deterioration);
- implements occupational intelligence (eliminates the need for physical storage of files).
In the cloud, you can send files of the personal department, of different natures (paper, video, photo) in high quality and sizes / weights (gigabyte, terabyte) to the software with one click.
4. Separate documents by categories
Proceed to organize personal department files by following categories such as main information, shipping dates, company sector, deadlines, managers, etc. Thus, the identification of any document is streamlined.
If there are many sub-items, it is necessary to classify them in a second way to facilitate their location. Adopting alphabetical order is the easiest and most intuitive way out, no doubt.
5. Adopt protocols
Many documents circulate among other departments, so the DP must always be attentive. Mainly, because some data is confidential.
A way of control that access is adopting protocols in receiving, sending and disseminating.
Technology in HR already offers improved management software, such as GED (electronic document management), which allows, among other things, version and copy control.
With this tool, in addition to the DP team monitoring compliance with such protocols, it is also able to monitor who accesses each file.
6. Optimize the disposal job
Organizing personal department files in the cloud still offers the advantage of taking just a few minutes to discard outdated material.
Unused files are just deleted from the online server.
7. Teach your team the method of organization
The last and fundamental tip is knowledge management.
After defining the methods for organizing personnel department files, you must teach your team and / or collaborators, who have access to these documents, to handle search and storage tools.
How long do documents need to be kept?
The law says that the company must keep documents for certain times. Failure to save can lead to fines and even generate possible tax problems.
For 2 years
Term of termination of employment, resignation, documentation of prior notice.
For 3 years
CAGED (General Register of Employed and Unemployed), from the date of posting the file.
For 5 years
The following documents must be stored for 5 years:
For 5-10 years
Some documents need to be kept for 5 to 10 years, including:
For 10 years
Documentation referring to PIS / Pasep (Social Integration Program / Public Servants’ Heritage Formation Program), with the period being counted from the date of payment.
For 20 years
Medical examinations – admission, dismissal, periodic and prior to returning to work – containing all the attitudes taken in relation to them.
In addition, data from the PPRA program (Environmental Risk Prevention Program) must also be maintained.
For 30 years
As already mentioned, the documentation about FGTS (Guarantee Fund for Time of Service) must be kept for a period of 30 years.
For an indefinite period
Books CIPA employee registration and record books (Internal commission of accident prevention).
Applying these 7 tips, HR will know exactly how to organize personnel department files, ensuring that they are accessible and safe.
Now that you know the importance of organizing the personnel department files and know the best practices to carry out this management, it is time to implement the HR management system in your company.
For that, we present you HR Consultants UK, a software for HR, with a system that works in the optimization of processes such as overview, admission and dismissal, hiring, holeries, vacation control and more. In addition to being a way of improving productivity at work, it also reduces 30% of your HR costs.
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So, has your company started organizing personal department files? Share this post on social networks with those who also need it!