Published 14 Jul 2023
What are HR Records?
HR records or Human Resource records are informational documents utilized by HR professionals and organizations to carry out their functions. It is a documented list of activities and evidence which helps employees and organizations support regulatory requirements, emergency plans, insurance claims, and employee qualifications and promotion.
Importance of HR Records
HR records are essential documents needed by a company, regardless of industry. It contains significant information such as employee transcripts, incident reports, budget, and organized events. Keeping and securing these records help the organization in:
- analyzing existing problems at the workplace;
- evaluating if policies are regulated, standardized, and up to date;
- capturing information on how resources are managed;
- preparing employee training needs; and
- reinforcing safeguards against employee disclosure of confidential records.
In this article
- Importance of HR Records
- Types of HR Records
- Proper Retention of HR Records
- Technology Used to Streamline HR Record Management
- Featured HR Record Templates
Types of HR Records
HR records include data from minutes of meetings, orders, program implementation, and employee submissions. The following are essential types of HR records an organization, usually organized by the talent acquisition team, should gather:
Employee records or files are a compilation of personal information, performance, and status of each employee. It is classified into four subcategories:
- Pre-employment records
New hires or employees are required to submit personal data documents such as medical and employment history, emergency contact numbers, and employment contracts including benefits and salary offers.
- Onboarding records
Upon joining the organization all employees must attend employee onboarding and induction to avoid tendencies of negligence to health and safety regulations. Attendance confirmation must be reflected in employee records.
- Past and current Performance records
All employees are measured and benchmarked according to their performances. It is a documented evaluation of contributions, achievements and any possible disciplinary actions. Keeping a record would help management’s decision for employee appraisal or termination.
- Offboarding records
Offboarding employees must complete a clearance form from the organization. It should be kept as part of employee records to ensure a seamless separation. This would ensure clear communication to avoid exposing organizations to legal, security and reputational risks.
All company activities must be documented including the type of event, objective, plan, and budget. This would set transparency with business owners and serve as evidence on where the annual budget was allocated and used.
All incidents including accident or near miss must be recorded to fulfill regulatory requirements (such as OSHA 300 Forms in the United States). These records may help the organization in analyzing safety and security improvement needs and can support personal or business insurance claims.
It is a compilation of gathered feedback from the participant(s) regarding training programs, facilitators, and training facilities. This record would help identify employee skill gaps and training needs. Also, it helps in providing employee assistance, and assessing and improving the overall experience of training programs.
All purchases must be properly documented including equipment, daily operation, facility improvement and more. These records will be used by the organization as evidence for business compliance with regulatory requirements. Also, it helps identify if assets are enough for business’ deliverables.
Proper Retention of HR Records
HR department retains and destroys employee records in accordance with federal and state laws governing record retention such as EEOC Regulations, ADEA, and FLSA recordkeeping requirements.
- EEOC Regulations state that employers should keep all employment records for one year from the date of termination or separation.
- ADEA recordkeeping requirements state that employers must keep all payroll records including benefit plans for three years. Also, any written merit and performance record should be kept at least one year after employee termination.
- FLSA recordkeeping requirements applicable to the EPA state that employers must keep payroll records for at least three years, while other records such as wage rates, job evaluations, seniority, and merit systems should be kept for at least two years.
Technology Used to Streamline HR Record Management
HR Record Management is an administrative burden for human resource professionals because of tons of papers to store, organize, and retrieve. Avoid this hassle by using SafetyCulture (formerly iAuditor), a cloud-based recordkeeping app to help you take care of your HR resources. The SafetyCulture mobile app allows you to do the following:
- Download ready-to-use HR record templates or easily create and customize your own via Smart Forms.
- Sync up information and update from recruiters
- Add new employee records to HR’s list of employees using your handheld device.
- Maintain up-to-date employee records anytime, anywhere, even if you’re offline. All records will automatically sync to the cloud once you connect to the internet.
- Access real-time HR records instantly and generate documents needed by employees or the organization.
- Save all gathered data securely in the cloud.
- Capture photo evidence of identified employee red flags and non-compliance.
- Upgrade to a Premium account to track performance via data analytics and gain actionable insights to improve operations.
Featured HR Record Templates
This employee onboarding checklist is used to assess if all onboarding processes were discussed with newly hired employees. This checklist allows you to:
- Gather onboarding documents of new hire employee
- Identify missing onboarding requirements
- Ensure that new hires’ workstation is ready for use
- Provide orientation on company policies, attendance, proper conduct, and job
- Supply employee handbook and sign the document
This employee offboarding checklist is used to identify if all exit requirements were completed by an employee to officially exit from the company. Utilize this checklist to:
- Check off each required paperwork
- Confirm proper knowledge turn-over
- Make sure to recover issued company assets
- Update any necessary items for security
- Complete offboarding by signing digitally
This Human Resource policy checklist was created by HR Genie Pty Ltd using SafetyCulture (formerly iAuditor). HR Genie Pty Ltd has a dynamic and enthusiastic team with practical experience in consultancy - HR and Business. It was created to assess the status of Human Resource Management Policies.
A training feedback form is used to evaluate training sessions by gathering feedback from the participant(s) which helps users to:
- Ensure that program objectives are clearly defined
- Confirm that course content and materials were relevant and organized
- Validate the facilitator’s knowledge and effectiveness for the program
- Evaluate the program itself as well as the training area
- Add any thoughts or any areas for improvement
This human resource audit checklist can be used by HR departments to conduct a quick audit to ensure an organization’s compliance with important employee records and documents. This checklist includes a review of the presence of essential items such as minimum wage posters, USERRA posters, I-9 documents, and more. It can also be used as is or customized according to the specifications of a business.