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    How to Effectively Manage Employee Records – Five Tips


    “Records management is knowing what you have, where you have it, and how long you have to keep it” – Rich Lauwers, Director of Information Governance at Merrill Corporation.

    Managing employee records may seem dry on the surface; however, it is a crucial task for any organization. Accurate and up-to-date employee records are necessary for various administrative and compliance purposes. However, managing employee records can be a daunting task, especially for organizations with a large workforce. This blog provides tips for effectively managing employee records. These tips will help you streamline your record-keeping process, ensure compliance with legal and regulatory requirements, and improve your organization’s efficiency. Whether you are a small business owner or an HR professional, these tips will help you maintain accurate and secure employee records.

    What are employee records?

    Employee records are documents that contain all information about employees, from the hire date to the termination date. Human Resources managers use this information to:

    • Track essential employee information, such as personal details, employment history, job performance, and salary information.
    • Ensure compliance with legal and regulatory requirements, such as employment laws, workplace safety regulations, and immigration laws.
    • Develop talent and training programs, employee performance management, and career planning purposes.

    Business Trends Toward Digital Employee Record-Keeping

    Digital record-keeping reduces paper usage, minimizes storage needs, and allows for more efficient record retrieval. Cloud-based storage solutions allow for secure access to records from anywhere, reducing the need for physical storage space. Furthermore, digital record-keeping solutions can automate onboarding paperwork, time tracking, and performance reviews, reducing errors and saving time. By transitioning to digital record-keeping, businesses can improve the accuracy, accessibility, and security of employee records while streamlining their record-keeping process. 

    Studies Highlight the Increasing Importance of Employee Records Management 

    • 52% of HR professionals cited maintaining compliance with state and federal regulations as their biggest employee record-keeping challenge. (HR.com) 
    • 70% of employers use data analytics to make workforce decisions, highlighting the importance of accurate and accessible employee records for data-driven decision-making. (PricewaterhouseCoopers) 
    • 80% of state and local government agencies are transitioning from paper to electronic records management, driven by the need to improve efficiency, reduce costs, and enhance data security. (Centre for Digital Government) 
    • 63% of small businesses use electronic and paper record-keeping systems for employee information, highlighting the need for companies to adopt modern record-keeping practices. (National Small Business Association) 

    The Benefits of Effectively Managing Employee Records:

    Proper employee record management can improve employee satisfaction by ensuring accurate and confidential personal and employment-related information. This helps build trust between employees and the organization, leading to higher engagement and job satisfaction. Additionally, keeping organized staff records:

    • Reduces the risk of penalties, fines, and legal liabilities for the organization
    • Saves time and reduces the risk of errors, which can be costly for an organization.
    • Provides valuable employee data about job performance, skills, and training needs which can be used to identify opportunities for staff development, training, and advancement.
    • Assists decision-making by providing managers with the information needed to make informed decisions about job assignments, promotions, and terminations.

    Accurate staff records provide a solid foundation for monitoring employee performance and productivity. With up-to-date information, businesses can identify areas of improvement and implement strategies to drive growth and development. In addition, accurate employee records benefit both the business and individual employees, fostering an environment of transparency and trust. 

    Document management system concept

    Five Tips on How To Manage Staff Records

    TimeWellScheduled has helped businesses keep accurate employee records, including hours worked, breaks taken, paid time off, and more. Plus, our cloud-based software solution ensures businesses make informed decisions and prevent legal issues related to labor law, employee pay, and scheduling. Consider the following benefits: 

    Digitize records

    By digitizing paper records, you can create a more organized and accessible record-keeping system. Digital documents can be easily searched and shared, reducing the need for physical storage space and making it easier to retrieve records. 

    Use cloud-based storage

    Cloud-based storage solutions such as Google Drive or Dropbox can provide secure and convenient access to staff records from anywhere. Cloud storage also allows for easy collaboration among team members and ensures that records are backed up and protected against loss or damage. 

    Automate Record-Keeping Tasks

    Using HR software solutions, such as TimeWellScheduled, can automate tasks related to record-keeping, such as onboarding paperwork, performance reviews, and time tracking. This can reduce errors and save time. 

    Implement a Record Retention Policy

    Organizations can create a record retention policy to outline how long to keep certain records and what types of documents to retain, which helps ensure the organization maintains an organized record-keeping system and complies with legal requirements. 

    Train Staff on Record-Keeping Best Practices

    Managers can ensure that records are consistent, accurate, and well-organized by training staff on best practices, such as naming conventions, file structures, and data security. This training can also help employees understand the importance of maintaining complete and accurate staff records. 

    “Besides the CEO, the records manager is one of the few people who has a comprehensive view of the organization’s methods and operations. This knowledge is collected over the years through information audits and policy reviews, giving the records manager keen insight into the routines of regular employees.” – Rich Lauwers.

    Effective management of employee records is a vital aspect of any successful organization, and it is achievable by implementing these tips. Managing employee records can be transformed into an opportunity to enhance organizational efficiency, reduce legal liabilities and gain insights into employee performance. Moreover, introducing new technologies, such as digitizing records, cloud-based storage, and automating administrative tasks, has created optimized record-keeping systems ensuring employee information is organized, accurate, and secure. In sum, efficiently managing employee records can facilitate a positive work environment that fosters employee satisfaction, enhances productivity, and helps businesses achieve their goals.

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