5 Employee Record Types To Maintain and Update

Maintaining employee records and personal information is one of the many administrative tasks performed by the HR department within businesses of all sizes. With such administrative tasks that involve personal information collection, there are laws around the privacy and protection of personal information for our staff as well as our clients…

Another example in Australia would be fair work claims for workplace bullying can be made up to two years has left an organisation, or there may be an investigation of an incident from 12 months ago, and we are now trying to find the previous forklift license for that particular forklift operator. The list goes on and all roads lead to good records management for past, present and future staff!

These records must be able to provide full employment history which may be useful in case of any legal disputes in future. The task of managing these records might seem overwhelming, and it will continue to do so until you are organised, and by organised we mean having the right structures in place, and the right systems and modes of operation.

In most cases, you’ll need to maintain three types of employee records: personnel, payroll, and medical files. Personnel files cover employment history and should include hiring documents, employee and emergency contact information, and a signed acknowledgment of your company’s employee handbook.

Types of Employee Records You Must Maintain | Sentrient HR

Why is important to keep all employee record types?

Keeping all employee record types can greatly contribute to the success and effectiveness of your human resources department. There are several important benefits of keeping all employee records, including:

Adhering to legal requirements

There are a few laws that require employers to keep certain records on file. The acts that created these laws include:

Preventing litigation

Keeping updated, accurate records is an important way for organizations to prevent future litigation from previous employees. For example, if a previous employee takes legal action against an organization and claims their employers did not provide fair wages, payroll documentation can help disprove these allegations. Proper record-keeping also prevents any legal issues with government organizations that monitor compliance with labor laws.

Passing along information

When new managers, whether in human resources, accounting or general management, onboard with your organization, it can be beneficial to have records of current and previous employees. This information can be helpful when onboarding, creating new policies and becoming familiar with record keeping processes. Understanding the employment histories of each member of the staff can help new managers more effectively adjust to their positions.

5 types of employee records

Understanding the main types of employee records can help you ensure that your human resources department is properly documenting important organizational operations. There are five main types of employee records to maintain, including:

1. Attendance records

Attendance records include information about each employees time in the workplace. Attendance records could include:

2. Benefits records

3. Training records

Its necessary to also keep accurate training records for a variety of reasons. First, training records can act as educational guides for future onboarding efforts. Second, the information gathered during training periods may act as proof employees are ready for promotion or career advancement. Additionally, there are some federally mandated requirements for certain industries regarding how and how frequently training occurs. Keeping a record of training programs and the participants can help to ensure your organization adheres to federal guidelines.

4. Payroll withholdings

Keeping record of employee payroll withholdings is an important part of the tax filing process. For organizations, keeping track of payroll withholdings has two main benefits:

5. Unemployment records

After terminating or laying off an employee, they may file for and receive unemployment benefits. Its important to document each phase of the unemployment process and to keep track of these records as long as the employee continues to receive unemployment benefits. The information should include:

If any of the employees at your organization receive unemployment, keeping a careful record of this information is an important part of validating their weekly benefit filings. If there is a discrepancy between your records and the information reported by the employee, they may lose access to their benefits. Accurate unemployment records can help to ensure your terminated or laid-off employees receive the benefits to which theyre entitled.

Please note that none of the organizations mentioned in this article are affiliated with Indeed.


What are the two main categories of an employee record?

Types of Personnel Records

Records of employment contain applicants past records, list sources, employees progress, medical reports, etc. Wages and salaries records contains pay roll records, methods of wages and salaries, leave records, turnover records and other benefit records.

What are employee records called?

Employment records, also known as personnel files, are records kept by an employer that track an employee’s relationship with the company. These records can include basic information collected during the interview process, including: Name. Contact information.

Which of the following are types of staff record?

5 types of employee records
  • Attendance records. Attendance records include information about each employee’s time in the workplace. …
  • Benefits records. …
  • Training records. …
  • Payroll withholdings. …
  • Unemployment records.

What employee records should be kept?

Keep hiring records, including interview notes, resumes, drug test results, and any other documents related to the hiring decision for at least one year after making the hire. Note that this year-long timer doesn’t start until your hiring decision is official (offer letter sent and accepted).

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