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Managing Employee Files in HRIS When Hiring Employees

Posted by Brandy on May 9, 2013

An easy way to manage employee files is to store them in a human resource information system (HRIS). Some of the HR documents you’ll want to keep include those you’ve used during the hiring process, such as the job application and/or resume, an offer letter, a job description, and an employee handbook.


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Typically, an applicant, i.e. potential new employee, needs to fill out a job application that will list prior employment, education, special skills and training, professional licenses, and if the applicant can legally work in the United States. There may also be additional forms attached to the application for equal employment opportunity (EEO), and consent to a background check and drug testing. The job application with any corresponding forms and/or the applicant’s resume should be kept, scanned, and attached to a new hire’s electronic employee file in an HRIS.

When you decide to hire an applicant, you’ll want to send them an official offer letter from your company. An offer letter will help to start the new employment relationship by setting proper expectations about the job. Some items you could include on the offer letter are the job title, start date, work schedule (ex. full time or part-time position), starting wage rate, information about bonus and benefit eligibility, and a request to accept the offer in writing. The offer letter and acceptance letter should also be kept in an employee’s file.

When a new hire actually starts working at your company, you can continue to set proper expectations by providing a job description and employee handbook. The job description will explain the job responsibilities on a day-to-day basis, as well as the overall goals for the position. The job description will tell the employee the criteria that will be used to judge their performance on their annual reviews.

The employee handbook contains the company’s objectives and mission statement, as well as employment policies, policies about employment status and recordkeeping, employee benefits, payroll, workplace guidelines, and e-policies. You can attach job descriptions to individual employee files in an HRIS. And, you can also keep company-wide HR documents, such as employee handbooks and company policies, so all of your human resource information is organized and managed in one place.

When hiring new employees, remember to keep HR documents, such as the job application and/or resume, offer letter, and job description in the electronic employee files of an HRIS. An employee handbook that includes company policies, which is given to a new hire, can also be stored in a human resource information system. 


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