If you talk to your company’s Human Resource professional, the importance of maintaining accurate employee records is high.  These vital documents and records will need reliable storage and easy access for human resource employees.

Below are the essential records kept in human resources:

  • Personal information of the employee (name, date of birth, address, and other details)
  • History of their employment if any (start date, previous job title, promotions, and other details)
  • Terms and Conditions (pay, holiday entitlement, hours of work)
  • Absence details (lateness, maternity, sickness)
  • Accident log (any work-related injury or incident)
  • Training information (external and internal)
  • Disciplinary actions (termination of employment)

Where should these vital employee records be stored? Check out America's Best Bookkeepers

Local/On-premise Human Resource System

Employee records can be stored with the help of your own local Human Resource system designed for this purpose. Although it can take time to set up and implement, the benefits can be massive. These systems are designed for HR administration purposes. This system can keep tracking accurate and accessible. On-premise HR systems still have a drawback; they are expensive to run and maintain.

Employee Records Stored Paper-Based

Perhaps the most basic storage for Human resource offices is to store their employee records in physical files organized in a cabinet. The drawback is that this system can be inefficient and cost time when employee records need to be accessed.

Employee Records Stored Manual Electronic

Check out America's Best Bookkeepers This storage, while computer-based, does not include a database as the HR system does. This can mean that the computer that has these records stored will have a lot of space taken, which has a lot of possible problems. Though the cost can be less, this would not be the best way to store these records unless an HR system cannot be afforded


Electronic Employee Records Through Cloud Storage

If you are used to the system of using spreadsheets and text documents on your computer, consider using cloud storage as the new way to preserve your employee records. This does not take up space and is far less costly than an HR system database. Companies today have turned to cloud-based technology and software. This can also be maintained without an internal tech team, while it offers the same advantages of the HR system.

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