Employee records management is one of the most important aspects of HR. All employers are legally responsible for keeping up-to-date and accessible employee records, including their personal information, job information, and emergency contacts.
Collecting Employee Information
The exact requirements for employee record keeping will differ depending on your area's legislation. The most common employee records to keep are:
• employee name and residential address
• employee date of birth if under 18
• employment start date
• employee wage rate and pay periods
• written agreements to work overtime or excess hours
• amounts and reasons for deductions made to the employee’s wages
• benefits paid to the employee by the employer
• vacation pay records and annual vacation taken
• employee leave of absence records
• date of employment termination
Furthermore, employers are required to keep this information for a certain amount of time even after the employment relationship has ended. Discarding employee records too soon or holding on to them for too long can put you at risk of liability. Legislation on each document type—and how long to keep them—differs from region to region.
How to use the Sample Employee Information Form
Our sample employee information form is an easy way to collect basic employee information at the time of onboarding. You can digitally send the free download to new hires before their start date, or ask them to fill it in on their first day.
Importantly, you must have an employee records management system in place so that after the information has been received, you can file it in a secure, easy-to-access location.
The benefits of a digital employee records system
Cloud-based employee records management can help to save you time and money by keeping information safe, up-to-date, searchable and even customizable.
- Safe & secure: administrators can create different levels of access for authorized managers and employees.
- Easy to access from anywhere: the Ontario ESA, among others, requires that all employee records be readily available for a Ministry of Labour employment standards officer. A centralized HR platform system makes that possible.
- Completely consolidated: upload, digitally sign, and store all kinds of employee documents, from employee agreements to tax forms and personal notes.
- Automatically synced: By digitally syncing employee personal information with group benefits plans, employee updates are automatically sent to the benefits provider and reflected in the employee’s insurance policy within 24 hours.
- Empowering for employees: through an HR and benefits platform, employees can update and access their information, including time-off accruals and group benefits coverage. Imagine the time saved for HR administrators who no longer have to chase down employees for their new addresses or answer benefits questions on a regular basis.