Employee Record Keeping Policy

Table of Contents

    An employee record keeping policy establishes guidelines for collecting, organizing, and securing employee information throughout their career progression. The company ensures legal compliance, promotes trust and transparency, and smooth day-to-day operations by maintaining accurate and confidential records.  


    Policy Brief and Purpose

    It serves as a comprehensive framework to manage employee information in the organization. This policy introduces standardization and efficiency in gathering, maintaining and securing employee records and information. Additionally, this policy helps companies become legally compliant, gain employee trust and streamline mundane HR activities. 

    The policy aims to ensure legal compliance, protect sensitive data, and streamline operations. This also helps companies build a transparent environment by storing accurate information safely. 


    Scope of the Policy

    The policy’s scope entails all the aspects of collection, storage, maintenance, and access to employee information. It encompasses all the organization’s current, past, and prospective employees and covers a broad spectrum of data, like personal details, employment history, and performance records. It includes physical and electronic record keeping and cloud and document storage regulation. This policy is crucial to maintaining confidentiality, transparency, and legal compliance across the entire organization.

    Types of Employee Records to be Maintained

    The following types of employee records are to be maintained as a part of the Employee record keeping policy: 

    • Personal information: Consists of the employee’s full name, address, contact information, Social Security Number (like Aadhar Number, PAN Number, etc.), Date of birth, and emergency contact information. 
    • Employment History: Comprises of employee’s job title, department, joining date, promotion history, and internal transfer (if any). 
    • Performance Evaluation: Documents related to performance evaluation, OKRs (Objectives and Key Results), goal progress, skills, and competencies. 
    • Training and Development: Training programs attended, certificates obtained, mode of training, and professional development activities. 
    • Payroll records: Salary, wages, bonuses, tax, or other deductions, and pay stubs. 
    • Benefits enrollment: Employees benefit plan eligibility like health insurance, life insurance, and other benefits. 
    • Leaves and absence records: Employee leaves like sick leave, compensatory leave, and other leaves taken. 
    • Disciplinary actions: Disciplinary actions like warnings, suspensions, and terminations. 
    • Employment Agreement: Copies of the offer letter, non-disclosure agreements, and employment bonds. 
    • Performance Improvement Plans: Documents on PIPs (Performance Improvement Plan) to improve the skills and competencies of employees. 
    • Exit interviews: Record exit interviews to capture feedback and address the drawbacks. 

    Employee Record Keeping Policy Sample

    This employee records management and keeping policy outlines all the basic safety protocols associated with handling employee data and information of [Organization’s Name]. It ensures confidentiality and compliance with the latest legal guidelines and regulations. 


    The purpose of this policy is to establish a safe and secure environment for managing and handling employee databases. Its key features are: 

    • Protecting the confidentiality of employee information in accordance with legal laws and regulations. 
    • Ensuring the accuracy of Employee Records to effectively support various HR initiatives. 
    • Clearly defining the roles and responsibilities of handling the employee records and documents within the organization. 


    The policy applies to all the current, former, and potential employees of the organization. It also applies to half-time, temporary, and freelancers. 


    • Employee Records: It’s the collection of employees’ documents, data, and information, like their personal information, employment history, and performance evaluations. 
    • Human resources department: HR personnel are responsible for managing the various employee-related data and issues. 
    • FOIP: This stands for Freedom of Information and Protection of Privacy Act and acts as the governing rule for safeguarding employee documents. 

    1. Responsibility for Employee Records 

    The Human Resources Department is responsible for maintaining, safeguarding, and accessibility of all employee records. All employees must adhere to the guidelines and procedures outlined in the policy. 

    2. Types of Employee Records 

    The various types of employee records that our organization maintains are: 

    • Personal information: It includes information like the employee’s full name, address, contact information, social security number and other tax-necessary information. 
    • Employment History: It is the record of the employee’s job application, offer letter, employment contracts, position changes, promotions, and transfer details. 
    • Performance Appraisals: It is the documented performance evaluation of employees, including feedback and career progression plans. 
    • Absenteeism Records: It is the record of employees’ leaves, vacations, and other unauthorized absences. 
    • Training and Development: Information on an employee’s training and other developmental activities, certifications, and skills and competencies assessments. 
    • Disciplinary Records: Documents about disciplinary actions against employees, or grievances raised by them. 

    Confidentiality and Data Protection 

    Our organization pledges allegiance to the following principles: 

    • All employee records are to be treated with confidentiality. 
    • Access to employee records is to be granted to only authorized personnels. 
    • All the personnel handling employee data are to undergo strict training and sign confidentiality agreements. 
    • Electronic employee data is secure through passwords and other encryption methods. 
    • All physical documents are stored in secured lockers with restricted access. 
    • Employee data and records are not to be used in public spaces unless authorized by concerned individuals. 

    3. Employee Records Retention and Disposal 

    The retention period of various types of employee records is determined by their impact on the organization. It also depends on the industry laws and regulations and market standards. After the retention period, all the data will be securely disposed of by the HR department.  

    4. Access to Employee Records 

    Employees can request access to their own records by submitting a formal email to the HR department. Any access request for third-party use must be reviewed and approved by the HR department. Our HR department is answerable to all your queries regarding cancellation of requests. 

    5. Compliance and Monitoring 

    The HR department is entitled to conduct periodic audits to ensure compliance with this policy. Any security breaches to this policy will result in serious disciplinary actions like termination, suspension, or legal actions. 

    6. Policy Review 

    Our organization will review and update the policy on a periodic basis to accommodate any changes in laws, regulations, or organizational structure. 

    Our organization pledges its commitment to protecting employee data and complying with data protection laws and regulations. We ensure the security, confidentiality, and integrity of all our employees’ records to foster a culture of trust and respect among the employees. A well-structured employee record keeping policy is essential to manage accurate employee records and secure them from external threats. It also establishes clear data access, retention, and disposal guidelines while minimizing any instances of unauthorized access. It helps to streamline HR operations, legal compliance, and professional corporate culture.  


    Frequently Asked Questions (FAQs)

    1. How should employee records be organized and maintained?

    Employee records should be organized and maintained using either physical or electronic storage. Additionally, regularly update and review the data to ensure compliance with legal requirements. 

    2. Can employees request access to their own records?

    Yes, according to data privacy rights, employees can request access to their own records. 

    3. How often should employee records be reviewed or updated?  

    Employee records should be reviewed and updated half-yearly or annually to ensure compliance with legal requirements. 

    4. What is the purpose of employee record keeping policy?

    The purpose of the policy is to ensure systematic, legal and confidential management of information of all employees within the organization. 

    5. What types of information should be included in an employee’s record? 

    The following type of information is usually included in an employee’s record: personal details, training records, employment history, performance evaluation, payroll, and benefits information, leave and attendance records, disciplinary actions, and relevant workplace communications. 

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