28 September, 2024
admin
0 Comments
3 categories
A personal file in HR (often referred to as an “employee file” or “personnel file”) is a physical or digital record containing all the important documentation and information related to an employee’s career within an organization. It serves as a centralized repository for employment-related data, providing a comprehensive history of the employee’s work journey.
Key Components of a Personal File:
Personal Identification Information
- Full name, date of birth, contact details
- Social Security Number or Tax ID
- Emergency contact information
Employment Information
- Job application and resume
- Job offer letter and employment contract
- Job title and job descriptions
- Records of promotions, transfers, or changes in job status
Compensation and Benefits Records
- Salary history
- Pay stubs or payroll details
- Bonuses, incentives, or commissions
- Benefits enrollment forms (health insurance, retirement plans, etc.)
- Tax Certificates & Documents
Performance Documentation
- Performance evaluations and appraisals
- Feedback from supervisors or colleagues
- Disciplinary actions or warnings
- Awards or commendations
Training and Development Records
- Records of training programs attended
- Certificates of completion
- Skills development programs or continuing education
Attendance and Leave Records
- Time-off requests and approvals (vacation, sick leave, etc.)
- Records of absences or tardiness
- Earn Leave and its encashment documents
Legal and Compliance Documents
- Background checks or criminal record checks (if applicable)
- Work authorization documents (e.g., Form I-9 in the U.S.)
- Non-disclosure agreements (NDAs) or non-compete agreements
- Health and safety compliance forms or medical fitness certificates (if applicable)
- Documentation of any legal disputes or grievances
Separation or Exit Documents (if applicable)
- Resignation letter or termination notice
- Exit interview forms or feedback
- Final paycheck information and settlement of benefits
- Return of company property forms
Importance of a Personal File:
- Compliance: Ensures the company adheres to legal and regulatory requirements by keeping accurate records.
- Employee Lifecycle Management: Tracks an employee’s journey from hiring to departure, providing a complete picture of their career.
- Performance and Development: Provides insights into an employee’s progress, achievements, and areas needing improvement.
- Dispute Resolution: Serves as official documentation in case of conflicts, grievances, or legal actions.
- Confidentiality and Security: Personal files are often kept secure, with limited access to maintain confidentiality and protect sensitive employee information.
Related Posts:
Related Posts

GRE/GMAT/IBA-BBA/IBA-MBA Admission Preparation
In taking preparation for IBA, you can study according to…

স্যালারি অ্যাকাউন্ট পরিবর্তনের জন্য আবেদনপত্র । Application for changing Salary Account
স্যালারি অ্যাকাউন্ট পরিবর্তনের জন্য আবেদনপত্র এমন হতে পারে তারিখ: নাম:…