An employee file is an electronic or digital record that contains all relevant information and documents of an employee during their employment with a company. This file is used to centrally and securely store all personal data, employment contracts, payroll records, performance evaluations, training certificates, and other relevant documents.
Typical Functions of Software in "Employee File" Management:
Document Management: Managing and storing all documents related to the employee, including contracts, certificates, diplomas, and internal communications.
Personal Data: Capturing and managing all personal data of an employee, such as name, address, contact information, date of birth, social security number, etc.
Contract Management: Storing and managing employment contracts, amendments, addenda, and other contract-related documents.
Payroll and Compensation: Managing payroll records, bonuses, incentives, and other compensation-related documents.
Performance Management: Capturing and managing performance evaluations, goal setting, employee conversations, and other performance-related documents.
Compliance and Data Privacy: Ensuring compliance with data protection regulations and legal requirements in handling personal data.
Access Permissions: Managing access rights and permissions for viewing and editing the employee file according to company policies.
Search and Filtering Capabilities: Quick search and filtering of specific documents, information, or data within the employee file.
Versioning and History: Storing document versions and logging changes and accesses to the employee file.
Integration with Other Systems: Ability to integrate with other enterprise systems such as HR management, payroll processing, timekeeping, and HR analytics tools.