9 Employee Records That Need to be Maintained Diligently

Consider your team is growing at an exponential rate, and you have not been able to maintain employees’ records properly and most of them are saved in different files and systems. Suddenly an audit falls or even an employee query falls on your table. And you are left scrambling through all the workplace records from these siloed systems.

Sounds stressful, right?

One of the primary responsibilities of the HR department is to maintain workplace records and regularly keep them updated. It is not just a good practice but mandatory by the law. These employee records help companies gather and analyze comprehensive information about their workforce at a micro and a macro level.

Apart from the legal implications, maintaining accurate and updated employee records saves companies time on administrative duties, recruitment process, skill gap analysis, and resource stacking for the next project. It is important to have an acute understanding of available human resources to efficiently administer their business and maintain productivity.

Essential workplace records every employer should maintain

Staff records are the instruction manual, and performance log rolled into one. They ensure compliance with laws, help you track employee performance, and build a transparent work environment.

Ideally, the most important information should be easy to access. However, at times, an individual can be associated with multiple teams. That’s where workplace records need strategic arrangements.

For instance, consider the profile details of a fictional product marketing manager, John McClane:

1. Designation – Product Marketing Manager
2. Manager – Hans Gruber
3. Teams – Marketing, Sales
4. Direct Reports – Meriadoc Brandybuck, Peregrin Took

As John is associated with marketing and sales, there needs to be a systematic workplace record of him for both departments.

Let’s understand how records kept of an employee must be maintained in the database. 

1. Employee personal information

This is the foundation of your record-keeping. Without it, even basic processes like payroll and communication can break down. This database must include personal details as shown for John:

• Name – John McClane
• Age – 31
• Birth date – 31st October 1986
• Gender – Male
• Marital status – Unmarried
• Nationality – U.S. citizen
• Blood Group – AB+
• Educational Qualification – MBA (Marketing)
• Permanent Address – 20 Ingram Street, Queens
• Passport number – XXXXX007
• PAN Details – XXXXXXX666
• Country-specific identity proof – NA
• Contact number – XXXXXXX666
• Email address – john.mcclane@skynet.com
• Address for correspondence – 20 Ingram Street, Queens
• Emergency contact number – XXXXXXX221
• Emergency contact person – Mary Jane
• Relation with emergency contact person – Fiance
• Medical claim details provided – Yes

2. Employment details

This section serves pure administrative purposes & is not looked at too often. Having said that, if you are looking to track advanced HR metrics (such as the relationship between attrition rate at a certain experience level etc), this section will hold important pieces of information for you.

So, this is how John’s employment record should look like:

• Employee Identification Code – MI6-007
• Employment Type – Permanent
• Employment Status – Active
• Date of Joining – 1st April 2014
• Name of Bank – ACME Corp.
• Bank Account number – XXXXXXXXXX2018
• IFSC code – XXXXXX003
• Work week – Monday to Friday
• Last day of working – NA

3. Job details

These records would consist of information that is relevant to John’s current role in the organization, such as:

• Job description – Brand promotion, Digital Advertising, Sales Promotion (this can be a detailed description, as well)
• Skills and expertise –  Grievance Slayer, Negotiation Ninja
• Location – New York
• Current Projects – Manhattan Project

4. Employment contracts and agreements

This record of an employee retains copies of signed offer letters, employment contracts, and any amendments. They’re your go-to documents if there’s ever a dispute about terms or responsibilities. These records also protect both the employer and employee by clearly defining roles, responsibilities, and expectations. These include:

• Signed offer letters
• Employment contracts (including job role, salary, and benefits details)
• Amendments or addendums to contracts
• Non-disclosure agreements (NDAs) or Non-Compete clauses

5. Payroll and tax records

The records kept of an employee also include records of salaries, bonuses, deductions, and tax filings. It’s a lifesaver during audits and keeps your payroll process running smoothly. In this regard, John’s record must reflect his:

• Salaries and wages
• Overtime payments
• Bonuses and commissions
• Deductions (taxes, benefits, etc.)

6. Attendance and leave records

Proper attendance tracking is important for fair pay, dispute prevention, and labor laws compliance. In this regard, John’s record must reflect his:

• Attendance logs
• Sick leave records
• Paid Time Off (PTO) balances
• Overtime logs
• Unpaid leave details

7. Performance and appraisal records

These records are for tracking employee achievements, addressing their underperformance, and rewarding excellence. Recognition is one of the most powerful performance enhancers. A clear history of achievements, awards and appraisals can guide promotion, raises, performance improvement plans and development decisions. So, John’s performance and appraisal records must reflect: 

• Performance reviews
• Goals and targets (OKR)
• Promotion or demotion documentation
• Disciplinary actions (if any)

8. Health and safety records

For industries with physical labor or inherent risks, health and safety records are important for both employees and employers. These records protect the company during safety audits and help create a safe work environment for employees. It should include the following information of an employee at the least:

• Workplace injury reports
• Safety training attendance logs
• Incident investigation records
• Compliance certificates or checklists

9. Training and development records

Training records highlight your investment in employees, boosting morale and retention while identifying skill gaps. For John, it should reflect his:

• Past training session attendance
• Certificates earned
• Skills acquired
• Development plans (e.g., career progression paths)

By maintaining employee records, you create a strong foundation for compliance. It also helps smoothen out HR processes, and improve employee satisfaction. Whether it’s for legal audits, appraisals, or planning the next big project, having the right information at your fingertips is invaluable. However, it is also important to learn how to organize such a huge pile of information for all employees for easy access. 

How to efficiently manage employee records in a digital age

The digital age has brought on many tools that have simplified record-keeping, making it faster, more secure, and more convenient. Here’s how you can streamline managing employee records in the digital era:

1. Use centralized HR software

Imagine having all your employee records just a click away. That’s what centralized HR software tools like UpRaise People app for Jira can do for you. Such platforms can help you maintain employee records, reduce manual effort, manage leave and calendars, improve accessibility, and enhance accuracy by centralizing all HR data in one secure location. For instance, if an employee requests their pay slips from a year ago, you can retrieve them within seconds, using these solutions, without rummaging through piles of paper. 

2. Move data into the cloud

For storing large files, like training videos, conventional storage options may not seem budget-friendly. Cloud storage solutions like Google Drive, Microsoft OneDrive, or Dropbox provide secure, scalable, and easily accessible storage options. Using these solutions, you can:

• Ensure files are encrypted for security
• Let go of maintaining hard disks 
• Simplify collaboration with shared folders

3. Automate document tracking

When you have a remote workforce, you need automated document-tracking tools like DocuSign and PandaDoc. They help you save time, minimize errors, and meet compliance by:

• Sending automated renewal reminders
• Tracking document status (pending, signed, or expired)
• Keeping a digital paper trail for audits or reviews
• Facilitating faster contract signing with process automation 
• Maintaining a clear, time-stamped record of approvals

4. Strengthen data security 

Cyber threats are increasing drastically. As per the IBM 2023 report, 40% of all records compromised involved employee PII. That is why safeguarding employee data is critical. It is imperative to strengthen your record-keeping system with:

• Encryption
• Access controls
• Regular backups

Who should have access to employee records

HR professionals take the central role in cementing this trust by ensuring all the records kept of an employee are handled with care and respect.

Some generic information, such as employment details, can be made accessible for all to foster transparency. However, certain details, such as sensitive medical records, demand utmost confidentiality. 

Imagine how you would feel if your sensitive past medical history was circulated within the company. It may damage your morale and erode the sense of safety in your organization. So, such information should only be accessed by the HR team as and when required.

In some areas, organizations are also prohibited by regional law to collect any information on the religion or ethnicity of their employee. If a company crosses this boundary, it not only risks legal action but also undermines its employees’ rights to privacy and respect.

Define a structure and limit access to information depending on the type of information and the level of authority of the individual. Companies that promote transparency in their culture would do well to understand the difference between information that can be shared and information that categorically can’t be shared.

Employee records: the backbone of a secure and scalable workplace

Keeping employee records isn’t just about ticking boxes for compliance. It’s about building a streamlined, secure, and proactive workplace. Accurate and accessible records are your greatest ally, whether you’re addressing an audit, managing team performance, or planning for future growth. By leveraging HR Core tools, you can strengthen data security, define clear access controls, and simplify this critical task while ensuring transparency and trust within your organization.

A well-maintained record doesn’t just safeguard your organization legally, but they empower it. They provide insights that help you foster a thriving workplace culture, support your employees’ growth, and manage resources more effectively. So, as you scale your team and operations, treat your employee records as the foundation of your organization’s success.

FAQs

1. What are workplace records, and why are they important?
Workplace records capture key employee and organizational information, such as contracts, payroll data, and performance reviews. They ensure legal compliance, track progress, and foster a transparent workplace.

2. What information should be included in an employee record?
Records kept about an employee typically include personal details (name, address, contact), job-related documents (contracts, performance reviews), and administrative records (payroll, attendance). It’s like a complete timeline of their journey with your company.

3. How long should employers keep employee records?
This varies by country and document type. For example, payroll records in the U.S. should be kept for at least three years, while tax records may require up to seven years. Always check local regulations.

4. What are the benefits of maintaining accurate employee records?
Accurate records help you stay legally compliant, make informed HR decisions, and track employee performance. They also improve transparency and boost employee trust.

5. How can digital tools help manage staff records effectively?
Digital tools make staff record-keeping faster, more secure, and more efficient. Features like centralized storage, automated reminders, and e-signatures reduce manual effort while keeping your records error-free.