Should you Keep your Employee Records?

Should you Keep your Employee Records

Any serious employer should maintain his or her worker’s records. For starters, accurate and up-to-date employee information comes in handy during recruitment. It also enables you to identify skill gaps. More than that, it saves you time when carrying out your administrative duties.

If you’re looking for a way to get started, you should consider getting each worker a job ID. See, the quest to maintain proper records begins by identifying your employees and what they do at your company. Badges provide an excellent way to know which employee works where without necessarily asking him or her. And, on that note, be sure use this coupon code to help you get high-quality IDs for your employees without leaving a dent in your wallet.

With that out of the way, here are reasons you should keep an accurate workers record.

It Helps Prevent a Lawsuit

The last thing that you want is to go to court as a result of firing one of your employees. Still, you might find yourself in the awkward position of having to explain to the authorities why you decide to relieve your worker his or her duties.

Now, having a complete record can provide both the justification and documentation for your actions. In essence, this means that you must keep your worker’s record for a least one year or two after firing them. That way, you can have an easier time arguing out your case.

It Ensures Competency

Competency drives business and virtually any other sector of the economy. It is, therefore, essential that you encourage your employees to enroll for short term courses to help improve their competency.

Your work is to keep a record of who attends which course and the certification that they obtain. The idea is to help you allocate duties to those workers that can handle them well. The ripple effect is that everything runs smoothly with no hiccups because everyone understands his or her work.

It Helps you Keep in Touch with your Worker

Sure, an employee may quit working for you, but that doesn’t mean that you may not need him or her in the feature.  Besides, you might bump into him or her in your line of work. On top of that, the person can apply for a job at your company seeking for a higher position, years after leaving. With the records of your former employee intact, you can tell whether it worth it working with them again.

It is a Legal Requirement

There’s more to keeping your employees file than creating convenience. It is also your legal responsibility to do so. You have to maintain tax and wage information as well as your worker’s demographics, for instance.  In essence, this means that you can provide the information upon request by regulators.

The Bottom Line

There’s more than one reason to maintain an accurate record of your workforce. It helps you stay in control. It also allows you to know which employees deserve thing such as a pay rise, promotion and so on.