Personnel records is a collection of material recorded full information about the employee during the working process at business. A set of employee records norm, including personal information, labor contracts, diplomas, certificates, decided to take up, work processes, performance reviews, discipline – rewarded and the records related to salary, insurance.
However, in practice, many organizations, especially small and medium enterprises, still have difficulties in the management: from the collection, storage, sorting to updates as well as security sensitive data. The management no science can lead to errors in assessing risk, legal risk losing time searching for information.
Therefore, understanding the regulation as well as how to manage hr data efficiently will help ensure compliance with labor laws, management employee information correct and support the business as timekeeping, payroll, evaluation, and advancement. The same Lac Viet Computing find out details in this article.
1. Overview of personnel in business
1.1. Personnel records is what?
Personnel records is a collection of information and documents related to staff in the process of work at the enterprise. Content includes personal information, labor contracts, diplomas, certificates, records, performance reviews, rewards profile – discipline and papers relating to insurance and tax.
In personnel administration, record file acts as a “map” to help businesses effectively manage resources. For example, when need to plan training for new employees, HR can rely on personnel data to know, current, capacity, degree, certificate or skills are lacking. In addition, the document labor is still important tool to evaluate performance, make promotion, adjust salary and bonus, or resolve legal disputes.
Another important point is that this document belongs to the category of sensitive data, because it contains private information and the data related to finance, insurance. Therefore, businesses need security, access subdivisions, as well as compliance with the legal regulations on the storage, protection of personal data.
1.2. Why need to have processes to manage employee records, basically?
Records management personnel effective not only help businesses store information in a scientific way but also bring the practical value:
- Compliance with laws, mitigate risk: According to The Labor code and the regulations on social insurance, personal income tax, businesses must file storage profile labor in the given time to provide upon request. Manage the complete profile helps avoid penalties, administrative, labor dispute or legal risks.
- Decision support hr accuracy: provides hr data platform for evaluating performance, planning, promotion or recruitment of a supplement. For example, an employee may complete profile on achievement in work capacity assessment – certificate skills will help management decisions, promotion, fair, transparent.
- Process optimization, operating – cost savings: When data management labor is digitized and scientific management, job search, update or report becomes fast.
- Support business development strategy in human resources: personnel records is the basis for planning, training, skills development at the same time needs assessment resources. Business can identify the missing skill, and plan appropriate training to measure the effectiveness, thereby improving work productivity.
In general, the management of this material in a scientific way beneficial all about risk management, cost optimization, workforce development, at the same time creating real value for organizations and businesses are to find out information about personnel records.
2. Regulations on records management personnel (employee records)
Records management personnel not only is collecting papers, but also the legal obligations required under the labor law and the related text. Comply with regulations to help businesses avoid risk of sanctions, to ensure transparency in governance to protect the rights of workers.
2.1. The text related laws should comply with
Businesses should note the text of the legislation below:
| Legal documents | Request focus for the record collection | Responsibility of business |
| The Labour Code 2019 & ND 145/2020/ND-CP | Detailed regulations on labor contracts, probation, rewards and discipline. Requires establishment/ store Window management labor (can be in the form of paper or electronic). | Record is proof of business has to comply with regulations on the rights and obligations of labor when there is a dispute. |
| SOCIAL insurance law 2014 & PIT | Requires storage of records related to registration, SOCIAL insurance, health INSURANCE, and filing of personal income tax of each employee. | Ensure the rights of employees, avoid fines as well as arrears from agency management. |
| Law on cyber Security 2018 & ND 13/2023/ND-CP (Protection of personal data) | Document belonging to the group of personal data sensitive (salary, SOCIAL insurance, health identifier). | To protect data, assign the visitor is not used, data left on purpose, as well as to take measures for the storage, secure backup. |
In summary, to comply with the laws is a mandatory requirement for the organizations and enterprises are to find out information about personnel management, to avoid legal risks from that building management platform transparency.
2.2. The term storage of records according to current regulations
| Record type | The term minimal storage | Base legal / practical |
| Legal records long-term (Contract LABOR, appendix, window management, LABOR, disciplinary decisions/appointment) | 10 years after the termination of the contract. | In accordance with the code stored as usual Tax inspector/SI (often test data, 10 years). |
| Profile personal income tax & SOCIAL insurance | 10 years (as specified on archive material accounting/tax). | Service tax settlement – inspector SI. |
| Your medical records | 10 years (according to Circular 14/2013/TT-BYT). Profession toxic storage 20 years. | Ensure the health & safety of labour. |
| Profile labor under the age of 15 | Throughout the process of work + at least 5 years after the holiday. | Article 145 the labor law. |
Determining the right term storage to help businesses avoid violating the law at the optimum time data to service human resource management.
3. Personnel records include what? (Detail the components and materials management staff)
Records management properly helps business transparency, efficiency, as well as legal compliance. When building the mandatory profile, HR should consider each type of staff (probation, employment services, labor, special, official staff) to collect the papers fit, at the same time ensure the necessary information for management, evaluation and reporting.
3.1 profile for auditions/ seasonality
For employees, probationary or seasonal workers, personnel records should include:
- Resume / CV: embodied experience, education level, skills, related.
- Identification: copy of ID card/CCCD or passport — used to verify identity. Note: Vietnamese law prohibits businesses to keep the original papers of individual workers.
- Health certificate (if required): Businesses may require employees to try providing health certificate to ensure they are healthy enough to perform work.
- Degree certificate (if the job requires): copy the papers about qualified professional help HR rate capacity, but as a rule, enterprises should just keep a copy (do not hold by the stem).
- Probation contract / agreement service: clearly Define the duration of trial work, wages, conditions of termination. This is legal evidence about the relationship of labor.
- Form evaluation trial: HR can use the sample rate capacity, work attitude, work progress to track performance during the probationary period.
When HR has the full profile for your business will be easy to monitor the progress of the trial, the decisions on transfers of staff official (or not). This helped reduce the risk of hiring the wrong people, saving the cost of training and handle the situation terminate the contract probationary period.
3.2. The special profile for workers under the age of 15 (if available)
If the business employers very young (i.e. under 15 years — depending on the situation, legal or special exceptions), needs to collect records more stringent because this is labor-sensitive. Records include:
- Permit or certificate from competent authority: If the law or local level that allows people under age 15, work, need to have licensed or endorsed legal to ensure compliance with the specified child labour.
- Health certificate: Very necessary to ensure the health of workers healthy and safe when working.
- The consent of the legal representative: Parent or guardian must agree for your child to work, this should be documented in writing (contract, affidavit).
- Academic profile if necessary: For example, transcripts, certificate students to check the terms of qualifications or according to the job requirements.
- Surveillance measures – occupational safety: Business should keep record of risk assessment work plan, protect worker safety when using special objects, this.
Collecting the special profile this not only comply with legal requirements (if any), but also the social responsibility of business in protecting the rights child labour. HR can manage safety risks, monitoring tighter to ensure that the rights of workers are protected.
3.3. The basic profile for official employees (15 years and above)
This is the profile foundation that each employee need to provide and businesses that need to keep:
- Contract labor: Includes formal contract (specify the time limit, or not defined), appendix (if change of salary, location, working conditions). The contract is the legal basis is important to define the rights and obligations of the business – employees.
- Votes employee information / profile: this information includes name, date of birth, address, marital status, ID/CCCD, email, phone contact, education level, professional skills, work experience,...
- Identification: copy of ID card/CCCD or passport, but, as stated, the business should not hold the original in accordance with the laws of Vietnam.
- Degree, certificate, certificate of expertise: Copies of degrees, certificates, career help HR orientation, staff development, training planning, internal or proposed advance.
- Health certificate: If the business requires periodic or when to work, this is also a part of personnel records.
- Profile social insurance/ taxes: includes papers related to registration, SOCIAL insurance, health INSURANCE, as well as the tax form (if necessary). This is “sensitive data” in the personnel records for related to financial information of employees.
- Window employees (Employee book): According to Decree 145/2020/ND-CPbusinesses must manage a “book of the staff” (can be physical or electronic) with basic information such as: names, date of birth, ID, location, type of contract, wage, advance, violations, days off work...
- Profile performance evaluation report: evaluation of qualified personnel (performance review), reports advance, reward, discipline or evaluation periodically. This is the basis to decide the route, career, salary increases, or switch positions.
- Training records: receipt, join training courses, internal or external certificate after training plans, skill development.
- Profile rewarded – discipline: The decided rewards, discipline, border violations – this is the necessary documents to demonstrate rights or internal processing when there are problems.
- History job & work: If the business requires time tracking, vacation, overtime, then this record must be documented to service manager salary report hr.
- For information related to SOCIAL insurance, tax, bonus: this is the data sensitive personal, business must comply with the Decree 13/2023 on protection of personal data.
Owning the record official staff help HR/ management easily track route development, decision making progression/reward/discipline based on real data, ensure compliance with the obligation to pay social insurance premiums as well as reporting agency labor management and is planning platform development personnel, thereby reducing training costs, waste and increase the rate of retaining high-quality staff.
4. Process records management personnel efficiency
Build a process management profile the science not only help to ensure compliance, but also optimized the operational efficiency, reduce costs/ risks. Here are 5 important steps that the hr department should implement:
Step 1: collect – classification profile
- When recruiting or reception staff (probation, official, seasonality, labor in particular), HR should establish procedures for collecting records from the start as CV, papers, health certificate ... this is to ensure that personnel records required to be collected full right from the start, avoiding shortcomings later.
- Next, sorting records by employee groups: for example to separate the record of trial work, employee and labor in particular. This classification helps to retrieve the record easily when needed (for inspection and evaluation reports).
When the profile is categorized science, HR saves time search; manage resources more transparent; when you check from authorities or internal it easy to aggregate, collate.
Step 2: Prepare the storage place – coding
- With paper records: need to have filing cabinets, storage separate, where security has the access control.
- With electronic records: using the management software, personnel records or systems HRM for storage. Encryption of sensitive data such as personal information, payroll, degree ... This is the way to data protection, human sensitivity, when the leak can cause serious consequences.
- In addition, the systems digitized need to set out clear rules of access: who is watching, who is editing, one can download/get record helps to control the risk of leakage or edit the permission.
Archive digitization help HR reduced the cost of warehousing the paper, at the same time accelerate the ability to access documents. Encryption and access rights division to ensure safety for the personal data of employees, enhance corporate reputation in the protection information.
Step 3: sort records
- After sorting, proceed to sort records according to reasonable structure: for example by employee name, employee code, departments, or time (day, day off work).
- Mark or label the important records: for example, the original contract profile, reviews, records, reward/discipline, degree need regular updates.
- The set up process mark records need updating periodically, such as health certificate, performance reviews, expired certificate...
When the records are arranged systematically, finding, when the need becomes more rapid. This helps HR quick response to the requirements of internal (such as assessment, progression) and outside (inspection).
Step 4: storage – security
- Limited right of access to records: only those who have the necessary role are permitted to access. This measure is basic but effective way to protect personnel records belong to the category of sensitive data.
- Regular backup records of: create periodical backups (backup to the cloud or backup server) to prevent risks data loss.
- Perform safety checks periodically: reviewing system storage electronics for the detection loophole security, software updates, protection from cyber-attack or data error.
Good security helps reduce the risk of violating regulations protecting personal data, and ensure vital records not lost. The backup periodically also helps to restore data quickly when incidents occur helps to reduce damage to the business.
Step 5: Check updates – purification profile
- Periodic review profile: HR should schedule a check (for example every 6 months or a year) to update information such as address, contact, qualifications, performance reviews, new certificate...
- Update profile change: when employees change personal information, job placement, contract or have to attend training courses, HR needs timely updates to data are always accurate.
- Purification profile is no longer in effect: remove or private storage, the profile has expired (for example employee records, leave long paper records are no longer needed), but still guaranteed storage version required according to legal regulations.
Checking, update your profile periodically to help hr data is always accurate, support for decision-making (training, promotion) based on real information. Purification profile helps offload storage system cost savings as well as reducing security risks.
5. The optimal solution management hr software lacviet SureHCS HRM
With respect to the organizations and enterprises are to find out information about personnel, the management of crafts with papers or Excel often cause time-consuming, difficult to control, as well as to errors. Lac Viet SureHCS HRM solution provider profile management – human resources, comprehensive help businesses digitize, archive and data security personnel in a professional way.
- Digitized hr data on the 1 platform: all personal records, labor contracts, diplomas, certificates, performance reviews, training, salaries and bonuses are stored on the electronic platform high security. HR can quickly retrieve all the information, ensure personnel records required always full and comply with the law.
- Lifecycle management personnel comprehensive: From recruitment, onboarding, performance reviews, training to compensation and insurance software helps HR control every process correctly, transparent database to strategic decisions about resources.
- Privacy – legal compliance: SureHCS HRM encrypt sensitive data access subdivisions, details and support the business in compliance with the provisions on the protection of personal information, record keeping, labor, as well as the legal standard current.
- Convenience – flexibility: software support visit on the platform web/ mobile, allowing HR and management control records anytime and anywhere, especially suitable for the working environment, flexible or more branches.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS HRM
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CONTACT INFORMATION:
- Hotline: 0901 555 063
- Email: surehcs@lacviet.com.vn | Website: https://www.surehcs.com/
- Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY
When deploying SureHCS HRM, business risk mitigation flaws profile, save time managing, at the same time increase transparency, security and efficiency of the personnel. This is the ideal solution for organizations that want to optimize process management, personnel records and data resources. To find out details about the solution as well as direct experience, visit: Lac Viet SureHCS HRM.
Records management personnel is effective platform to help businesses operate transparency, compliance with law, to human resources development sustainable. The full profile, process management science as well as periodic updates to help HR save time, reduce risk, correct decisions about training, advancement and remuneration. Management application booklets staff digitized help fast access, security data, optimize the entire life cycle of employees, contribute to improving governance at the same time create a working environment, professional and transparent.
