The Three Rules of Record Keeping

The Three Rules of Record Keeping

At its most basic, record keeping is creating and maintaining records. While this may seem like a simple task, there are a few important rules to follow to ensure that records are accurate and complete. By following these simple rules, you can ensure that your records are well-organized and easy to access when needed.

What is Record Keeping?

Record keeping is the process of documenting and organizing information. It can involve anything from simple notes and lists to more complex data entry and analysis. The main purpose of record-keeping is to provide a way to track and access information. This can be useful for individuals, businesses, and organizations of all sizes. 

Record keeping can help improve efficiency and accuracy and make it easier to find and use information. In many cases, it can also help to improve decision-making by providing a clear record of what has been done in the past. There are many different methods of record keeping, and the best approach will vary depending on the type and amount of information being tracked. However, all methods share the common goal of creating a system that is both organized and easy to use.

The Three Rules of Record Keeping 

1. Implementing employment record policy

Employment records are a critical part of any business. They provide important information about an employee’s work history and performance and can also be used to verify qualifications and track compliance with company policies. As such, it is essential that businesses have a system in place for maintaining accurate and up-to-date employment records. 

A few key elements to consider when implementing an employment record policy include what information should be captured, how often records should be updated, and who should have access to the records. By creating a well-rounded policy, businesses can ensure that their employment records are well-organized and insightful, providing valuable data for making decisions about hiring, firing, and promoting employees.

2. Developing record retention

Record retention is keeping records for a set period, regardless of format. Record retention aims to ensure that records are available when needed and to destroy them when they are no longer needed. There are many factors to consider when developing a record retention policy, including the type of records being kept, the legal requirements for retention, and the organization’s business needs. By considering all of these factors, organizations can develop a sound record retention policy that meets their needs.

3. Disposing of employment records

One of the most important rules of record keeping is knowing when to dispose of employment records. Under federal law, employers must keep certain records for a minimum of three years, including time sheets, payroll records, and accident reports. However, there are some records that must be kept for a longer period of time, such as personnel files and benefits records. 

When it comes to disposing of employment records, employers have a few options. They can shred the documents, burn them, or recycle them. However, the best option is to use a professional record disposal service. These services are designed to securely destroy employment records, ensuring that they cannot be accessed by anyone other than authorized personnel. By using a professional record disposal service, employers can ensure that their employment records are properly disposed of and that their business is compliant with all applicable laws.

Types of Employment Records 

Employment records provide a written history of an employee’s performance and are an important part of the personnel file. The types of employment records maintained will vary depending on the size and type of organization but may include application forms, resumes, performance reviews, letters of reprimand, and attendance records. 

1. Application forms 

An application form is a type of employment record. It documents an employee’s personal information, work experience, education, and other relevant details. The form is used by employers to ensure that an employee is qualified for the job and to determine whether or not the employee is a good fit for the company. The form can also be used to track an employee’s progress over time and to evaluate his or her performance. Sometimes, the form may also be used to verify an employee’s identity.

2. Resumes 

A resume is a type of employment document that lists an individual’s work experience, skills, and educational achievements. It is often used as the first point of contact between job seekers and potential employers, and as such, it is important to ensure that your resume is well-written and accurate. 

The most effective resumes are clear and concise and focus on highlighting your most relevant qualifications. However, there are several different resume formats that you can choose from, so it is important to select the one that best suits your needs. Whichever format you choose, remember to proofread your resume carefully before submitting it to potential employers.

3. Performance reviews 

A performance review is a type of employment record that documents an individual’s achievements and successes, as well as areas needing improvement, over a set period. Performance reviews are typically conducted annually, but can be done more frequently depending on an organization’s needs. They are often used to make decisions about raises, promotions, and other forms of recognition. 

Additionally, performance reviews can help identify employees who may be struggling and need additional training or support. Overall, performance reviews provide valuable insights into an individual’s strengths and weaknesses and can be instrumental in helping to create a successful and productive workplace.

4. Attendance records 

Employers typically keep several records for each employee, including attendance records. This type of employment record documents the days and times that an employee was scheduled to work, as well as the days and times that the employee worked. Attendance records can be used to track patterns of absenteeism, tardiness, or early departures. They can also be used to document employees who frequently work overtime or take advantage of flexible scheduling arrangements. 

In addition, attendance records can provide valuable information in the event of a workplace accident or dispute. By documenting the days and times that employees are supposed to be at work, attendance records can help establish whether an employee was following company policy. As a result, they can be a valuable tool for employers in managing their workforce.

Do More with Docuware for Employee Management

The RDS Team is proud to offer DocuWare for Employee Management. This software provides a complete solution for managing employee files and documents. With DocuWare, you can easily store, organize, and retrieve employee files. You can also track employee file changes and document versions. 

In addition, DocuWare offers powerful security features to protect your employee files. With DocuWare, you can be sure that your employee files are safe and secure. Contact the RDS Team today to learn more about DocuWare for Employee Management.


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