Every time need to find a staff profile, the personnel department of the enterprise take how long?” If the answer is more than 30 minutes, then maybe process record store employee 're having problems. In fact, many businesses in Vietnam still maintains the storage method or on paper, led to a series of consequences, such as loss of documents, difficult investigation, even as violation of legal regulations. A process recordkeeping science not only help optimize the management of personnel, but also improve the efficiency of business operations.
The same SureHCS find out the storage status personnel records at the Vietnam business today. And where is the solution to help businesses overcome these limitations?
1. The current state of the process record store employee in the enterprise
Currently, many businesses are still a process of storing employee records basically. The hosting information is mainly done in the form of craft or stored as paper documents. According to a recent survey, only 30% of businesses in Vietnam to apply software personnel management, dedicated, while the majority of organizations still maintain method of storing craft, paper documents.
Lack of organization and clear classification
One of the common problems that Vietnamese businesses encounter is the lack of organization in the storage profile of the user. Records are typically stored in a discrete way, not according to any standard or classification-specific. This makes the process of finding information becomes time consuming, prone to errors. In a survey of the centre for Research Personnel, with up to 45% of businesses reflect that the search profiles staff take more than 30 minutes each time, which leads to job performance is diminished.
Security Issue Information
Security issues are always important, especially with respect to the data, the individual sensitivity of the staff. The business is still primarily stored records in paper form, this potential risk. A recent study indicates that nearly 60% of small companies and medium-sized no method of security staff profiles, effective, leading to the risk of loss or unauthorized access. These records can be lost in situations of natural disasters, fire, explosions, or simply people visit when there is no tight control.
Does Not Meet Legal Requirements
Under the provisions of Vietnamese law, businesses need to store information of employees in a certain period of time, especially the records related to labor contracts, social insurance, personal income tax, the papers related to the treatment regime. However, many businesses do not have the storage system records in full, legally, this may lead to the violation of the regulations on protection of personal data that a business must take legal responsibility when the problem occurred.
Condition record store employee in multiple business Vietnam today is still quite a mess and the lack of science. Most businesses have encountered the problem of security, organizations and legal compliance. Not having a clear process, system and cause difficulties in the management of personnel, creating more risk for the organization. Therefore, the establishment of a process for storing employee records, effective, science is extremely necessary to ensure safety, save time, optimize the operation of the business.
2. Why need to establish processes, storing employee records?
Record store employee is not just an activity manager typically work in hr. Here are important factors to help ensure the operation of the business goes smoothly, meet regulatory requirements, enhance work efficiency. Here are the reasons why every business, from small to large, the need to establish a process for storing employee records clearly and science:
- To ensure the security of personal information: employee records contain more sensitive information. The archive does not post, easily lead to data leakage, loss, faith, influence corporate reputation. Science archive help better security, restrict unauthorized access.
- Save time, increase work efficiency: store profiles science helps to easily lookup, saving time compared to manually searching for. The number of chemical profile may be reduced to 80% of the processing time, according to research by Harvard Business Review.
- Ensure compliance with legal provisions: employee records related to various legal regulations, such as taxes, insurance, contract labor. Storage the right way to help businesses avoid a breach, easy to control compliance.
- Process optimization, recruitment, employee evaluations: storage System helps clear the access candidate information stale, reviews work processes, support decision making hiring or promotion accurate.
- Minimize the risk of loss record: disaster, fire, explosion, or errors can cause loss record. Storage of goods on the software helps ensure the safety and the ability to restore data when needed.
- Create conditions for enterprises to sustainable development: When the scale hr increase storage efficiency to help businesses operating stability, limit errors, easy to scale up. According to McKinsey, enterprise storage systems, best, adaptable, long-term development.
3. 5 Step process to store employee records standards,
To ensure the records management staff effectively, enterprises need to build a process archive science, obviously. This process saves time lookup, ensuring the accuracy, confidentiality, compliance with legal regulations.
Here are 5 important steps in the process of record store employees that the business needs to perform:
Step 1: sorting employee records
Classification of records is an important step to ensure the system of process, storage, staff profiles, helps to easily retrieve the information when needed. Depending on management needs of the business, can be divided employee records into the following groups:
- Personal profile: Basic information about employees, such as resume, proof of identity, residence, diplomas and certificates.
- Record contract: Including labor contracts, addendums, decided to appoint, transfer, discipline.
- Profile salary – bonus: Paycheck, the decision to increase the salary, timesheet, social insurance and personal income tax.
- Training records: Training plan, certificate of completion of the course, the professional competence of employees.
- Profile performance reviews: The board reviews KPI feedback of the upper level, the development plan personal.
The classification of records from the beginning to help businesses easily access, control information when necessary.
Step 2: Select where to store personnel records
After sorting, businesses need to decide which form of record store employees to match the scale, needs his manager. There are two forms of main storage:
Store employee profile format paper
- Use filing cabinets dedicated security key.
- Sort alphabetically or according to departments, titles.
- Ensure the storage environment dry place, avoid moisture, mold, fire and explosion.
- Access rights division, avoid the loss of important records.
Store employee records electronic (digitized)
- Scan and store your documents as PDF, Excel, or other suitable format.
- Using the software personnel management to storage, security and easy access.
- Set access rights division according to the role of each staff member.
- Backup your data periodically to avoid loss when there is a problem.
The choice of the method of storage should be based on the scale of the enterprise, budget, required data security.
Step 3: Arrange staff profiles science
After choosing the method of storage, enterprises need to build a system streamlined for easier access and control over data.
- With paper records: Sort by separate folder, labeled clearly marked (e.g., “Contract labor – accounting”).
- With electronic records: Set folder structure on the system of hr management. Some of the principles of scientific arrangement, including:
- According to year/month recruitment (E.G., “2025 – profile new employees”).
- According to department, ministry.
- According to working status (working, the holiday, the trial).
Step 4: Proceed storage
After sorting and streamlined, businesses need to carry out the process of storing employee records according to the plan laid out.
- Paper recordsIs cover, labeled, stored in cabinets according to the rules.
- Electronic records: To be entered onto the system software, which codes for easy lookup.
- Access regulations: Only those who have new powers is access important information.
- Backup periodically: If using the electronic system, need periodic backup on the cloud platform, or hard drive security.
Step 5: Manage, check and update
Storage profile is not a process of static. Businesses need constant updates, check, remove the profile no longer fit.
- Periodic updates: When employees change personal information, contracts, wages should adjust the profile in a timely manner.
- Check the validity: Ensure employee records in full accordance with the law.
- Archive old records: The profile of employee still need to be stored according to the specified time limit.
- Reviews effective storage system: Determine which method is working well and improve, if necessary.
Under the provisions of The Labor Law, business need to store employee records the minimum 05 years after workers laid off in the. This helps businesses easily handle the issues related to insurance, benefits, or labor disputes.
4. 2 How to store personnel records scientific information
Process record store employee is one of the important tasks of the hr department. Depending on the size, activity patterns, and resources, businesses can choose between two modes of main storage: storage traditional paper records or software application hr manager to digitized data. Each method has advantages and disadvantages, to suit each specific condition.
4.1 storage of employee records in paper form traditional
Method of storage of paper records is how to make popular in many traditional business or have hr system hasn application of high technology.
Advantages:
- No need to invest in software, just fitted cabinets, cover clamp, storage.
- A number of important papers, such as contract labor, the decision to appoint still need to ensure the legality.
- The company has fewer employees, hr processes simple can be easily managed by paper records.
Cons:
- When the number of employees increases, paper records take up much space, difficult to manage.
- The search for records lost time, easy to cause misplace important documents.
- Profiles can be affected by moisture, mold, fire, termite, or errors during storage.
- Paper records are at risk for unauthorized access or loss if no protective measures accordingly.
4.2 optimal process store employee records with hr software
Ago the limitations of the method of paper storage, many businesses are turning to store employee records management software personnel. Here is the solution of the optimal management processes, improving the efficiency of work of the personnel department.
Advantages:
- Don't need the repository, all data stored on the system, the number of goods or cloud.
- Only takes a few seconds to access hr information instead of having to turn the pages of paper records.
- Application of access rights, data encryption helps to protect employee information better.
- The system can be integrated with the software, payroll, insurance to update employee information quickly.
- No longer worry about fire, termite or misplaced papers.
- Store employee records according to the rule of law, easily export reports as needed.
Cons:
- Business need the cost to implement the system and train personnel to use the software.
- If not, there is a process for storing employee records, data backup, well, business can be at risk when the system is in trouble.
- If there is no solution strong security, personnel information can be leaked or stolen.
In the context of transformation of increasingly powerful business, in need of a storage solution record employee safety, to ensure the rapid scientific and easy access. This is the reason why software personnel management LV SureHCS become an optimal choice, helps to manage employee information throughout the lifecycle work on digital platforms.
Instead of fumbling looking for paper records, businesses can store more than 40 types of employee information on the system of culture of SureHCS. All information from the contract, insurance, history, work, reward, discipline... are updated in real-time, helping personnel to easily manage, track.
Software help archive the entire contract of employment of employees, at the same time automatic alerts when coming to term, or the expiration of the contract, renewal reminders at the right time. In addition, SureHCS longer support signing the contract electronically, which helps businesses save time and minimize legal risks.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS
LV SureHCS is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.
Feature highlights:
- Candidate Pool AI + AI Resume: automatic dissection CV any format, search for suitable candidates instant, a 70% increase quality, reduce recruitment time significantly
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- Experience hr – wallet reward – ranking behavior – survey periodically: internal management, honor, mounted staff in real time.
- Assessment and capacity development: KPI/OKR flexibility, feedback 360°, the proposed route train personalization according to the evaluation results
- Internal training & LMS integrated AI: learning anytime, anywhere, content management, multi-modal with personalization from AI
- Dashboard BI + AI Advisor: real-time reports, suggestions leadership decisions based on data resources.
INTEGRATED AI ACCELERATION CONVERTER OF PERSONNEL
Lac Viet has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel
- LV‑AI.Docs: automatic dissection transfer data from documents such as CCCD, windows, SOCIAL insurance, by level of digital records, standardized
- LV‑AI.Resume: analysis of CV auto, construction, candidate profile, find people with the right criteria by prompt intelligent data mining candidate pool efficiency
- LV‑AI.Help: chatbot internal support, answer questions HR 24/7 access form process quick contextual user
TYPICAL CUSTOMERS ARE DEPLOYING LV SUREHCS
- Coca-Cola Vietnam: System deployment LV SureHCS to digitize comprehensive human resource management group has standardized the data, the optimal operating HR according to international model.
- Textile company Success (TCM): Application LV SureHCS to manage hr, payroll, benefits, timekeeping and capacity profile for nearly 5,000 employees across 5 areas of activity – from textiles and fashion to real estate.
- Total company air Port, Vietnam (ACV): Choose to trust LV SureHCS to operate the system large-scale personnel with over 10,000 employees, 24 subdivisions, solved the problem of complex business of modeling state-owned companies.
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BUSINESS IS WHAT WHEN DEPLOYING SOFTWARE LAC VIET SUREHCS?
- Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
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- Save cost & performance enhancement help to lose 40-60% of the cost of operating personnel, retain talent, improve the work efficiency
CONTACT INFORMATION:
- Hotline: 0901 555 063
- Email: [email protected] | Website: https://www.surehcs.com/
- Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY
5. Regulations on the storage profile the latest safety 2025
The storage of personnel records to help businesses manage employee information in a systematic manner, ensuring compliance with the legal regulations. 2025, the security requirements, storage time and storage form personnel records continue to be updated in order to meet the development of technology and the requirements on protection of personal data. Here are the key provisions of lquy the record store employees that the business should comply with.
Regulation of store personnel records in hard-copy (paper records)
- The original records of officers and servants to be preserved permanently.
- Profile the labor contract must be stored for at least 5 years from the termination of the contract. Records include: resumes, contract labor, the decision to appoint profile solved the holiday, etc.
- Business need to process archival record of science, ensure the profile is streamlined, easy lookup, avoid damage.
Regulations on the storage of personnel records electronic
Follow Clause 3, Article 13, Law no. 01/2011/QH13there are rules important in storage of personnel records electronically:
- Personnel records are digitized no value replacement for the original paper.
- Electronic documents must meet the standard input data to ensure the authenticity and security.
- Not cancel the original paper if the document which are worth preserving permanently, even when the number of goods.
Regulations on privacy and data security personnel
- Businesses need to comply with the rules on protection of personal data according to the Decree 13/2023/ND-CP to ensure personal information is not disclosed ass, using the wrong purpose.
- Storage systems, electronic records must have the layers of security such as encryption, authorization, access, data backup periodically.
Process record store employee not only is a part in the management of personnel, but also plays an important role in ensuring the confidentiality, compliance with legal and optimize the performance of business. The continue to maintain method of storing craft increases the risk of loss of data, that businesses face many challenges on the legal, management. In the context of convert numbers are going strong, the business should consider applying storage solutions profile, modern science, more secure, such as the number of chemical data, use software personnel management.
CONTACT INFORMATION:
- Solutions talent management & Human resources comprehensive LV SureHCS
- Hotline: 0901 555 063 | (+84.28) 3842 3333
- Email: [email protected] – Website: https://www.surehcs.com/
- Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh
