Personnel records is a collection of personal information, work history, employment contracts, performance reviews, training and the relevant documents of employees in the enterprise. Records management staff in an effective manner to help ensure compliance with legal, decision support optimal operating personnel.
Personnel records not only is a collection of papers related to the labor but also the legal basis, the data operation and is a tool for decision support of Human resource department. However, many businesses today are still struggling with the form, crafts, storage systems, discrete or not understand the rules of employee records according to the law.
The article below Lac Viet SureHCS will help you understand concepts, mandatory component, process management, personnel records at the same time hints how to build resume template in Excel, effective as well as conversion solutions to optimization software from which enhance the performance of operating personnel.
1. General information about personnel records
1.1 personnel records is what?
Personnel records is the set of documents, personal information related to each employee in the enterprise, are stored for the hr management comprehensive. Under the provisions of the labor law of Vietnam, staff profiles, to ensure the full information about the schedule, labor contracts, qualifications, administrative decisions, the process of working to the holiday of workers.
Other than recruiting profile (only include initial information when candidates apply for a job) and legal documents (related to the legal procedures prescribed), personnel records are updated to maintain throughout the work process of employees at the business.
Illustrative examples:
- For a new employee records often include: job application, resume, copies of identity documents, diplomas, contract labor.
- With staff have been working long years, the profile would also have the decision to increase salaries, results, performance reviews, annual, merit certificate report, handling of violations (if any), the same documents related to training, moving parts or the holiday.
Thus, the profile is the core part of the hr system, fully reflects the history and the working status of each individual in the organization.
1.2 the strategic Role of employee records in resource management
Staff profiles serve not only for the task administrative merely, but also play the role of strategy in many aspects of corporate governance:
- Support the core business: Storage full information help hr easy payroll, insurance, reviews KPI planning, training or maneuver personnel according to the actual demand. For example, when training budget new year, HR departments can review quickly the number of employees lack of mandatory certificate from the sample personnel records in Excel or software from which it planned to compensate specific.
- Is the base legal protection of business: In the case of a labor dispute, the profile resource is evidence important to the business prove rights and obligations made in accordance with the. This is especially important when under inspection or audit by the authorities.
- Optimize resources for sustainable development: Thanks, records management, it, business can actively track the development of the staff, from that, develop a roadmap to advance clear, increase engagement, reduce the rate of the holiday. This is the core element in retaining talent, build internal culture positive.
- Increase performance, reduce the risks in operation: Application process, modern management, especially when combined digitized help save considerable time looking, at the same time ensure data safety. Compared with the management of paper or Excel template traditional software specialized help alert the contract period, the proposed information updates, or automation report according to each stage.
2. Personnel file what to include? The important components indispensable
To ensure compliance with legal regulations and improving the efficiency of internal management, each profile needs to be fully built with three main documents: legal records, profile records administration throughout the process of work of the employee.
2.1. Profile is the legal foundation to ensure the legality of labor relations
Legal documents, including the papers verify personal information, the legal basis of the employment relationship between business and labor. Specific:
- Copy of identity card/identity citizenship, residence, birth certificate
- Contract labor, the appendix comes (if there is change in position, salary, deadlines...)
- Declaration code, tax registration, social insurance, health insurance
Once it happens, check out the agency's function or have contract disputes, labor, these documents are evidence critical legal help businesses protect their rights. At the same time, the update complete profile will help save time when performing the administrative procedures such as window level SOCIAL settlement, personal income tax...
2.2. Record capacity: Data for the assessment of staff development
This is the group documents show competence, professional skills, the development process of the labor:
- Resume, resume
- Degrees and certificates related to professional
- Written interview, assessment results input
- Performance reviews periodically, plan personal development (IDP)
In process management, personnel records, modern records capacity has special meaning when businesses need to assess the potential placement of suitable work or training plan advanced skills. If, for example, employee records suggests a lack of certificates of specialized training department can actively building training program accordingly.
Storage sciences group, this profile helps the decision on internal recruitment, promotion, or development roadmap advance is given on the basis of specific data transparency.
2.3. Administrative records about the employment process: recognition of the entire history of sticking with the business
Document belong to this group reflects the process of practical work of employees, including:
- List of monthly salary, basic salary, bonuses, allowances.
- Decide to adopt, appoint, transfer, wage adjustments
- Decided to reward or discipline
- Paper beg leave, the certificate sick leave, maternity leave
- The minutes of the meeting related to work or personnel (if available)
A sample of personnel records in Excel is fully built often have to have the sheet or column corresponding to spy on this information. However, in actual operation, methods of Excel is often suitable only for small business. When the scale hr increase, the use of the software will help you analyze access rights, automatic warning when necessary, update profile and create aggregate reports instantaneous thing that Excel is difficult to meet.
3. Process 6 steps records management staff efficiency
A process for managing personnel records are organized, it will help enterprises to not only meet regulations, but also create favorable conditions for the extraction of information, planning staff development and handle the situations that arise in a fast, transparent. Here are 5 step core helps organizations effectively implement this work.
Step 1: checking the original profile
When a new employee is hired, hr should collect the full set of mandatory documents such as resume, proof of identity/identity of citizens, by level, employment contracts, job application, and the form of internal related.
The standardization process of receiving help ensure input data of each employee record is sufficiently accurate right from the start. This not only shortens the processing time procedure, but also avoid the arising legal due to lack of papers upon registration, insurance, tax settlement or check with relevant authorities.
Step 2: Classification coding profile
After the reception, the profile should be classified in groups information: legal (ID, contract), competence (qualifications and skills), administrative (decided to increase the salary, bonus...).
Some common methods include:
- According to record type: record personal records, labor contracts, insurance records, record capacity assessment...
- According to departments: separated according to each department such as business, accounting, IT, hr...
- Over time: Group records by month, quarter, or year to easy-to-follow process of work of employees.
Next is assigned employee code in the system. Each employee should have the identifier own for easy access.
Illustrative example: A sample of personnel records in Excel can assign the code according to the structure NV_HCM_001 (i.e., Employees working in ho chi minh CITY.HCM, order number 001). Although Excel versatile familiar with many small businesses, but when hr exceeded 50 people, finding or cross-check information will become difficult if there is no support tool automatically.
Classification coding profile, basically help businesses manage consistency, save time lookup, limiting confusion and serves well for the work, statistics, data analysis, hr.
Step 3: Arrange personnel records
After sorting, the next step is to sort records in a consistent system. A number of methods to arrange effectively:
- In chronological order: new profile in the front for easy access.
- According to the employee code or alphabet: Help HR search quickly according to the personnel list.
- According to state records: own Group the records completed, records pending records need to supplement.
Arrange staff profiles science to help businesses save time when needed for screening or update information.
Step 4: Update information periodically
Profile is not fixed document. During the work there will be many changes need to be updated such as salary increase, transfer location, participation in training, violation of rules, rewards...
Maintaining updated information regularly not only helps businesses properly reflect the human situation the current but also the basis to evaluate the effectiveness of work, training planning, budgeting, personnel ensure compliance with regulations on personnel records. At the same time, when the authorities check the record, fully updated to help business confidence and minimize the risk.
Step 5: store the chemical profile
Depending on the particular business profiles, human resources can be stored in the form of paper, of goods, or a combination of both. However, the current trend is gradually shifted to the stored electronically by the obvious benefits in terms of area, traceability, and security.
Compare reality: A business records management with Excel can easily store basic information like the days in work, title, salary... but very difficult to integrate the attachments such as the scan rate capability or discipline. The search according to the conditions also complex, depending on the input data.
Switch to management software, personnel records will help businesses:
- Decentralized access by role
- Automatic remind the mold updated as the expiration of the contract
- Easily sync with other systems such as payroll, insurance
- Access instant data as needed report
Step 6: Extract reports to ensure information security
The final stage in the process of records management staff is to ensure data is always ready to serve the needs of management decision-making. Hr department should be able to:
- Extract list of employees according to many criteria (testing the upcoming expiration of the contract, has off from work...)
- Reports by month/quarter/year or according to specific requirements
- Ensure records are secure and in accordance with standard internal legal
Business benefits received:
- Shorten response time with leaders or authorities
- Minimize errors due to discrete data
- Increase credibility, the operational capacity of the Personnel department in the eyes of the board of directors, the workers.
Fully implement the 5 steps above are platform helps enterprises standardize operations personnel, increase operational efficiency and avoid risks in the future. From the small business are using the sample personnel records using Excel to large corporations are deploying conversion of the records management staff is still vital piece should be invested properly.
4. Regulations on personnel records according to the laws of Vietnam
The construction of the storage profile not only the internal requirements of every business but also the legal obligations required under current regulations. To avoid risks in the operation process, businesses need to understand the rules related to content term storage handling employee records.
4.1 personnel records according to The Labor code and related circulars
Follow Circular no. 23/2014/TT-BLDTBXH of the Ministry of Labor – invalids and Social affairs, each business is responsible for storing the full information about the employee during the working time, minimum of 10 years after the workers leave.
The ingredients required to have in personnel records, including:
Personal information: Name, date of birth, gender, NRIC/CCCD, household contact information. Copies of diplomas, certificates, resume certified.
Labor contracts and addendums: Type of contract (defined the term does not define the term...), validity period, job location, salary.
Administrative material arising in the process of work:
- The decision, reception, appointment, salary increase, transfer, rewarded or disciplined.
- Timesheets, payroll, stock performance evaluation, a written commitment.
- Profile join social insurance, personal income tax, maternity, vacation, work...
Record contract liquidation records, the holiday (if available): Menu covers, please leave the decision to terminate the contract, the payment of wages and other payments related.
Note: Although currently, many enterprises are using the profile template by Excel to store employee information, but need to ensure that all relevant documents are stored in the form of hard copy (paper) or the goods are of legal confirmation to ensure validity when need to present.
4.2 storage Time handle record when employees leave
When an employee is off work, businesses need to fully implement process management, personnel records related to the termination of the contract. As a rule, this includes 3 main steps:
Step 1: check for profile projector
- Check out employee profiles to ensure full the relevant documents in the course of work.
- Juxtaposed between reality and profile: work time, vacation remaining, the account was/is paid.
Step 2: pay the remaining modes
- Calculate pay the salaries, allowances, leave days not used.
- Key social insurance book, handing it back to the employee.
- The decision to terminate the contract, handing the profile if required.
Step 3: storing the profile in the correct time limit
- The profile of workers after the holiday should still be kept a minimum of 10 years, including when the records have been digitized.
- Business should have own classification systems between the record “active” and “deactivated” for easy access when needed.
Practical example: An employee working in the business for 5 years and stay in 2025, the profile of the person must be kept to at least the end of the year 2035, including when digitized.
The recordkeeping regulations will help businesses active in situations such as: collate public debt, contract disputes, labor, requires verification of the tax authority or insurance. Besides records, the holiday is also a source of important data to assess the rate of absenteeism from that help business adjust strategy suitable personnel.
5. Manage employee records using Excel with sample file manager FREE
Many businesses have digitized initially by store personnel records on Excel. This method is cost savings, business suits are not ready to invest specialized software.
The manner of execution:
- Use Excel file to import, track personnel information.
- Set the sheet data in each category: personal information, contracts, insurance, salary...
- Use filters and recipe for easy lookup, calculate.
- Periodically backup the data to avoid losing important information.
DOWNLOAD SAMPLE RECORDS MANAGEMENT PERSONNEL FILE EXCEL FREE HERE
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6. When business should move from Excel to software?
According to a survey of Anphabe in the year 2024, 82% of Vietnamese businesses admit they have difficulty in accessing, updating employee records, when needed, especially in the time of audit, tax settlement, or labor disputes. Causes primarily come from the discrete storage, lack of standardized information or use of inappropriate tools like file paper or profile template hr Excel has not been synchronized.
Many small businesses often start with profile template by Excel because of its low cost, ease of deployment. However, Excel will soon reveal the weak points such as:
- Can't control access to information leakage
- Lack of ability to automatically remind when the contract is about to expire, record incomplete
- Hard sync with the other professional as payroll, insurance
Signs that business should switch to software:
- Scale hr on 30 people and is continuing to expand
- Frequently have flaws, loss of time when access profile
- Need to report aggregate fast as manager request
- With high demands on security, decentralization of data
Selection criteria management software records in accordance
To transition effectively, enterprises should give priority to the selection software meet the following criteria:
- Easy to use: user-friendly interface, there are instructions to use clear, consistent with both the non-specialist about IT
- High security: Yes mechanism of access, data encryption, automatic backup
- Flexible expansion: can be integrated with other modules such as payroll, attendance, performance reviews
- Support digitization of paper records: allow attachment-scan documents, contracts, text to each employee profile
- Dynamic reporting and automatic alerts: automated reporting, hr alerts when profile information is missing or is about to overdue update
7. Storage management personnel with LV SureHCS
In the era of digitization, the management of personnel records't just stop at storing information, but also to ensure focus, accuracy, security and easy access. LV SureHCS is a solution software personnel management comprehensive help optimized business process, personnel management, with the superior features:
- System storage support more than 40 types of personnel information from personal data, the process of working to insurance, welfare regime.
- Detailed tracking history salaries, bonuses, deductions, insurance, help business control, remuneration transparent, accurate.
- Storage contract, automatically remind to the term/expiration assistance signed and renewed electronic contract quickly.
- Building structure, organization, storage, management, regulation, document no limits.
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
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- 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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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
Management personnel records science, focusing on HR, saving search time, improve work performance, decision support personnel accurately and timely. With the trend of HR tech, technology application to manage employee records, is the inevitable trend. Software solutions such as LV SureHCS not only to help businesses digitize and centralize data, but also ensure security, transparency, easy access to information.
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
Related questions
1. Record what is human?
Profile human resources is the whole material, information related to the process of work of an employee in the enterprise is set up and managed by the hr department. This profile includes personal information, education level, skills, expertise, history, recruiting, contract labor, the decision to appoint – transfer – bonus – discipline, timesheets, payroll, results, performance reviews, training, insurance and other benefits.
The construction maintain record manpower sufficiently accurate to help businesses meet the legal requirements, support effective governance, given the personnel decisions accordingly.
2. Profile labor, what to include in labour law?
As stipulated in The Labour code and the written instructions as a Decree 145/2020/ND-CP, record labor need minimum the following components:
- Resume certified by the local authorities or the competent organization.
- Copy id: CCCD/ID card, household registration (if necessary).
- Job application.
- Copies of diplomas and professional certificates, foreign language, information technology... (notarized or collate original).
- Health certificate according to the regulations.
- Labor contract signed between the employee and the employer.
- Related decisions: the decision on hiring, appointment, transfer, reward, discipline (if any).
- Document about process involved social insurance, health, unemployment.
- Agreement or commitment related to security, property, time commitment, work (if any).
Business can supplement other materials according to the needs of internal management, but the above components is compulsory by law.
3. Personnel records storage how long?
The term storage of personnel records is regulated according to the nature of each type of material and requires the current legislation:
- Material management personnel usually as contract labor, personnel decisions, performance reviews,... usually stored minimum 10 years after the workers leave.
- Documents related to wages, social insurance, labor accident as prescribed in circular 09/2011/TT-BNV, Decree 30/2020/ND-CP dated may need to store up to 75 years.
- Electronic data should be backed security equivalent to paper records.
Business needs classification records, cataloging, construction process, storage appropriate to ensure compliance and easy lookup when needed.
4. Who is responsible for establishment personnel records?
Responsibility of personnel records belong to hr departments or administrative – personnel in business. Specific:
- Hr staff responsible for receiving information, original records from a candidate or new employees, check the validity of the document and complete profile according to the regulations.
- In some businesses, direct management of departmental recruitment also involved in coordination to complete your professional or process integration staff.
- When using the software hr manager, the hr department will directly import data update electronic records, at the same time storing parallel paper records according to legal requirements.
Ensure clear responsibility in the establishment and update personnel records will help the business management strictly transparency and compliance with labor laws.
