Missing Documents - based on 30 Un-updated employee data - based of 30 employee files/records

ARK Associate Record Keeping standard &

employee files/records
60%
HRServices 2010

ARK
Theme practices, 100%
Associate Record Keeping 50% 03
Implementing the Most effective method in Jan
80%
maintaining records 40%
60%
30%
Check
Current situation The 40% 20%
Execute Periodic Inventories of files
Background 1. Some files are overwhelmed with old &
new docs. proble20% 10%
0% To insure a healthy ARK project create a periodic inventories
2. Unrelated docs put & mix with other docs. 0% SOP where it conducts on scheduled date as an HR Audit
of files
3. Ex associate files are still kept with the 0 1 2 3 4
-20% inspection0 and it1consist 2of these3following
4 steps: 5 6 7
personnel officer though EOS already done
4. Some associate files are worn out and 1. Check file status
needs new one The files are to be checked for their status if worn out
5. Out dated records, wrong or missing in should be replaced immediately with new one.
both files & HR system,
6. Diversity in filing process between 2. Check Records
personnel officer Files 2.1 Data Records Checklist
7. Some associate have no employment NOPeople
SOP For the purpose of maintaining accurate records on both
contract Missing Not trained employee files & HR system.
files Old files 2.2 Benefit Acknowledgment
8. Misplaced associate files or missing
Rationale: Our objective was to determine data integrity by No charge out To prevent a possibility of uncertain claims from
No inventory of
comparing the file records with Oracle records, though this was our policy
files Associate employee on their benefits & to secure on further
main objective but due to necessity to identify causes of such Poor filing No document
file abuse on such cases, employee has to undertake
Retention a Benefit Statement Acknowledgment form, which
inaccurate records, & if not addressing of these additional system
policy Old file
No SOP Too many could be done on an annual manner.
problems may cause inefficiencies and could eventually put the cabinet
HRs ability to deliver & maintain data accuracy at risk. papers
Method Tools/Equipm
s ent
Data integrity project graphical
Project Action Owner
Target Execute ARK project starting with:
New Associate File - Design new Associate files
1. New Associate file standard
Modify current associate file need to suite
- Request from supplier to print
- Submit purchase order to Finance HR
Employee File records

new additional document such - Receive new files & distribute to SBU
Introduction Letters, Performance &
Associate separation RRS - HR records retention policy
2. Records Retention Standards RRS
Categorize documents in the associate file as
- Update the HR retention policy HR
either long term or temporary. EARS - Coordinate with KM & set EARS
Long-term records include the employment - Arrange the archiving of Files
contract and Temporary records include offer HR/KM
- Set Quality control & file disposal SOP
letters, this would ensure consistent
treatment of these records. COP - Establish file charge out policy
3. Employee Archives & Records Standard (EARS) HR
Employee file documents can be maintained
and archived electronically for easy access &
HR Oracle Records

fast retrievable purpose Future

4. File charge out policy (FCOP) Improvements

A colored sign-out cards to track associate

files if charge out by other than Personnel
Officer. The person taking out the file writes
down his name, Emp. umber & charge out The Virtual Filing Cabinet is a document / records /
content management software system for your
date on it then its placed in a specific order in
business files
a separate file for sign-out cards. Files should
be return within a specific period.