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8 HR Documents You Need to Create and Manage

by Johan Jonny
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8 HR Documents You Need to Createand Manage

Documents are an essential part of every organization’s day-to-day operations. They help to track different activities and ensure continuity within an organization. The human resources department needs some HR documents. These documents are vital for the department. These documents include:

  • Job description documents
  • Handbook for employees
  • Orientation documents
  • Regulatory compliance documents
  • Compensation documents

Why is HR so important for documents?

  • It is a good idea for HR to keep records of different activities within the department or the organization. The HR documents and forms contain information about various events within the company.
  • This document is written evidence of agreement and negotiation between the employee and employer.
  • These documents can be used as justification and as a reference for promotion or salary increase.
  • Some documents HR keep can be used as evidence in court proceedings if they are justified by disciplinary action.

HR Checklist

These are the most important documents that every manager should include on their HR document checklist.

Job Description

This document gives a detailed description of the job that a candidate will do when they fill a specific vacancy. This document is useful for both applicants and organizations to understand what is expected. This document can be referred to whenever there are any questions or doubts about the roles within an organization.

Handbook for Employers

While it may look similar to the previous document, the handbook goes beyond expectations for employees in their specific positions. The handbook contains policies and procedure that employees are required to follow. It contains information about when you should report to work, what to expect if you get sick, how to request leave, and the dress code.


Warn letters

Sometimes, employees might not live up to expectations. It is important to let employees know if they don’t meet expectations. These include harassment, tardiness, poor performance, misappropriation, or other issues. The supervisor or HR may require these letters to be written.

Documents to ensure regulatory compliance

Under statutory employment regulation, organizations may be required to maintain records of employee data. These documents could include information about taxes and benefits, insurance, payroll records, and deductions, among others. These documents are part of the standard HR documentation that department staff must keep track of.

Compensation Records

It is likely that they would consider all documents regarding compensation to be filed with the accounting department. These documents may not be available to them, but they are accessible from the human resource records. They may contain more information than just salary information. They can also include information about bonuses and increments.

Documents to assist orientation

These documents are often created by the HR department. These documents consist of several smaller documents that allow new employees to get to know the company and feel at home. This allows employees to get to know the company and its culture. 

Schedules of Employees

HR can create a schedule to work in factories or hospitals. This schedule should take into consideration staff on annual or vacation leave. To avoid confusion, it is essential to keep these documents up-to-date.

Exit Documents

When an employee leaves the company for reasons such as retirement, moving to a new job, or termination of employment, HR must provide certain documents. These documents can include a certificate of appreciation, a recommendation letter, or a termination letter.

Tools Every HR Department Should Have

Many documents are stored by the HR department. These documents are only a small selection of the many important ones. To effectively perform their duties, they need a variety of tools. These tools include the following:

Automate document processing tool: Documents can be processed more quickly if the department has automation software. These tools are able to quickly capture and store the required information, update it as needed, and create documents when necessary. 

Recruitment Tool: These tools are specifically designed for the recruitment process. HR professionals can use these tools to post vacancies, filter applicants, and schedule interviews. These tools can also serve as document management tools.

Listening Tool: This tool should not be used to listen to private conversations. You can increase employee engagement through feedback channels by using listening tools. Feedback can be anonymous. This allows HR to better understand the moods of employees.

Payroll Management Tools: These tools accomplish exactly what they claim. These tools manage payrolls. These tools automate collecting payment information, such as hours worked and deductions like taxes or benefits. 

Performance appraisal: Employee appraisal need to be monitored by clear indicator. Supervisors and HR personnel can use appraisal tools to monitor employee performance and set goals. 

Document Security Software: Employee information must be kept secret. The HR professionals must keep this information safe. Technology provides greater security than lock and key. 

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