Employee Personal File

POLICY

Human Resources Division will be responsible for the maintenance and security of all employee personal files/data as personal files constitute an important source for personnel information.

PURPOSE

Providing professional, efficient and systematic employee database through the accurate up keeping of employee records and related reports.

PROCEDURE

1. All personal files of General Manager, EXCO, and Senior Managers will be kept by Human Resources Director, while from Managers below will be kept by Personnel Manager

2. All Employee Personal File (EPF) should contain the following documents

   Letter of Offer (LOO)

   Approved Personnel Action Form

   Completed and signed Application Form

   Education Certificate

   Work Permit / Licenses (if applicable)

   Signed acknowledgement of Employee Attributes (locker, name tag, ID Card, etc)

   Leave Forms

   Performance Appraisal record

   Awards and recognitions

   Medical records

   Employee Particulars

   Training records

   Misconduct record

3. All employee personal files are to be continually updated and all record are to be accurately maintained. It is the responsibility of Division/Department Heads to submit all information/documents (Disciplinary Record, etc.) relating to the employee’s personal particulars to the Human Resources Division promptly. It is the responsibility of each employee to inform the Human Resources Division if any change of their personal particulars (e.g. marital status, change of address, etc.).

4.     All information that is to be officially documented must be maintained in the employees’ personal files. No details should be added, deleted or changed without the prior approval of Personnel Manager / Human Resources Director