Employee record keeping is a significant part of your Human Resource Department’s responsibilities. They spend time recording, finding, accessing, and updating the records of all of your workers on a routine basis. It can be frustrating and time-consuming when the files aren’t kept organised and easy to navigate through.
With hundreds or thousands of employees, the job is even more daunting and it can slow down productivity if not handled properly. You can develop a more efficient system through the use of workforce software and through educating your team on the essential records that need to be kept accurate and up-to-date at all times.
The Records that are Essential for All Employees in Ireland
Ireland has laws in place that determine what kinds of records are necessary to be kept on every employee at all times. They should be kept secure in an organised employee record keeping system so that they can be easily accessed when necessary. Failure to do this can result in punishments and costly fines. Here are the records that you must keep:
Some of the information that is required to be kept on all employees include the worker’s name and address, their PPS number, and a description of what their responsibilities and duties are as an employee for your company.
There are some other records that you may be responsible for depending on the kind of industry you work in. Here are a few examples:
- A copy of statements provided for every worker under the Terms of Employment (Information) Act of 1994-2014.
- A total number of hours worked by day and week for each employee.
- Any leave an employee took for annual or holiday purposes and the amount paid to those employees as a result.
- Any other pay made because of a public holiday.
- A copy of the written record of working time issued from Section 17 of the organisation of Working Time Act 1997.
When an inspector comes to evaluate the standings of your company, it is essential employee record keeping is neat and organised so that he or she can quickly and easy understand it.
Making Employee Record Keeping Efficient
You want to ensure that your business is not only running seamlessly, but you also have to be sure that you are compliant with all the rules and regulations put in place by the government of Ireland. With the assistance of HR software, you can ensure that the task of employee record keeping is done quickly, efficiently, and securely each and every time.
Digital Records Are Neater
Filing cabinets and boxes full of paper records are time-consuming, messy, and no matter how hard you try, unorganised. Through this method, you are creating more work for your HR team and costing yourself more money in payroll because they are spending so much time sifting through all the documentation. There is also a higher risk for security failures and a higher likelihood of not staying compliant when you can’t find what you’re supposed to be showing inspectors.
When your records are kept in filing cabinets, they are more easily accessible and can easily be stolen or destroyed when a flood, fire, or other natural disaster occurs. Digitally stored employee files are safe no matter what happens. You can access them from wherever you want with the proper identifying information.
Your HR team also can now quickly and easily access whatever information they are looking for instead of spending hours or days looking for something buried in a pile of paperwork. These digital files can quickly be scanned and uploaded to a cloud-style platform so that you can get to them whenever you need to.
Now is the Time to Consider HR Management Software
If you can make a job more manageable for your employees, wouldn’t you want to do that? With HR Management Software, you can. It creates a better work environment and productivity will automatically improve because of it. Your workers won’t get so easily frustrated when they are required to dig up documentation on your employees so that they can prove your business complies with all of the rules and regulations set forward by the officials of Ireland.
All the files of every employee are integrated into one place and easily accessible. Paid time off, performance evaluations, personal data, tax records, and onboarding details are all stored in one convenient, digital, online location.
Maybe you are under the impression that your HR department already has an organisational system in place for accessing employee records. However, even if it’s working right now, it still might not be the best option for your company. Stacks of paper records are not secure and susceptible to damages. HR software keeps all your necessary employee information protected, organised, and ready to be viewed whenever necessary.