Create digital employee records for your staff

Space and time are two of the elements most commonly used in the HR departments of any company. To collect signatures, deliver notices, store documents, and keep each employee's labor files in order, it is essential that an entire team focuses on this and also requires physical resources such as filing cabinets and warehouses. However, although it is a tedious and time-consuming task, its execution is essential for the functioning of the team and the company itself.

What is an employee file?

When we talk about an employee file, we refer to all the documents that a company must have for a worker. These range from the curriculum vitae, educational degrees, and letters of recommendation that the employee sends during the recruitment process to pay slips, vacation permits, insurance, and company notices signed by employees while working at a company.

The purpose of employee files is to have a labor record of each employee in the company, and they are usually ordered chronologically, meaning that documents corresponding to recruitment are filed first, followed by those delivered while they are part of the team, and finally, if applicable, those that are part of their departure. It is important to keep these records because, in addition to having them on hand when required by the employee, it helps you demonstrate that the company complies with all legal requirements regarding hiring, payments, insurance, and more.

But if that is the employee file, then...

What is a digital employee file?

It can be said that the digital employee file is the evolution of the employee file, that is, it is the way to free yourself from physical filing cabinets and manual document searches to renew your company and bring it into the digital world. 

A company with a digital employee file has its employees' files properly loaded, sorted, and backed up in the cloud, which facilitates their management, administration, and availability.

What kind of documents are included in employee files?

As we mentioned above, employee files contain different types of documents, so different groupings are used to have better control over the paperwork. Within Sora's employee file, we identify five sections:

1. Personal
   
   

   Social Security Affiliation
   Proof of Address
   RFC Certificate
   CURP
   Official ID
   Professional Degree

2. Recruitment
   
   

   Recommendation Letter
   CV
   Job Offer
   Psychometric Tests
   Job Application

3. Employment
   
   

   Proof of equipment delivery
   Certificates of employment
   Employment contract
   Equipment returns
   Severance pay
   Medical leave / Disability
   NDA
   Nom 035
   Policies / Regulations
   Loans
   Employer substitution
   Vacation and permits
   Resignation letter

4. Sora
   Onboarding
   
   

5. Others
   
   

   Criminal record background check
   Medical certificate
   Tax status

Why is the employee file important?

In the first instance, we can say that it is a tool that allows you to know and manage all the movements made by the personnel in your company, such as permits to be absent and vacations. But those are not the only reasons why it is important to have an employee file; we also have that:

1. It helps you have a database with your employees' job references, so you can have better control over those who are active and those who are no longer working at your company.

2. You have easy access to information, as you can find the info with a couple of clicks, as well as download it and send it to your lawyers or private institutions if necessary.

3. It is a tool to improve the data management of each employee, which helps your HR department save time in processes.

4. It prevents legal complications because you will be prepared with all the necessary documentation in these cases.

5. It helps you make decisions regarding employees, whether it's a raise, a termination, or a new hire.

At Sora, we have created a digital employee file that helps companies collect signatures quickly and easily, as well as organize all their company documents in the cloud. In addition, we offer them full technological and legal backup to prevent any situation that may arise. If you and your company are ready to streamline HR department processes, schedule a demo with us below.