How to Create an Employee File

Managing a company’s human resources effectively starts with a well-structured employee file. This file should be up-to-date, relevant to the employee’s role, and well-organized to allow easy access whenever needed. It contains everything from basic personal details to employment records, contracts, and legal documentation that track the employee’s journey within the company.

A well-organized employee file is a key asset for any business. Typically, companies use a chronological filing system, categorizing documents by payroll, certifications, personal information, and employment records. However, digitalizing these files enhances efficiency, making document retrieval faster, optimizing physical storage, and reducing paper waste—a key step toward sustainability.

What Is an Employee File?

An employee file is an essential tool for Human Resources, helping companies track an employee’s history from hiring to termination.

Having a structured, chronological system is crucial to ensure easy access to legal documentation and employment records, which support decision-making and compliance.

An employee file compiles all important documentation for each employee, from their first day on the job to their exit from the company.

With a well-maintained employee file, businesses can:
✔️ Understand employee skills and competencies, optimizing workforce productivity.
✔️ Ensure compliance with Mexican labor laws to prevent legal risks.
✔️ Facilitate audits and inspections, avoiding penalties and operational disruptions.

Why Do Companies Need an Employee File?

The employee file serves multiple functions that are crucial for any company:

✅ Easy access to employee information – A well-structured file ensures any department can quickly find relevant documents.
✅ Legal protection – It contains administrative and legal records that help prevent legal issues with current or former employees.
✅ Informed decision-making – Whether promoting an employee or granting a salary increase, this file provides key insights to support HR and management decisions.

Is an Employee File Legally Required in Mexico?

While Mexican labor law does not explicitly require companies to maintain an employee file in all cases, Article 784 of the Federal Labor Law states that employers must keep certain employment documents on record.

Article 784: The court will exempt the worker from the burden of proof when the employer can provide the necessary documentation. If requested by the worker or deemed necessary, the court may require the employer to present employment records. Failure to do so may result in a presumption in favor of the worker’s claims.

Employers must provide proof for:
🔹 Employee’s hiring date and seniority
🔹 Attendance and leave records
🔹 Reason for termination
🔹 Existence of an employment contract
🔹 Work schedules and overtime hours
🔹 Salary payments, bonuses, and benefits
🔹 Compliance with tax and social security obligations

Additionally, the law does not exempt the employer from proving their claims, even if documents are lost or destroyed.

What Documents Should Be Included?

Initial Documentation:

• Valid official ID (passport, driver’s license, or national ID)
• CURP (Unique Population Registry Code – Mexico-specific)
• Birth certificate
• RFC (Federal Taxpayer Registry – Mexico-specific)
• Social Security Number (IMSS)
• Proof of address
• Resume (CV)
• Academic certificates
• Criminal record certificate (if required)
• INFONAVIT deduction notice (if applicable)
• Recommendation letters
• Job application form
• Employment contract (training, fixed-term, or indefinite)
• Acknowledgment of company policies, internal regulations, and code of ethics

Ongoing Documentation:

• Payroll receipts
• Bonus and holiday payments
• Vacation requests and payment records
• Profit-sharing payments (PTU)
• Changes to employment terms (salary adjustments, promotions, etc.)
• Medical leave certificates
• Workplace accident reports
• Training and certification records (DC-3)
• Disability rulings
• Termination notices
• Administrative reports

The Digital Employee File: A Smarter Solution

A digital employee file is the modern alternative to traditional paper records. Instead of dealing with bulky filing cabinets and manual searches, companies can transition to a fully digital, cloud-based system for managing employee documents.

Benefits of a Digital Employee File:

🚀 Instant access to employee records anytime, anywhere.
📁 Secure cloud storage prevents data loss and ensures compliance.
✅ Easier HR audits by keeping all records properly organized and accessible.
🌍 Eco-friendly approach, reducing paper waste and improving sustainability.

Ready to Digitalize Your Employee File?

If you’re looking to streamline your HR processes and ensure full compliance with Mexican labor regulations, Sora’s Digital Employee File offers a fully automated solution to manage, store, and track employee records effortlessly.

📩 Leave us your contact details, and our team will help you get started!