An effective HR records management strategy is critical for achieving HR compliance and preparing for audits, litigation, internal reviews, and external requests. It also empowers the leadership teams with data to drive better decision-making. HR records management involves managing the entire lifecycle of employee records to ensure proper storage, control, access, and timely disposal of obsolete records.

Course Objectives

By the end of this training, learners will be able to:

• Understand HR Record Management fundamentals including types of records and their importance in HR operations.
• Gain knowledge of relevant labor laws and regulations to maintain compliant HR records.
• Develop secure record-keeping practices
• Streamline HR Documentation processes to optimize and simplify the handling, organizing, and updating of employee records.
• Utilize Technology for efficient record management through effective use of HR management systems (HRMS).
• Enhance Decision-Making through Accurate record management

Who should attend?

This course is ideal for individuals at all levels of HR, and anyone transitioning into HR roles who seeks foundational knowledge of effective HR records management.

Course Duration

Classroom     5 Days

Online            7 Days

Course Outlne

Introduction to HR Records Management

• Overview of HR records and their importance.
• Legal and regulatory requirements governing HR records management.
• Benefits of effective HR records management for organizations.

Core HR Processes

• Employee data management: Organizational management, employee profiles, and data maintenance
• Time and attendance management: Time tracking, absence management, and scheduling
• Payroll integration and management

Types of HR Records

• Employee files: contents, organization, and maintenance.
• Payroll records: components, retention periods, and confidentiality.
• Benefits records: enrollment forms, beneficiary designations, and compliance.
• Performance evaluations: importance, documentation, and retention.

Records Retention Policies and Practices

• Developing and implementing records retention policies.
• Understanding retention periods for different types of HR records.
• Proper disposal methods for expired records (e.g., shredding, digital deletion).

Data Accuracy, Confidentiality, and Security

• Ensuring accuracy and completeness of HR records.
• Safeguarding sensitive employee information.
• Best practices for data security and confidentiality.

HR Management Systems

• Introduction to Electronic Records Management Systems (ERMS).
• Benefits and features of ERMS for HR records management.
• Implementing and managing ERMS effectively.

Principles of Organizing Human Resource Records

• Confidentiality and Security
• Consistency and Standardization
• Accessibility and Usability

Legal and Ethical Considerations

• Understanding employee privacy rights.
• Handling requests for access to HR records.
• Compliance with legal requirements regarding data protection and privacy.

Auditing and Compliance Monitoring

• Conducting regular audits of HR records.
• Identifying areas of non-compliance and implementing corrective measures.
• Ensuring alignment with industry standards and best practices.

Key Notes

• This course will be delivered by our seasoned trainers, who have extensive experience as expert professionals in Human Resources and Records Management.
• Upon completion of the course, participants will be issued with a certificate
• Training manuals and additional reference materials are provided to the participants
• This course can be tailor-made to meet organization-wide needs.