Seek Advice Regarding Personal Documents Of Old Employees

Dear All,
I have just joined this company, where I found that we don't have any certificates or records of our old employees, like educational, technical certificates or documents like Address Proof, ID proof, Birth Proof. Their personal files include only photo or single bio data. What you seniors thinks should I ask for those documents, if yes then why? what importance does it have? need your opinion.
Regards,
Bhavna.

Hi Bhavna,

The problem that you are facing with I had also face the same during my last assignment. The steps that i took were-

1. Preparation of a checklist in an Excel sheet which contains all the name of documents required for a personal file

2. Go though will all the personal files and put a mark in the checklist which document are present and which are missing.

3. Now you have a checklist with details that whose file missing which doc

4. Now get a printout of the same and consult every of them during convenience time to talk with them. And inform them what document they have to come with and specify a time period.

5. Other thing you can do is after preparing the checklist put a notice on the board that some documents are missing from the personal files of employees, all are required to consult with HR department to confirm the same and specify a time interval when you will be there to work on this issue. Then you may confirm the staus of them from the checklist and ask them to deposit the same as earliest possible.

I did the same practice and i got success to collect the documents.

Hope you will also get the success.

Waiting for your reply over the same.

Regards,

Amit Seth. [Login to view]

Hi Amit!
Greetings!
Thanx! Well bt I have one more question, the employees I am talking about are working since last 10-15 years, as a new joinee If suddenly I'll ask them for the documents, You could imagine their reactions. Thats why Is it realy that important to collect the docs?
Regards,
Bhavna.

Bhavna - i completely agree with Amit. Please do that excercise and you should not be worried about older employees' reactions because:
1 - You're bringing discipline to a chaotic workplace
2 - You'll be commended for doing a good job... which you should be!
Like both of you, I've been thru the same myself... I have nagged all and sundry into submitting all the required documents :)

Hi Bhavna,
Yes, thats true.. because it was the same case with me.. that i had to ask for the documents even with old employess. But i did the same and was appreciated too for taking such a disciplined action. You just go ahead with the same definitely you will get a good response from them.
Regards,
Amit Seth.