1.3.07 Personnel file Estimated reading: 2 minutes 691 views Authors Download the process instruction as PDFDownload Purpose and goal Definition of the scope, organisation, management and archiving of personnel documents. As part of the personnel file, documentation should be kept for each employee in which the activities, training, familiarisation, external and internal further training, special experiences etc. carried out in the course of employment are collected. Certificates and certificates of attendance should be filed here. The personnel file also serves as the basis for the employee's career planning Area of application Hospital staff Structure of the personnel file A personnel file is created for each employee, which is identified by surname, first name and date of birth. As a minimum, the following must be documented in it: Curriculum vitae Course of schooling with type of qualification Vocational training with type of qualification Professional activity Further education and training Attendance at conferences, training events and courses Instruction on health and safety regulations Certificates of health examinations 'Personal Records' (proof of introduction to particularly quality-relevant activities, described on-the-job training, tasks taken on in the company, special qualifications) The documents can be divided into a personal (confidential) part and a part with quality-relevant data. The employee must declare that he/she agrees to the disclosure of at least the data collected in the quality-relevant part. Example of the structure of a personnel file: Personal data Name, address, date of birth, telephone number) Application documents Cover letter, CV, references etc.) Labour contract Supplementary agreements Staff appraisals Holiday pay Granting of educational leave Special leave Sick notes Pay slips Proof of payment of social security contributions Receipts for special payments Travel expense reports Quality-relevant part Job description Certificates of further training Development within the company Assumption of special tasks, special qualification, Training on the job, etc.) Proof of instruction on health and safety regulations Documentation Personnel data on qualifications and further training Form for the documentation of further training: Appendix 2 Declaration of consent for inspection by auditors Index of files kept Resources Room size depends on the number of files Lockable cabinet for each HR administrator Responsibility Who is responsible for creating and maintaining personnel files? Notes and comments It needs to be clarified how apprentices, trainees (school, college, university) and employees with temporary contracts are handled in this system. Applicable documents Literature, regulations Terms Attachments Health examinationDownload Training programmeDownload Instruction on health and safety regulationsDownload BriefingsDownload On-the-job training and special activitiesDownload 1.3 Employees - Previous 1.3.06 Further training: planning, implementation Next - 1.3 Employees 1.3.08 Familiarisation concepts
