Reviewed by HR & Business Communication Experts Updated for 2026 Professional Communication Standards

Personal Files Maintenance

personal files maintenance

Personnel File Maintenance - HR Policy

PURPOSE

To streamline the system of maintaining personal files of employees.

SCOPE

This policy is applicable to all the units of _________ group.

PROCEDURE

There will be a separate personal file for each employee and the documents be prepared as per the check list, will be used for Operator files and for staff.

All personal files of the employees shall be kept in the unit as follows:

All operators files shall be in the charge of HRM Department.

All personal files up to VI shall be under the charge of Unit HRM Department and personal files of level VII & VIII shall be under the charge of SBU Head.

All files and doc. of Level – IX and above will remain with Corporate Human resource management . However, for those, who are reporting to Managing director (MD), the files will be kept with MD’s Office respectfully .

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