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SOP for Personal File

Standard Operating Procedure for preparation of employee personal file

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Mulugeta Gebremedhin
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43 views4 pages

SOP for Personal File

Standard Operating Procedure for preparation of employee personal file

Uploaded by

Mulugeta Gebremedhin
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 4

GODA BOTTLE AND GLASS S.

TITLE: SOP FOR DOCUMENTATION OF EMPLOYEES PERSONAL FILE


PAGE 1 of 4
DOCUMENT NO: GBG/HR/SOP/001/03 NEXT REVISION DATE:
SUPERSEDE: Nill EFFECTIVE DATE: See Authorization Signatory date DEPARTMENT:
HRD

1.0. OBJECTIVE
To lay down procedures for efficient operation and traceability of documents and to maintain
full and clear information of the employee in their personal file.
2.0. SCOPE
This SOP is applicable to all employees of Goda Bottle & Glass S.C to file documents in their
personal file.
3.0. RESPONSIBILITY
HRM Division Heads, HRM Officer(s), Archive and documentation worker, personnel clerk,
should comply with the personal file Procedure and ensure that only relevant data is maintained
and is kept accurate and up to date in chronological ways.
4.0. ACCOUNTIBILITY
HRD Manager
5.0. PROCEDURE
5.1. PRECAUTIONS
5.1.1. Maintain files in locked file cabinets
5.1.2. Ensure access to file cabinet keys is managed securely
5.1.3. Only employees designated by the HRD manager should be allowed access
5.1.4. Ensure contents are not visible to others when reviewing the file
5.1.5. One personal file for each employee- Where an existing or past employee applies for a new post
HRM should locate and retrieve their existing/previous personal file where it is still available.

INITIATED BY VERIFIED APPROVED BY


Name Mulugeta G/medhin Hadush Birhane Abera Desta
Designation HRD & Admin. Manager D/Plant Manager General Manager
Sign.

Date
GODA BOTTLE AND GLASS S.C

TITLE: SOP FOR DOCUMENTATION OF EMPLOYEES PERSONAL FILE


PAGE 2 of 4
DOCUMENT NO: GBG/HR/SOP/001/03 NEXT REVISION DATE:
SUPERSEDE: Nill EFFECTIVE DATE: See Authorization Signatory date DEPARTMENT:
HRD

5.2. PROCEDURE
5.2.1. HRM officer opens new file by the result of announcement and suggestion of recruitment
committee.
5.2.2. HRM officer compiles/ files supporting documents like vacancy announcement, application
letter, and minutes of recruitment & promotion committee, results of medical examination
/certificate, police clearance, letter of resignation from his / her previous employer or work
experience and educational testimony.
5.2.3. After the autobiography (personal history) form is filled by the new employee, HRM officer
files it on the personal file.
5.2.4. HRM officer files initial letter of employment (probation) by attaching the job description and
employment contract letter, and distribute the copies.
5.2.5. After the Induction and orientation, HRM files orientation checklist form.
5.2.6. HRM files identification card requesting form by attaching passport size photograph
5.2.7. After the employee worked for the probationary period, HRM files the probationary
period rating report.
5.2.8. HRM files letter of confirmation to a permanent status, after getting the
recommendation for confirmation upon successful completion of the probation period.
5.2.9. HRM attaches employee file following up sheet on the personal file holder.
5.2.10. HRM files all documents of the employee like letters of new placement /promotion,
salary change, and others.
5.2.11. HRM attaches resignation letter notified by employees.
5.2.12. HRM files, acceptance letter of resignation that states the date of termination of the
employee with the company
5.2.13. HRM files, copies of letters of termination payment order to the employee, who is
terminating, by attaching the clearance form

INITIATED BY VERIFIED APPROVED BY


Name Mulugeta G/medhin Hadush Birhane Abera Desta
Designation HRD & Admin. Manager D/Plant Manager General Manager
Sign.

Date
GODA BOTTLE AND GLASS S.C

TITLE: SOP FOR DOCUMENTATION OF EMPLOYEES PERSONAL FILE


PAGE 3 of 4
DOCUMENT NO: GBG/HR/SOP/001/03 NEXT REVISION DATE:
SUPERSEDE: Nill EFFECTIVE DATE: See Authorization Signatory date DEPARTMENT:
HRD

5.2.14. HRM files, release certificate of the employee for the service he/she has rendered to the
company.
6.0. RECORDS
6.1. Master file of employees (Automated recorded).
6.2. Employee file follow up form
7.0. ANNEXURE (S)

Annexure Details / Title of Annexure No. of Pages


No.
I Interviewing Form 1of 1
II Items Covered in induction form 1of 1
III Appointment letter /probation 3 of 3
IV Probationary period rating report form 1of 1
V Confirmation Letter 1of 1
VI Identification card request form 1of 1
VII Personal history form 1of 1
VIII Termination pay form 1of 1
IX Release certificate 1of 1
X Transfer letter 1of 1
XI Promotion Letter 1of 1
XII Medical Check UP 1of 1

INITIATED BY VERIFIED APPROVED BY


Name Mulugeta G/medhin Hadush Birhane Abera Desta
Designation HRD & Admin. Manager D/Plant Manager General Manager
Sign.

Date
GODA BOTTLE AND GLASS S.C

TITLE: SOP FOR DOCUMENTATION OF EMPLOYEES PERSONAL FILE


PAGE 4 of 4
DOCUMENT NO: GBG/HR/SOP/001/03 NEXT REVISION DATE:
SUPERSEDE: Nill EFFECTIVE DATE: See Authorization Signatory date DEPARTMENT:
HRD

8.0. ABBREVIATIONS
SHORT FORM LONG FORM
SOP Standard Operating Procedure
GBG Goda Bottle and Glass S.C
HRM Human Resource Management
HRD Human Resource Development and Administration
9.0. REVISION HISTORY

S.No Details of Revision Revised by Reasons for Revision

1. New -

10.0. DISTRIBUTION
10.1. General Manager
10.2. HRD

INITIATED BY VERIFIED APPROVED BY


Name Mulugeta G/medhin Hadush Birhane Abera Desta
Designation HRD & Admin. Manager D/Plant Manager General Manager
Sign.

Date

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