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Cleaning Up Employee Files
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I am a new HRM at a company that has not had an HR person for over a year, and I am going through all employee files are complete and legal. I have found that several employees never filled out em
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Cleaning Up Employee Files

posted at 10/16/2009 9:09 AM EDT
Posts: 14
First: 10/16/2009
Last: 6/21/2010
I am a new HRM at a company that has not had an HR person for over a year, and I am going through all employee files are complete and legal.

I have found that several employees never filled out employment applications when they were hired (since there was no HR person to make sure this happened). Is it ok to ask employees to fill out applications so their files are complete, even when they have been working here for several months?
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Cleaning Up Employee Files

posted at 10/16/2009 11:07 AM EDT
Posts: 3870
First: 2/12/2002
Last: 11/2/2009
Other than to have one in the file, what would be the point of that?
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Cleaning Up Employee Files

posted at 10/16/2009 1:51 PM EDT
Posts: 464
First: 6/30/2004
Last: 11/22/2010
Nork asked the right questions.

To piggyback onto that thought, the only benefit I see is if you require some sort of criminal background check and the employment app is the place you get permission.

If you need this and have not done it, then you need to correct all of that, but at this point, you would not necessarily need an employment app to start that process.
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Cleaning Up Employee Files

posted at 10/20/2009 3:47 AM EDT
Posts: 14
First: 10/16/2009
Last: 6/21/2010
Thanks for your input. Background checks have been run on all employees, so that is already complete. I didn't think I needed applications for any legal reasons, but just wanted to get other thought. Thanks!
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Cleaning Up Employee Files

posted at 10/20/2009 4:02 AM EDT
Posts: 155
First: 8/24/2009
Last: 2/9/2010
Depending upon your industry complete applications on all active employees may be a requirement for licensure, accreditation or certification. Aside from that I can see no value in retroactively obtaining them.
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Cleaning Up Employee Files

posted at 10/20/2009 6:31 AM EDT
Posts: 410
First: 1/26/2006
Last: 11/15/2010
Hi:
Just an observation on one comment--note, it is illegal to procure authorization to conduct a background check via an employment application. Such authorization needs to be on a stand alone document.

Dave Arnold, Ph.D., J.D.
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Cleaning Up Employee Files

posted at 10/20/2009 6:36 AM EDT
Posts: 14
First: 10/16/2009
Last: 6/21/2010
We have all of the standalone background check authorization documents for all employees, just not the applications, so I think we are in good shape. Thanks again!
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Forums » Topic Forums » General Forum » Cleaning Up Employee Files

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