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Revealed: Five HR documents you must keep to comply with the BCEA

by , 20 December 2013
You must keep all your HR documents for the correct period of time. If you don't, you could face hefty fines for non-compliance. Are you willing to take that risk? Read on to discover the five documents you must keep to comply with the Basic Conditions of Employment Act (BCEA).

In today's work environment, you're undoubtedly storing more and more of your business information in an electronic format.

Make sure you're keeping your records for the correct period of time.

Let's take a look at the five HR documents you must keep to comply with the BCEA and how to store them correctly electronically.

The BCEA requires you to store these five HR documents for a period of three years

  1. Written particulars of your employee after termination of employment.
  2. Employee's name and occupation
  3. Time worked by each employee
  4. Remuneration paid to each employee
  5. Date of birth of any employee under 18 years of age

Here's how to set-up an electronic record keeping system that's in line with the BCEA

The Practical Guide to Human Resources Management says your electronic record keeping systems should mimic your paper record system.

This means, you must store all documents in a logical order that'll allow you to retrieve them easily.

Make sure your HR electronic storage system keeps your individual employees' information private.

Use your computer subdirectories to design your electronic storage system.

Remember, your employees are entitled to see what's being kept in their personnel file.

Make sure your electronic records are kept separate from any other employee's records. Check these e-files at regular intervals and remove any records that aren't legally compliant (for example, expired disciplinary warnings).

Failure to keep these documents for three years will result in harsh penalties. So make sure you comply with the BCEA.

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