Personnel records management services from scratch

What is personnel records management?

Any company owner who has been inspected by the State Labour Inspectorate or the Prosecutor’s Office understands that maintaining proper personnel records is far more beneficial than neglecting them or keeping them only partially.

When employment relationships are managed in compliance with the law and HR documents are prepared correctly, employees rarely threaten to file complaints with labour authorities. Poorly maintained personnel records, on the other hand, can result in fines, penalties, and additional financial losses.

Personnel records management is a comprehensive service aimed at documenting and regulating employment relationships from the moment an employee is hired until the termination of employment, and in many cases for decades after the employee leaves the company. It is one of the key services offered by consulting companies in the field of HR administration.

The relationship between an employer and an employee must be properly documented. This requires knowledge, experience, and continuous monitoring of the Labour Code of the Republic of Azerbaijan and other relevant legislation.

As with any specialized field, personnel administration should be entrusted to HR professionals rather than secretaries, accountants, or managers. Even the most advanced HR software cannot fully replace qualified specialists, as such systems are designed only to support professionals who understand labour law and HR processes.

Today, the specialists working within the outsourcing services of Accounting.Az have extensive practical experience in human resources management and employment law.

Despite its complexity, personnel administration is an essential part of every business. We fully understand its importance and are ready to take responsibility for this non-core business function on your behalf. Our services help protect your company from penalties imposed by the State Labour Inspectorate and other regulatory authorities.

You can also contact us for professional advice on accounting, taxation, and HR administration

+994123100929

+994125983798  

Personnel record management is a legal requirement. Improper HR administration can lead not only to financial losses but, in some cases, even to criminal liability.

What is included in personnel records management services?

1. Establishment and maintenance of personnel registration systems

• Registration and tracking of employment record books and inserts;
• Electronic registration of employment contracts, amendments, and supplements in the Labour Relations and Employment Subsystem (EMAS);
• Employee order registration logs;
• Working time registration records;
• Occupational safety instruction registration logs.

2. Personnel administration services

Employment Record Books

• Issuing employment record books for new employees;
• Recording hiring, transfers, and terminations;
• Maintaining movement records of employment books and inserts.

Employment Contracts

• Preparation of standard employment contract templates;
• Drafting contracts for newly hired employees;
• Registration of amendments and supplements;
• Termination procedures;
• Electronic registration of employment-related transactions.

Staffing Structure and Work Schedules

• Preparation and amendment of staffing schedules;
• Electronic registration in EMAS;
• Preparation of shift schedules and rotational work schedules where applicable.

Personnel Orders

• Registration of hiring, transfer, and dismissal orders;
• Registration of sick leave and maternity leave documentation.

Leave Management

• Preparation of annual leave schedules;
• Administration of annual, educational, creative, social, and unpaid leave in accordance with labour legislation;
• Calculation of leave periods;
• Monitoring used and remaining leave balances;
• Preparation of reports related to annual paid leave.

Employee Personal Files

• Collection and registration of employee information upon hiring;
• Calculation of work experience;
• Military service record maintenance;
• Recording leave and other employment-related information.

3. Development of internal HR policies and procedures

• Internal workplace rules and disciplinary policies;
• Employee personal data protection policies;
• Employee compensation and payment regulations;
• Occupational health and safety instructions;
• Job descriptions and responsibilities;
• Standard forms of material liability agreements;
• Templates for employee applications and requests when needed;
• Other internal regulations and policies based on client requirements.

Results of HR outsourcing services

• Proper personnel records management in compliance with the Labour Code of the Republic of Azerbaijan and other applicable legislation;
• Timely registration of hiring, transfers, and terminations, provided the client submits the necessary information on time;
• Protection of employers from claims by employees, labour authorities, and other government agencies.

How much does the service cost?

To receive information about the cost of personnel records management services, simply contact us through the communication method most convenient for you on our website. Our specialists will review your request and provide a preliminary quotation. After that, we can discuss the details together.

We also offer a range of additional HR services, including HR system setup, personnel document audits, and payroll administration services.

+994125983798

+994123100929

+994502258205