Why every employee must audit their personal HR file occasionally before it’s too late

By Charles MANUEL-KORBLAH

In the world of Human Resources, documentation is everything. It tells the story of your employment journey—your entry, your growth, your accolades, and ultimately, your exit. Yet, countless professionals ignore the importance of routinely auditing their personal files until it’s too late.

One growing trend in HR offices across Ghana and beyond is the unfortunate disconnect between past employment records and future reference checks. More and more, we are hearing stories of employees returning for verification letters, employment history validation, or professional references, only to be met with a blank stare and a shocking response: “We have no such information on file.”

This article delves into the critical need for employees to take ownership of their employment records, ensuring that material facts are accurately captured and safely stored on their personal HR files.

The growing gap in HR documentation

HR departments are tasked with managing data on hundreds if not thousands of employees. Despite best practices, organizational changes, restructuring, digital transitions, or even simple human error can result in lost or incomplete records. A recent informal survey conducted by a Ghanaian HR consultancy found that almost 38percent of former employees returning for employment verification had at least one missing or incomplete document on their personnel file. These included missing promotion letters, absence of formal resignation or termination documents, and unrecorded training certificates.

This oversight can have significant consequences.

Why you should care

Here are five reasons why every employee, regardless of rank, must audit their HR file annually:

1. Future reference checks – Whether you are applying for a new job, seeking a government appointment, or applying for a visa, HR departments and embassies will need to verify your employment history. If the records are incomplete or your designation was never officially updated, you may lose out on major opportunities.
2. Promotion and pay justification – When it is time for promotion or salary negotiations, incomplete records could hurt your case. If HR has no record of your additional duties, training, or certifications, you may be overlooked despite your hard work.
3. Pension and end-of-service benefits – Your time with an organization should be properly documented to ensure accurate computation of pensions, gratuities, and other terminal benefits. Missing documents could delay or reduce your entitlements.
4. Legal and compliance protection – If disputes arise regarding your tenure, disciplinary actions, or claims of wrongful dismissal, a complete and up-to-date personal file becomes your first line of defense.
5. Peace of mind – Knowing your file reflects the true record of your contributions allows you to leave any organization on your own terms with full confidence that your legacy is intact.

What to look out for in your HR file

When you request to audit your file, ensure the following documents are present:

• Employment letter and contract (including updates or addendums)
• Promotion letters or role change memos
• Performance appraisals
• Training and certification records
• Letters of commendation or awards
• Disciplinary letters (if any, for completeness)
• Leave records
• Salary history
• Resignation or termination acceptance letter

How to audit your file effectively

1. Schedule a formal request with HR and state your intention to review your personal file.
2. Cross-check the contents against your own records—emails, payslips, and certificates.
3. Submit missing documents or request HR to retrieve them from digital records or supervisors.
4. Request a confirmation letter summarizing your service and updated HR profile.

A call to HR professionals

While this article primarily speaks to employees, it also serves as a reminder to HR departments to maintain a strong records management policy. Transitioning to digital HR systems, conducting routine audits, and ensuring documents are scanned and filed properly can save the organization from future legal and operational risks.

Final thoughts

In a world of increasing job mobility and background checks, your personal HR file is your professional passport. Create one yourself too! Do not leave it to chance. Take proactive steps to ensure it reflects your true journey and accomplishments. The cost of ignoring this is not just bureaucratic—it can be career-defining.

Audit your file. Secure your legacy

 

 

>>>the writer is a Professional HR and Workplace Culture Advocate with over a decade (10 ) of experience in Corporate Practice. Holding an MBA in Human Resources Management from the University of Ghana Business School and affiliate Member of the Association of Certified HRs Ghana (ACHR). He excels in Corporate HR practices, Executive Management and Information Management. Contact: Email: [email protected] / [email protected]

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