HR documents

These are the employment records for human resources management and how you can manage them with a digital tool.

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HR New Employee

Use Lumiform's free HR New Employee Checklist to make onboarding and hiring super easy. Quickly capture the employee's background and have easy access.

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Comprehensive New Employee Checklist

This is a comprehensive checklist to facilitate the entry process for employees.

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Employee File Checklist

Use this checklist to keep an eye on whether all documents are available in a personnel file.

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Staff Induction Checklist

Employees’ awareness of safety regulations is as important as keeping your workplace safe. Use staff induction checklist to verify safety rules, policies, responsibilities, rights, and benefits are thoroughly explained during induction. Use Lumiform to record data of each employee that have undergone safety induction.

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What are the necessary HR documents?


HR documents are used by a company's HR team and organization to manage their day-to-day tasks. They serve to record all processes related to their activities, to ensure that all regulations are met and to access any employee documents simply and effectively.



We will now talk about the following topics:


1. 9 documents required for human resources management


2. A mobile solution for your retention of hr records



9 documents required for human resources management



Below are the necessary documents for human resources management in a company or organization and how you can work with a human resources template.


  1. Job descriptions - The functions of each job must be clearly described, both for the company and for the employees themselves.

  2. Employment Contract - All employment contracts for all employees need to be filed. With the signature of both parties as well as the rights and responsibilities of the worker and the employer.

  3. Hiring Process Documents - Details all steps of the hiring process, such as interviews, selection criteria, personal or video call meetings, induction process, and onboarding.

    • Job offer letter
    • Job Description
    • Employment contract
    • Candidate evaluation form
    • Verification of references

  4. Employee Handbook - It is very important as it summarizes the company's procedures and policies as well as the tasks and behavior expected of the new employee. It is usually delivered on the first day of incorporation.

  5. Salary breakdown - One of the necessary documents for human resource management and consists of providing a document with all the information about deductions in the salary of employees, such as for health insurance or unemployment insurance.

  6. Employee induction process - The onboarding procedure needs a lot of important HR documents for the efficient onboarding process, here are some of the documents related to onboarding employees,


    • Onboarding checklist
    • New employee induction
    • Email to announce the new employee
    • Welcome email
    • New hires checklist
    • Email of the job offer
    • Checklist of company policies for new hires

  7. Employee management and record keeping - It is very important that the HR team records all human resources documents in an organized and accessible manner. With a digital tool like Lumiform, all processes are automatically registered in the cloud so that they can be accessed at any time and easily.

  8. Exit process - It is a specific procedure to ensure that the employee exits correctly and without skipping any of the essential steps.

  9. Below are important HR documents regarding the exit process,


    • Exit formalities
    • Letter of resignation
    • Pre-departure meeting


    Lumiform: A mobile solution for your retention of hr records


    Digitize your paperwork and record keeping, and automatically store all audit manager reports online for easy access anytime, anywhere. Get instant notification of security breaches through chat or push messages from your colleagues so your staff can prevent accidents. Improve workplace safety with Lumiform and add another layer of safety to your business:


    Additional advantages of the digital application are:


  10. Generate real-time data via internal processes. This makes quality and security measurable and you can use the data to continuously optimize processes.

  11. Get an overview of everything that's going on on-site.

  12. Reports are created automatically - this saves the complete postprocessing.

  13. Increase the efficiency of your internal processes: Through more efficient communication within the team, with third parties and with management, as well as faster incident reporting, you solve incidents up to 4x faster than before.

  14. Using the super intuitive mobile application, you and your teammates can perform any check in the field with ease and save time.

  15. Save time by analyzing all data more easily and identifying areas that need your attention more quickly.

  16. Continuous improvement of quality and safety: With the flexible checklist construction kit you can constantly optimize internal tests and processes. Since Lumiform guides the examiner through the exam, there is no need for training.