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Employee Databases

What information should the employee’s record have

Discover all the information that should be included in an employee's file and understand its specific purpose. Keep reading.

consultor

Isabel García

HR Consultant

employee's record

16 of April, 2025

Keeping a record of each employee’s information might seem like a simple task, especially for small and medium-sized businesses. However, as the workforce expands, this task becomes more challenging. Fortunately, we can generate a personalized employee file for each worker in the company. This turns out to be a very useful and necessary resource for the company’s document management.

If you’re someone who likes to have all employee information organized and centralized in the employee database, then Sesame is your ideal software solution. Thanks to the use of an adequate human resources database, all information about your company’s employees will be well stored and available when you need it. You can access it remotely from any device with an internet connection. Learn more about this topic below.

What is an employee file?

As the name suggests, an employee file includes a variety of important documents and data about the employee. This information is important not only during the employee’s tenure with the company but also can be useful after their departure.

Thus, an employee file helps us to properly record and update all employees’ data. It may also be beneficial to store these data in a central HR database that can accommodate information in various formats.

What are these files used for?

Generally, the human resources department is responsible for creating these types of documents. The main goal of the employee file is to create a database with all collected references regarding the information of both current employees and recent hires. In addition, these files are very useful when additional documentation needs to be completed, sent to an institution, or when an unexpected event occurs.

Another benefit of employee files is that they serve as a tool containing employee contact information. Currently, it is possible to connect the employee’s file with other documentation. So, all information related to an employee will be organized, centralized and available in one file.

In conclusion, an employee file enhances the company’s productive process and its decision-making. Time is optimized better, no procedures are left pending due to its elaboration, and any information or data can be reviewed instantly.

Information an employee file should contain

Keeping a record of all the information for each employee allows better control over tasks, training, functions, and so on. Next, you will get to know the information an employee file contains:

Personal information of the employee

The employee file should contain all personal data of the employee and any information related to the job they occupy within the company. In this regard, their position, area and other necessary indications should be specified.

  • Identity Number (DNI or NIE).
  • First name and last name.
  • Date of birth.
  • Phone number.
  • Postal address.
  • Email address.
  • Social Security number.
  • Remarks.
  • Company position / functions / work area.

Academic and professional information of the employee

This type of file is mostly used to record all academic and work information of the employee. This information will be filled in over time, as it is possible that employees may attend courses, workshops or conferences during their working relationship with the organization.

  • Academic education: relates to all studies completed up to date (university degree, master’s degree, vocational training, etc.).
  • Courses and workshops: both those training courses done during work hours as indicated by the company, as well as others done voluntarily by the employee.

Emergency contact information

It’s essential to have the contact details of a person who can take responsibility for the employee in the event of an accident.

  • Contact phone number.
  • Personal data.
  • Relationship level.

If you need to have an established and well-organized employee file, you should utilize the services offered by Sesame. A digital tool that has a human resources software specialized in human resources management system which you can use to optimize many management tasks in your company.

Iris Serrador

Iris Serrador

People Partner | LinkedIn | | Web | +post

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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