Page 17 - 100 - HR Management Manual

The following are the basics of filing and organizing:

1. Tickler File: All execs and owner keeps a Tickler file
of 43 hanging folders with one manila folder inside
each. Twelve are labeled for each month. Thirty-one
are labeled 1 through 31. The front file is todays
number date of the calendar month with the rest of
that month’s number following. After folder #31 is
NEXT month’s folder, followed by the days of THIS
month that have passed. After this. is the rest of the
months with the current month in the back.

You keep information and things you need to
complete on the folder day you plan to complete
them. The future months have the upcoming plans
for the month in the one folder.

Each day you come to work you empty out the current days folder into your inbox tray
kept on your desk and complete things one at a time not putting them off. You move
the empty day’s folder back to behind yesterdays.

If you find you cannot do everything you are probably doing someone else’s job or at
least part of it. You must have happy and competent people you supervise to avoid this.

It is critical that you check your tickler file DAILY and plan appropriately for what day is
best to do what.

2. Employee Files: Employee files are kept in the multi-fold red folders that is kept in the
exec and owner offices. Each employee file has individual tabs for EDM’s,
training/correction/evaluation documents, hiring documents, vacation/misc
forms….basically all documents that are signed.

I9 Binder: These forms must be in a separate file, not in the above binder.

Quizzes on procedures and other references pages used during training are NOT kept in
this binder. The policy sign-off pages ARE kept in the binder. These policy sign-off pages

are the proof the employee has been well-trained, knows what’s expected, and will do
it. The supervisor that did this training and signed the policy sign-off is responsible for
the employee doing it as expected.

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