HR Document Management Procedure | ADM103

HR Document Management Procedure

The HR Document Management Procedure defines the methods and responsibilities for managing and controlling documents used to provide work direction or set human resources policy. The HR document Management procedure also defines methods for human resource document revisions, approvals, and distributions.

The HR Document Management Procedure applies to all documents required by the accounting management system including documents of both internal and external origin. (8 pages, 1440 words)

HR Document Management Responsibilities:

The Controller is responsible for controlling and reviewing, at least annually, the Accounting Manual, all procedures and instructions related to the Accounting Management System, and all External Documents that are required.

The Office Manager is responsible for maintaining and controlling the Accounting Manual, all procedures and instructions related to the Accounting Management System, and all External Documents that are required.

Department Managers are responsible for ensuring the relevant versions of documents are available at the points of use and that they are legible.

HR Document Management Definitions:

Controlled Document – A document that provides information or direction for performance of work is within the scope of this procedure.  Characteristics of control include such things as Revision Number (letter), Signatures indicating review and approval, and Controlled Distribution.

Document – Information and its supporting medium.  The medium can be paper, magnetic, electronic, optical computer disc, photograph, or sample.

External Document – A document of external origin that provides information or direction for the performance of activities within the scope of the company management system.  Examples include but are not limited to: employee manuals, hiring documents, and personnel forms.

HR Document Management Procedure Activities

• HR Document Distribution
• HR Document Revision
• HR Document
• Temporary HR Changes

HR Document Management Procedure Forms

• Request For HR Document Change (RDC) Form
• HR Document Change Control Form
• HR Document Control Database