Maintaining personnel records

Why is it important to keep personnel records correctly?

Personnel records are the foundation of stable and transparent labor relations in a company. Incorrect or formal treatment of personnel documentation often leads to fines, labor disputes, and difficulties during inspections. By contacting ProfSolutions, you get:

• legally correct preparation of personnel documents;
• confidence in compliance with legal requirements;
• reducing the risks of financial and administrative liability;
• a clear system of working with personnel;
• order in documents and clear internal regulations.

HR accounting from scratch is especially important when a business is just starting out or hiring employees for the first time.

Who is the HR administration service from ProfSolutions suitable for?

We work with clients of various scales and formats, so our service is suitable for:

• small, medium, and large businesses;
• individual entrepreneurs with employees (personnel records in individual entrepreneurs);
• companies that start a business from scratch;
• businesses without an internal HR specialist or personnel officer;
• companies preparing for an audit or requiring a personnel audit.

If you need personnel administration at your company or full support for working with personnel, the ProfSolutions team is ready to take care of it.

Stages of providing personnel administration services

1. Analysis of the situation at the enterprise

We start by analyzing the current status of personnel records: we check documents, orders, personal files, workbooks, staffing lists, and compliance of documentation with legal requirements.

2. Formation and restoration of personnel documentation

ProfSolutions specialists form a complete package of personnel documents or bring existing ones into compliance: instructions, regulations, provisions, internal rules of labor discipline.

3. Maintaining orders, personal files, and workbooks

We take on the processing of orders for hiring, transferring, and dismissing employees, maintaining personal files and keeping records of work books, including in electronic format.

4. Development of staffing list

We prepare or adjust the staffing list in accordance with the business structure, number of personnel, and actual needs of the company.

5. Support of inspections and personnel audit

ProfSolutions supports inspections by regulatory authorities, conducts personnel audits, identifies risks, and helps eliminate them before problems arise.

Typical errors in personnel records management

In practice, we often encounter the following errors:

• lack of orders or signatures of responsible persons;
• incorrect registration of personal files;
• missing or outdated staff list;
• violation of procedures for hiring and firing employees;
• non-compliance of documents with current legislation;
• lack of internal instructions and regulations.

That is why clients trust ProfSolutions with their HR management to avoid such risks.

Consequences of incorrect personnel records

Violations in personnel accounting can lead to:

• fines and financial sanctions;
• labor disputes and lawsuits;
• problems during inspections;
• additional tax assessments and mandatory contributions;
• loss of business reputation.

We help businesses operate legally and systematically.

Cost of HR administration services at ProfSolutions

As part of the HR administration service, the ProfSolutions team provides full support for key HR processes necessary for stable and legal work with personnel. The service includes:

• registration of hiring and firing employees;
• preparation and maintenance of orders and personal cards;
• timesheeting;
• formation of vacation schedules and keeping vacation records;
• processing sick leave in accordance with current regulatory requirements.

The cost of maintaining personnel records starts from UAH 5,000. The final price depends on the number of employees, the specifics of the business activity, and the volume of personnel transactions.

How to order a service from Professional Solutions?

Contact Professional Solutions via the website request form or by phone. Our specialist will provide a consultation, clarify your business needs, and offer the most suitable service format. After the terms are approved, our team will promptly start working on your request.