Out of the almirah
Start with active employees, not the whole history. For each person, scan what exists and upload it, then list what is missing. Staff can upload their own missing documents from the app, and the required-document checklist shows each person what is still pending. Within a month the file is complete for everyone still working, and the old papers can go into storage for reference.
The minimum file for every employee
Relatives on the payroll need exactly the same file. It is tempting to skip it for family, but salaries paid to relatives are often the first thing an auditor or tax officer asks about, and a complete file answers the question before it becomes a problem.
- Aadhaar and PAN
- Bank account proof
- Signed appointment letter
- PF and ESI numbers and nominee forms
- Education or trade certificates where relevant
- Driving licence for drivers, with its expiry date
Documents with expiry dates
Driving licences for drivers, medical fitness certificates for food handlers in a sweet shop or restaurant, and trade licences for electricians all expire. Record the expiry date when you upload each one, and check the document reports once a month. A driver on an expired licence becomes a serious problem for the business on the day there is an accident.
Who sees salaries and bank details
In a small business, the accountant, the owner and some family members see everything, and staff often guess the rest. Use role-based access: the owner as Company Head, the accountant as Payroll Admin, and supervisors as managers who see their team's attendance and leave but not salaries or bank details. Files sit in secure storage, and each download link works only for a limited time.
How to set it up in ZeniaHR
- Set the required document checklist for all employees, and upload scanned documents for active staff first.
- Ask staff to upload missing documents themselves through My Self-Service on the web or the app.
- Record expiry dates for driving licences, fitness certificates and trade licences, and check document reports monthly.
- In Access Control, give the owner Company Head, the accountant Payroll Admin and supervisors the Manager role, with salary and bank fields masked for managers.
- Save appointment and confirmation letter templates in the HR letter library, with signed copies uploaded per employee.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What documents should a small business keep for each employee?
At least Aadhaar, PAN, bank proof, a signed appointment letter, PF and ESI numbers with nominee forms, and any certificates the job needs, such as a driving licence for drivers. Keep exactly the same file for relatives on the payroll.
How can staff salaries be kept private in a family business?
Use role-based access so that only the owner and the person running payroll see salaries and bank details, and mask those fields for supervisors and other users. Employees see only their own payslips and documents in self-service.
Should old paper files be thrown away after scanning?
No. Scan and upload them so they are searchable, but store the originals safely, especially signed appointment letters, PF forms and the records of past employees. Check with your adviser how long each type of record must be kept.