The human capital management and related HR documents can become overwhelming when a company grows.

That’s quite likely. Take a look at the evidence.

The records of employees must be kept by HR managers for at least seven year.

HR Document Template relating to hiring should be kept for at least two years after the date of hire.

Keep HR records, such as occupational hazards and exposures, for at least 30 years.

As your team grows, think about how much paper it takes to manually manage those HR records. The HR department could drown if it doesn’t have proper document management.

This blog post will discuss how HR managers, like you, can use document management technology to streamline processes. Use templates.

Let’s start with the different HR contracts.

Types of contracts

It is not easy to work with contracts. It is difficult to work with contracts if you take a close look at the HR documents. Each one is unique and must be understood individually.

Let’s look at each type of contract.

Permanent contract

Permanent contracts, also known as open ended contract, usually last until the employer or employee terminates it due resignation, retirement, or dismissal. This means that the employee will be expected to stay with the company for a long time. The employer must also provide stable employment.

Fixed-term contract

A fixed-term contract, also known as a temporary or limited-term contract, is an agreement between employer and employee for a specified time. It can be usually 6 months to one year. The contract is terminated after its term expires. The company has no obligations to the employee. This arrangement is ideal for companies that need to fill temporary positions or projects. In some cases, both parties may benefit from the knowledge that their jobs won’t last forever.

Temporary or independent contractor agreement

A contract between independent contractors works in the same way as a fixed-term agreement. This agreement is between two parties. However, it specifies that the contractor will only provide services temporarily. He/she is an independent contractor, which means that he/she is not an employee and has no rights or benefits. This agreement is beneficial for companies who need temporary assistance and wish to have the skills/expertise of experienced professionals without having to pay full-time benefits.

Contracts that are as-and-when

A casual contract is also known as an “as-and when” contract. This type of contract is for employees who are on an as-needed basis. These contracts do not have a fixed end date and employees are not guaranteed a certain number of hours each week. The employee is only required to work when needed by the employer. This agreement is ideal for companies that have a fluctuating workload and need extra help from time-to-time without the commitment of long-term support.

Implied-in fact contract

An implied-in fact contract is one that was formed by the actions and conduct rather than explicit written agreements.  Because it is based on what each side does, rather than what they say. This type of contract does require proof that each party has agreed to the terms and conditions.

Contract implied-in-law

A quasi-contract or a contractual of necessity is an implied-in-law agreement. It is a contract that is imposed by law to ensure that no one party gets unfairly benefited. A quasi-contract is not an agreement between the parties, unlike an express contract. It is a result of the circumstances and actions of the parties — which are required by law to avoid overexploitation.

You may need different HR contracts

Employment contract

An employment contract, a legally binding HR document, defines the terms of an employee’s relationship with their employer. To avoid any misunderstandings or unexpected outcomes, it outlines the rights and duties of both parties. The content of an employment contract can vary depending on what job is offered and local laws.

Do you need to draft a contract? This template contains the essential elements needed to start drafting an employment contract.

Non-disclosure Agreement (NDA)

Every HR manager is familiar with the best ways to prevent confidential and proprietary information being divulged to third parties. NDAs are a good idea. Non-disclosure agreements are legally binding agreements between two parties that prohibit one party from disclosing confidential information of the other. This agreement could be:

  • Trade secrets
  • customer data
  • Product plans
  • financial details

Recruitment documents

Advertisement of jobs is not enough. You must have all required documents for recruiting, even before you hire. These documents relate to the hiring process. The following documents are included in these documents:

  • Job description template
  • Application form
  • Interview screening questions
  • Offer letters
  • Background checks

This list contains the best recruitment software to help you attract the best candidates.

Exit and onboarding documents

An onboarding document, a document that describes the expectations for a new employee within the company, is an HR document. Onboarding documents usually include information about job responsibilities, performance metrics and company policies (employee manual). HR has the responsibility of asking departing employees to complete and keep exit forms. These documents may include a checklist to return company equipment or a survey for employees.

When you are onboarding interns, this HR documentation template can be used as the legally binding agreement between you and the intern.

Compliance documents

Yes, compliance documents can also be HR documents. So that there is no violation of employment laws, HR must ensure that compliance documents are in place and that records can be backed up. These are some of the most commonly used compliance documents:

  • Manuals for employee policies
  • Tax forms
  • Service agreements
  • I-9 forms
  • Confidentiality agreements

This Template for Service Agreements is necessary for legal documentation and proper service provision.

You’re correct to believe that there are a lot of documents you need to manage. You are wrong to think there is a solution for the HR documentation overload.

Why?

Because foremost, contract management software like Avokaado exists. It allows you to manage multiple HR contracts from one location. Best part? Avokaado offers a collection of automated templates (most are free!) So it is easy to create them.

These templates can be used to save HR time and money.

Management of the contract lifecycle for HR documents

Avokaado contract software is used for HR automation. This software can automatically generate documents using templates, instead of creating them from scratch every time you create an HR document.

Here’s how it works.

Browse through Avokaado’s 100+ premade templates to find the right HR document template for you. Don’t worry. All templates can be viewed before you buy. It will be added to your library immediately after purchase.

To create a new HR document, click the HR template. You’ll soon see the pre-generated questionnaire. Simply answer them to get your details.

The questionnaire’s real-time preview of your document is displayed next to it. This allows you to monitor its changes.

You can add colleagues to your collaborators list to get additional input. They will be able view and edit your draft.

Before sending copies to signers, add approvers This will complete the agreement. While the document is in draft status, set the appropriate queues for approvers.

Your signed document can be stored in the central repository. It is accessible 24 hours a day by authorized users.

This article is about HR Document Management using Avokaado which contributed to an expanding company.

Avokaado is a tool that allows you to manage and draft your documents

Human Resources work presents unique challenges. You must ensure that you have the right policies and contracts.

Avokaado is a great tool for HR automation. It makes it easy to make sure that HR managers have the templates they need. This makes it easier to produce the HR documents that you need faster and more accurately.