How do we maintain our employee records

Managing Employee Records: The best tool to choose In 2023

Manual administration of employee records involves working with a library of spreadsheets and documents. It’s extremely challenging, and it over-burdens the HR department. This approach increases manager intervention, and data privacy is at stake. In the end, it becomes difficult to collate information and maintain the employee life-cycle.

What are the difficulties of manual administration of employee records?

Volume of Records

From onboarding to offboarding, there are a lot of documents that need to be maintained for an employee. It involves offer letters, onboarding documents, employee data, health insurance, background verification documents, payslips, benefits & compensation plans, exit forms and much more. The former documents are just for an employee. As the company size increases, the volume of documents increases.

Multiple Copies

In a company, apart from HR, there are other departments like finance, legal, operations and the employee’s respective team that needs records of the employee. This leads to multiple copies of data and compiling them gets tedious. If an edit has been made to one set of documents, all the copies must be updated. Due to this, HR tends to focus a lot on documentation rather than other tasks. 

Data Spillage 

When employee records are maintained through a hard copy system, the confidentiality of data is hard to maintain. The files are accessible in folders and it gets easier to miss or manipulate key information. Even if a form goes missing, there will be a gap in the records and the intervention of the HR and manager increases. 

The ADP Meeting of the Minds generated a report. The common issues HR face due to manual maintenance of employee records are as follows :

How to solve these challenges?

The right solution to overcome these challenges is to shift towards paperless management. HRMS serves the purpose and helps in the effective maintenance of the employee life cycle. It captures and collects documents from employees as they join. It auto-categorizes them. The documents remain protected from the time they are received or created and stored until they are accessed and shared. All the information is accessible from a single place.

What do we do at Springworks?

We use Keka to collate our employee records and maintain them. Keka helps us access all the necessary information from a single tab. The layout for employee details in Keka helps the employee add his/her details without difficulty. Keka also contains categories and sub-category fields, where one can instantly get all the demographic details of your employees. Keka generates employee reports, where we access employee documents starting from job titles and departments. 


Our onboarding process is streamlined through Keka. It contains a simple dashboard feature which creates an onboarding workflow that helps us to complete the process seamlessly.

Track Invites and New joins

The interface is designed in such a way that it allows HR to create login access for new joiners and send invites. Keka also contains a feature where we can track the number of employees who have registered, not registered or have incomplete profiles.  

Data Security

It helps us to keep our employee records confidential. Keka helps HR to maintain information such as address, date of birth, passport details, emergency contacts, academic, career progression, and employee performance. Furthermore, only admins gain access to important information and reports whereas employees in the company will be able to view an employee’s basic information.


Keka generates reports that help us to track the employee life cycle that entails leaves, performance, attendance, attrition rate, employee aggregates and exits.
Apart from these, it leverages employees to reduce their reliance on HR for minute details and access information from the portal. It helps the employees to collaborate with their colleagues and work without any disruptions. In the end, Keka helps HR to track the employee life cycle from onboarding to their exit process. 


Keka helps HR and everyone in the organisation to access information, reports, policies and much more for a single tab. It helps in saving time and maximising work and performance.

Megha K

I am an HR executive at Springworks. I curate employee stories and strive towards better work culture

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