STANDARD OPERATING PROCEDURE FOR PREPARATION OF PERSONAL FILE OF INDIVIDUAL EMPLOYEE

1.0 OBJECTIVE

1.1 To lay down a standard procedure to be followed for the preparation of Personal files of the individual employees.

2.0 SCOPE

2.1 This SOP shall be applicable for the procedure to be followed for the Preparation and Control of the Personal files of all employees engaged in the Department of Quality assurance (QAD) and the Animal Facility Centre (AHF).

3.0 RESPONSIBILITY

3.1Head- QA

3.2 QA Personnel (QAP)

3.3 Head- AHF

4.0 DEFINITIONS

4.1 Nil

5.0 PROCEDURE

5.1 Preparation of Personal file

5.1.1 Personal file should begin for each employee on the date of hire and it shall be issued by QA personnel and record of same shall be maintained in a format no. F……………… titled “Personal File Issuance Record”.

5.1.2 Most, but not all, important job-related documents should go in the file, including:

5.1.2.1 Personal information section :

5.1.2.1.1 Curriculum vitae of the employee in a format no. F………………………

5.1.2.1.2 Job description for the position in the format no. F…………………

5.1.2.1.3 Educational qualification certificates

5.1.2.1.4 Awards or citations for excellent performance

5.1.2.1.5 Documents relating to the employee's departure from the company (such as reasons why the employee left or was fired)

5.1.2.2 Medical section:

5.1.2.2.1 Employee medical examination record

5.1.2.3 Training section:

5.1.2.3.1 Individual training record (Format no. F……………………)

5.1.2.3.2 Induction training certificate (Format no.: F………………..)

5.1.2.3.3 Training attendance sheet (Format no.: F…………………..)

5.1.2.3.4 External training certificates

5.1.3 After joining personnel shall prepare the CV of himself/herself in the attached format (format no. F………………………).

5.1.4 Following points shall be considered while preparing the curriculum vitae- i) Employee Name, ii) Father Name, iii) Date of Birth, iv) Corresponding Address, v) Permanent Address, vi) Educational Qualification, vii) Personnel Qualification, viii) Total Experience, ix) Last Organization, x) Audit Faced, xi) Expertise in xii) Major Achievements (if any), xiii) Training xiv) Declaration with Name, sign/Date & Place.

5.1.5 Personnel shall be tested for Medical Fitness by Register Medical Practitioner and the certificate shall be filed in Personnel File.

5.1.6 An Induction Training shall be provided to the person describing the quality policy, quality objectives, Organization profile, Organization Rules & Regulations, and an overview of the importance of personnel hygiene and maintenance of cleanliness in premises. After completion of Induction Training, the record shall be attached in the Employee Personnel File.

5.1.7 Job responsibility of personnel shall be prepared as per format no F………………. by the head of the department considering the qualification, past experience and the job to be performed based on periodic competence evaluation. The job responsibility shall be mentioned in detail to avoid any overlapping of job responsibilities with another.

5.1.8 Authorities shall be included in this document. After approval, this document shall be attached to the personnel file.

5.1.9 Training documents (format no F……………, F…………….., F……………….) shall be attached to the personnel file after approval and shall be updated routinely.

5.1.10 All the previous external training records/ certificates shall be attached to the personnel file.

5.1.11 All the major educational certificates shall be attached to the personnel file.

5.1.12 Attached the appointment letter of the GLP study if any deputed to him/her.

5.1.13 Personnel file shall be updated periodically once a year if any significant changes occur in reporting structure or modification required in attached documents.

5.2 Review and update of Personnel Files

5.2.1 Each employee's personnel file shall be periodically reviewed and updated periodically by QA personnel once a year. During this review, consider whether the documents in the file are accurate, up to date, and complete.

5.2.2 Job description of all individuals shall be updated annually if there is no revision in the job profile and within 15 days of revision of the job profile.

5.2.3 Resumes of all individuals shall be updated once a year.

5.2.4 Records of personnel file review and update shall be maintained in a format no. F……………

5.3 Control of Personal file

5.3.1 Personnel file shall be controlled by an individual employee of the QAD and AHF department but periodically reviewed by QAD.

5.4 Preparation and updating of the index of personal file

5.4.1 Index of the personal file shall be prepared as per format no. F………………. and

The same shall be updated within 15 days of making any change /update.

5.5 Returning of Personal file

5.5.1 Personal file shall be returned to QAD with resignation at least prior to one week of discontinuing the job.

6.0 ENCLOSURES

6.1 Formats

Sr. No.	Format Title	Format No.	No. of pages
1.	Personal File Issuance Record	F………………………	01
2.	Curriculum vitae	F………………………	01
3.	Employee job profile	F……………………..	01
4.	GLP personal file content log	F………………………	01
5.	Personal file index	F………………………	01

7.0 ABBREVIATIONS

7.1 SOP- Standard Operating Procedure

7.2 QAD- Department of Quality Assurance

7.3 AHF- Animal House Facility

8.0 REFERENCES

8.1 In-house

9.0 REVISION HISTORY

9.1 Nil

                                                                       END OF DOCUMENT

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