When a company is growing, the human capital management and associated HR documents can be overwhelming.
That’s quite likely. Just look at this evidence:
- HR managers must keep employee records for at least seven years.
- They should retain documents relating to hiring for two years from the date of hire.
- Store HR records like exposure to occupational hazards for up to 30 years.
So when your team size increases, imagine the amount of paper involved in manually managing those HR records. Without proper document management, the HR department may drown.
In this blog post, we’ll discuss how HR managers like you can leverage document management technology to streamline their processes. Using templates.
First, let’s cover the different HR contracts.
Types of contracts
Working with contracts isn’t easy. If you look at HR documents closely, each one is actually different and needs to be understood on a case-by-case basis.
Let’s review each of these types of contracts.
- Permanent contract
A permanent contract — also known as an open-ended contract — usually lasts until the employee or employer terminates it due to retirement, resignation, or dismissal. It means the employee is expected to work long-term for the company. And likewise, the employer is expected to provide stable employment.
- Fixed-term contract
A fixed-term contract (a temporary or a limited-term contract) is an employer and employee agreement for a specific time (usually 6 months to a year). Once the contract’s duration is over, it’s terminated. And the company no longer has any obligations to the employee. This type of arrangement works well when a company needs to fill a position for a short-term job or project. There are some cases where both parties can benefit from knowing their job won’t last forever.
- Temporary or independent contractor agreement
An independent contractor agreement works similarly to a fixed-term contract. It outlines an agreement between two parties — however, this type of agreement specifies that the contractor will provide services “temporarily”. He/she is an independent contractor (considered self-employed) rather than an employee entitled to some benefits or rights. This type of agreement can benefit companies that need help temporarily and want the expertise/skills of experienced professionals without paying full-time benefits.
- As-and-when (or casual) contract
An “as-and-when” contract, also known as a casual contract, is a type of employment contract typically used for employees who work on an as-needed basis. These contracts don’t have a defined end date, and the employee is not guaranteed a set number of working hours per week. Instead, the employee is only called upon to work when the employer needs them. This type of agreement works well for companies with fluctuating workloads who need additional help from time to time without having to commit to long-term support.
- Implied-in-fact contract
An implied-in-fact contract is a type of contract formed through the actions and conduct of the parties involved rather than through explicit written agreements. This type of contract is also called an “implied contract” or a “contract implied in fact”. Since it’s based on what each party does rather than what they say. However, this type of contract requires proof that each party has accepted its obligations and responsibilities under the agreement.
- Implied-in-law contract
An implied-in-law contract, also known as a contract of necessity or a quasi-contract, is a type of contract imposed by law so that one party does not unfairly benefit at the expense of another. Unlike an express contract, a quasi-contract doesn’t result from an agreement between the parties. Instead, it arises from the circumstances and the parties’ actions — imposed by law to prevent overexploitation.
Different HR contracts that you need
An employment contract is a legally binding HR document that defines the terms of an employee’s relationship with an employer. It outlines both parties’ rights, duties, and obligations to avoid misunderstandings and unexpected outcomes. The contents of an employment contract will vary depending on the type of job offered and local laws.
Need to draft the contract? Here’s a free template with the key elements to get started with an employment contract.
A non-disclosure agreement (NDA)
Every HR manager knows the proper precautions to protect company’s confidential and proprietary information from being shared with third parties. That’s why you put NDAs in place. A non-disclosure agreement is a legally binding agreement between two parties that prevents one side from disclosing confidential information belonging to the other. This could include:
- trade secrets
- customer data
- product plans
- financial details
Use this HR document template for NDAs if you need to draft it easily, without hassle, or just have it ready anytime.
It’s not enough to advertise jobs — you have to have all the required recruiting documents in place even before hiring. Recruitment documents are documents that are related to the hiring process. These documents include the following:
- job description template
- application form
- interview screening questions
- offer letters
- background checks
Check out this list of recruitment automation software so it’ll be easy for you to attract the most qualified applicants.
Onboarding and exit documents
An onboarding document is an HR document that outlines the expectations of a new employee’s role within the company. These documents typically include detailed information about employment agreements, job responsibilities, performance metrics, and company policies (employee handbook). However, HR’s role is also to ask departing employees to fill out and keep exit documents. They may include a return checklist for company equipment and an employee survey.
If you’re onboarding an intern, you can use this HR documentation template as the legally binding agreement between your organization and the intern.
Yes, compliance documents are also HR documents. HR must ensure that the company has legally compliant document-related processes and there are records to support them — so that the company will not have issues with employment laws and other relevant regulations. Commonly used compliance documents include:
- employee policy manuals
- tax forms
- service agreements
- I-9 forms
- confidentiality agreements
Here’s a template for service agreements necessary for proper and legal documentation for both the provider and receiver of services.
Okay, you’re right to think it’s a lot of documents to manage. However, you’re wrong to believe there’s no solution to alleviate the volume of work associated with HR documentation.
Because foremost, contract management software like Avokaado exists. It’s a solution for efficient document management — allowing you to take care of numerous HR contracts in one place. Best part? Avokaado has a store of automated templates (most of them are free!) so drafting them is a breeze.
See below how to use these templates — and save a lot of HR time.
Contract lifecycle management for HR documents
Avokaado is a contract software for HR automatization. It can automate document generation using templates instead of starting from scratch whenever you create an HR document.
Here’s how it works:
- Browse Avokaado’s 100+ premade templates and choose the HR document template that fits your need. Don’t worry. You can preview all templates before purchase — yes, you have to purchase them even if it’s free. Upon purchase, it’ll appear in your library.
- Click the HR document template to create the new document. Soon, you’ll see the document’s pre-generated questionnaire — simply answer them so you can input your specific details.
Your document’s real-time preview appears next to the questionnaire, so you to see how it changes.
- If you need further input from colleagues, you may add them as collaborators who may view or edit your draft.
- Add approvers before sending out copies to signers (say, the newly hired employee for contract signing) that will finalize the agreement. Just set the correct queues of approvers to signers while the document is still in drafting status.
- Store your signed document in the central repository, accessible 24/7 by authorized users and always in the latest version.
Check out this article about HR document management using Avokaado that contributed to a company expanding rapidly.
Use Avokaado to draft and manage your documents
Working in Human Resources has unique challenges, including ensuring you have the proper contracts and policies.
Thankfully, Avokaado can help with HR automatization by providing an efficient way to ensure that HR managers have access to the templates they need. That way, producing the HR documents you need is easier, faster, and more accurate.
If you’re ready to simplify your HR processes, try Avokaado with your HR team. Feel free to book a demo with us to learn more about how we can save your HR department time.