Information is everything in an organization. From closely guarding it with confidentiality clauses to knowing each and every employee’s personal background, information is a highly valuable asset that spells the difference between success and loss. During the aftermath of the 2016 elections, Presidential Candidate Hillary Clinton and her political party, the Democratic National Committee, suffered a landslide defeat after classified information on Clinton was leaked by one of its own. The Democratic Party may have employed strict measures in selecting its staff, owing to the prominence of such an organization. However, learning from the event that plunged the party’s electoral defeat, organizations, no matter how big and small, should never downplay the role that employee information plays.
What is Employee Information?
Knowing everything about a person starts with basic information. Thus, when companies and organizations bring in new faces in their fold, a profile of the employee is created. The profile itself is then stored in their database, which allows updating the organization’s structure, track and contact people with relative ease, and designation or redesignation for specific job roles more efficient. Aside from those, employee information also serves as a security measure to guard against information leaks about an organization’s research and development projects or its valuable trade secrets.
The Importance of Employee Information
Believe it or not, organizations rely on information gathering in order for it to thrive and succeed in today’s dog-eat-dog world of business and politics. Organizations often use the information to entice people to their cause or brand that they’re selling. And, more often, information about their financial standing or status, products or service that are yet to be released to the public, secret recipes, and trade secrets, are closely and jealously guarded behind lock and bolt.
The value placed by the organization on information, of any kind, can largely determine their longevity or demise. That is why most organizations resort and go to greater lengths just to obtain, secure, keep, and sometimes steal information from their competitors to outcompete them. These lengths often extend even to their own people, as well. Thus, organizations themselves are often picky and selective about taking in people to work for them.
And, speaking of being picky and selective, organizations require new recruits to fill out a variety of forms and documents in order to collect information that would beneficial to the organization itself. And, it is also done for security purposes, as well. As mentioned above, information is everything for an organization, especially if it is about something innovative and original to them. Thus, organizations use employee information as a starting point for collecting additional information about their employees to determine if they’re likely to leak or sell information to their competitors.
State Secrets and Information Leaks
The demand for information about government projects, budget spending, and fund allocation is increasingly on the rise as people are more aware of their right to be informed along with other rights guaranteed by the constitution itself. Thus, during the height of the civil rights movement and the Vietnam war of the mid-’60s, the government was led to enact the Freedom of Information Bill. The bill aims to provide the citizens of this nation access to public reports and other documents. It also aims to “ensure informed citizens, vital to the functioning of a democratic society.” This was largely due to the spread of a number of conspiracy theories, purportedly, insider leaks.
Yet, despite the government’s efforts to stop the spread of such misinformation and conspiracy theories, such a form of rumors continue to leak, from the inside, out to the public. However, one of those supposed rumors turned out to be an authentic and genuine insider leak, which was released to the public via the newspaper. The leaked document, namely the Pentagon Papers, detailed the study of the political and military involvement of America in the Vietnam War. This was published by the newspaper, the New York Times, in 1971.
Leaks about top-secret government activities continue to persist until the new millenium. In 2013, former National Security Agency employee Edward Snowden leaked a series of classified documents, information, and data to journalists. Popularly known as the Snowden Leaks, the expose’ disclosed the National Security Agency’s and it’s international partners’ intelligence gathering operations on both foreign nationals and U.S. citizens. The response from the U.S. Government prompted Snowden to seek political asylum in Russia.
FREE 33+ Employee Information Forms in PDF | MS Word | Excel
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2. Employee Information Form Sample
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20. Employee Tax Information Form
21. General Employee Information Form
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25. Printable Employee Information Form
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27. Employee Update Information Form
28. Employee Acceptance Information Form
29. Employee Record Information Form
30. Confidential Employee Information Form
31. Employee Information Service Form
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33. Staff Information Form
34. Employee Expense Information Form
How to Create an Employee Information Form
Knowing everything about an employee starting with his personal affairs, educational background, recreational activities, and employment history, allows an organization to determine the level of trust that they’d give to them. Plus, it also allows them to know the person their employees associate or interact with outside work. Thus, employee information forms are tools that allow organizations to bolster there security form anyone who are very likely to leak or steal some of their best kept secrets. If your organization is looking for the same measure of securing something valuable to them, here are the steps on how to create employee information forms using the templates that we listed in this article.
Step 1. Download a Template
Firstly, choose and download a template from a wide variety of employee information form samples listed in this article. The templates and samples in our list are preformatted and ready to use, therefore, allowing you to create your organization’s employee information forms quickly and easily. After you’re done choosing the template that you feel comfortable working with, hit the download button right beside it.
Step 2. Place your Identity on it
Secondly, to start making the template as your own, place your organization’s name and logo on it. To do that, start by placing your organization’s logo on the header section, then followed by placing the name of your organization below it. Another easy way of doing it is by putting your organization’s logo with its name on it. What this step does is that it allows the employee information form to be identified as yours.
Step 3. Customize some Sections
Then, completely own the form by editing some of the sections to fit your organization’s needs and purpose. Although the template already includes some parts that most employee information forms have. However, there are instances that the parts that came with the template don’t fit your organization’s identity or are lacking some parts to serve your purpose. So adding or removing some sections from the template is sometimes necessary.
Step 4. Print the Form
After you’re done completing the previous steps—like choosing and downloading a template, placing your organization’s name and logo, and adding or removing some sections—the next step is to print your employee information form. You can opt to print your organization’s employee information form using your office printer; however, you can only do this if you run out of forms but need to have one in a jiffy. But, typically, since you’re going to need a motherload of employee information forms, you’ll need to print them through a commercial printer.
Step 5. Store for Safekeeping
After you’re done creating and printing your organization’s employee information forms, the last and final step to this process is to store the forms somewhere safe. To do this, store the forms somewhere humidity-free, airtight, and insect-free. This is so that your employee information forms would last longer than those that are stored in a paper envelope.
Employee – Is a person who works for or employed an organization for a wage or summary usually for non-executive functions.
Information – Knowledge or facts learned about something or someone. It is usually considered as something that resolves uncertainty.
Organization – It is a group of people that are organized in a hierarchal structure for a specific purpose.
Background Check – It is an activity of gathering or collecting information about a person’s education, experience, and social circumstance.
Confidentiality – The act of keeping or non-disclosure of something valuable to an organization such as trade secrets, recipes, or research and development projects.
1. What kinds of information does employee information include?
As the name suggests, employee information contains information about the employee himself. However, the words employee information is too broad that most people will likely be confused about what exactly it is. So to provide a sort of an exact answer, the information included in employee information are as follows: Full name, Address and phone number, Social Security Number, Spouse information (if married), Job position and department, Start date, Salary, and Emergency contact information.
2. Can I use employee information as a template for creating a profile?
Yes. Actually, organizations made it a habit to compile profiles of people working for them. This is done for a variety of purposes like updating the organization’s structure, track and contact people with relative ease, designation or redesignation for specific job roles more efficiently, and many more.
3. Who keeps employee information forms?
The people or department in charge and responsible for the safekeeping of employee information form is the human resources department or commonly known as HR. This department is also responsible for an organization’s employees and staff’s well-being and development, which includes payroll management and benefits. Aside from that, they’re also responsible for screening and hiring new people to work for the organization, as well. Overall, the human resources department is responsible for affairs concerning an organization’s workforce.
4. Is employee information useful for conducting background checks?
Yes. Background checks and investigations are impossible to accomplish without nothing to start with. This activity of collecting additional information about a particular employee begins with that specific employee’s basic information form. Basic information that is found in their own employee information form or in their profiles that the human resources department compiled beforehand. Information such as their address, SSN (Social Security Number), and emergency contact information would often betray the kind of character a person has, their credit history, or the kind of people that they associate themselves with.
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