Employee information can be collected, recorded and maintained in a number of ways such as update in forms or file copies of documents. For specific information, company may require substantial proof to validate the information. For example, Educational Qualification can be validated, only when employee submits the originals for verification. Post verification, in case of an internal audit or government agency verification, company may require a reference. Here comes the importance of document management. In this case, copies of certificates serve the purpose.
Apart from this, companies issue official letters, memos, Income Tax documents, etc. to employees periodically. It is necessary to maintain details such as when documents are issued, what has been issued, and a copy of the document issued for reference.