For many companies, managing employee information involves the use of electronic tools such as employee handbooks and personnel files. While these documents are not required by law in Norway, they play an important role in meeting legal requirements, ensuring good working practices and promoting a structured and productive workplace. Here we will explore the importance of employee handbooks and personnel files, what they contain, how they can be used, and the value they add to both employers and employees.

Efficient organization and secure storage of information

A well-written employee handbook provides guidelines for employee behavior and clarifies their rights and responsibilities. It serves as a reference tool for employees and gives them a clear understanding of the organization's culture and expectations. On the other hand, the employee folder provides a structured and secure storage solution for employee information. By collecting and organizing documentation such as employment contracts, performance reviews and other relevant information, administration becomes more efficient and employees' careers and working conditions can be tracked systematically.

Is a staff folder or staff handbook required by law?

In Norway, there is no specific law that requires employers to have a personnel handbook or a personnel file for each employee. However, there are several laws and regulations that require employers to fulfill certain requirements related to employee rights and privacy. Here are some key laws and policies that are relevant:

1. Working Environment Act: The Working Environment Act requires employers to provide employees with information about working conditions and safety in the workplace. Although it does not require a staff handbook, it can be useful to have a handbook to communicate such policies.

2. The Personal Data Act and GDPR: The Personal Data Act and GDPR (General Data Protection Regulation) set strict requirements for the handling of personal data. Employers must ensure that employees' personal data is processed in accordance with these rules, regardless of whether there is a dedicated personnel folder or other organized storage.

3. The Equality and Discrimination Act: This act requires employers to provide information about equality policies and measures to prevent discrimination and harassment in the workplace. Such information can be included in a staff handbook.

4. Employment agreements: Although a personnel file is not required, employers must enter into written employment agreements with employees upon hire. Copies of such agreements and other work-related documents can be included in an organized file structure.

While there are no specific legal requirements to have an employee handbook or a personnel file, it's important to note that both an employee handbook and an organized way to store employee information can help employers meet legal requirements, ensure best practices and comply with privacy regulations. It's important to adapt such documents and procedures to the specific needs and industry practices of your organization.

What should an employee handbook for construction companies contain?

A staff handbook for construction companies should include the necessary guidelines and information to ensure that employees are aware of important working conditions, while complying with the Working Environment Act and internal control regulations. Here are some key points to include, as well as a description of how it can be adapted to projects in line with the client's safety, health and working environment (SHA) regulations:

Key points in the employee handbook:

• Employment agreements: Clear and written employment agreements that describe terms, wages, working hours and other relevant working conditions.

• Occupational health and safety: Occupational health and safety policies, including procedures for risk assessment, use of protective equipment and safety training.

• Procedures for notification: Procedures for reporting accidents, hazardous situations and other work-related information.

• Working hours and overtime: Information on working hours and overtime rules in accordance with laws and regulations.

• Vacation and holiday pay: Guidelines for granting vacation, accrual and payment of vacation pay.

• Sick leave: Sick leave management procedures, sick leave processes and follow-up.

• Equality and diversity: Guidelines that promote equality and diversity in the workplace in line with the Discrimination Act.

• Whistleblowing: Guidelines for whistleblowing of unacceptable conditions in the workplace in accordance with the Working Environment Act's provisions on whistleblowing.

What should a personnel file contain?

Personal documents: This section contains important personal documents that provide an overview of the employee's background and qualifications. This includes their CV, diplomas, references, testimonials, as well as documentation of certificates and courses they have completed.

Job documents: In this section you will find all documents related to the employee's position and working conditions. This includes the employment contract that describes the terms of employment, guidelines that must be followed, and the job instruction that defines their responsibilities.

Communication: Here we keep all important communications related to the employee's role. This includes results from performance reviews that assess performance and development goals, any notifications that have been given, and training plans to strengthen competencies.

Health and insurance: In this section you will find documentation related to the employee's health and insurance coverage. This includes information about absence in case of illness, sick leave, as well as details about the insurance coverage and rights of the employee.

Salary and tax: This section contains documentation relevant to the financial side of the employee's employment. This includes timesheets, documentation for any reimbursements or expenses, and copies of tax cards for correct tax settlement.

Security clearances: If the employee's position requires specific security clearances, relevant documentation for this will also be kept here.

Work permit and visa: If the employee is foreign and working in another jurisdiction, there will also be work permit and visa documentation.

Privacy and consent forms: If required by data protection laws, consent forms relating to the collection and use of personal data may also be included.

Digital storage: Consider whether it is appropriate to store documents electronically for better accessibility and security.

This thorough personnel file provides an organized overview of the employee's history and relationship with the company, ensuring that important information is available when needed. The information is stored with respect for employee privacy and complies with relevant laws and regulations.

How to adapt your project in accordance with the Construction Client Regulations (SHA):

When it comes to adapting to projects in accordance with the Construction Client Regulations (SHA), the company must consider and include the following aspects in the staff handbook:

• Safety and health coordinator (SHC): Specify the responsibilities and roles of safety and health coordinators required under the Construction Client Regulations. Describe how communication and collaboration between employees and the safety and health coordinator will take place.

• Safety and health plan: Add a section on the preparation, implementation and compliance of safety and health plans for each project, including risk assessment requirements.

• Training and competence: Describe procedures for training and competence development, especially with regard to the specific requirements of SHA for projects.

• Documentation and reporting: Include procedures for documenting and reporting safety, health and occupational health incidents in accordance with SHA requirements.

• Working environment and risk assessment: Describe how employees will participate in the assessment of the working environment and risk assessment for their respective tasks and areas.

• Protective equipment and safety rules: Define guidelines for the use and maintenance of protective equipment and safety rules to be followed in accordance with SHA.

• SHA meetings: Describe the requirements and procedures for participation in SHA meetings and cooperation with other actors on the construction site.

By adapting the employee handbook to the client's regulations and SHA requirements, the company ensures that employees are well prepared and meet all the requirements related to health, safety and the working environment on the construction site. This helps to minimize risk and promote a safe and productive workplace.

How to use an electronic staff handbook and staff folder actively

For Management and HR:

1. Update: Keep your staff folder and staff handbook up to date with current policies and information.

2. Communication: Clearly notify employees of changes and confirm their understanding.

3. Searchability: Make it easy for anyone to find the information they need quickly.

4. Reports and notifications: Use the reports and notifications system to keep track and remind you of deadlines.

5. Security and access: Protect sensitive information and carefully regulate who has access.

For employees:

1. Self-service: Encourage employees to use the handbook for self-information and updates.

2. Training: Provide training on how to use the manual, especially for safety and health procedures.

3. Documentation: Record important events related to the contents of the manual.

4. Notifications: Enable notifications for relevant events.

5. Questions and support: Make it easy to ask questions or get help.

General best practices:

1. Regular auditing: Review and update the system regularly.

2. Promote awareness: Hold workshops to increase understanding and use of the system.

3. Integration: Integrate the system with other relevant systems for smooth processes.

4. Privacy and legal compliance: Pay close attention to privacy and legal compliance when using and storing employee information.

Overall, an electronic personnel file and employee handbook can improve administrative efficiency, promote consistent policies, ensure compliance with laws and regulations, and improve communication between management and employees. This can result in a more organized and productive workplace.

How can the Build system help you with this?

mycontact and myproject are powerful tools that can centralize the administration of employee information and projects. With these platforms you achieve:

• Centralized organization: Everything in one place for easy access and management.

• Effective communication: Share updated manuals and project information quickly.

• Self-service: Employees can update information themselves and request vacation.

• Training: Make training resources available.

• Reporting and analytics: Create reports and analytics for informed decisions.

• Customization and integration: Customize the systems to your needs and integrate them with other tools.

With mycontact and myproject you achieve efficiency, structure and productivity in the workplace.

Check out the our blog blog for more information on how you can streamline your operations in a variety of ways. Or click on any of the blog links for direct access: Calculation, project management, procurement, progress plan, checklists and deviations.