Record Keeping for Manpower Agencies in Nepal

For a manpower agency, records are the business. A well-kept file answers questions from candidates, employers, auditors and regulators in minutes; a poor one costs time, money and sometimes licence trouble. This article lists the records an agency should keep, how to organise them and how to protect them. It is about record keeping and software. The requirements of the authorities and your licence conditions must be confirmed with them directly, and nothing here is legal advice.

Four families of records

1. Candidate records

• Registration form, photo and contact details
• Passport copy and validity
• Citizenship, education and skill documents
• Medical referral and report status
• Contract copy and acknowledgements
• Insurance and orientation records
• Visa and ticket details
• Call notes and message history
• Money received, refunded and outstanding

2. Employer and demand records

• Employer name, country, contact and agreement
• Demand letter and supporting papers
• Number required, trades and terms
• Candidates linked, selected and processed
• Communication with the employer or their representative

3. Financial records

• Receipts and refunds per candidate
• Sub-agent commissions due and paid
• Expenses per demand, such as medical, translation or courier
• Employer payments or service charges where applicable

4. Agency and staff records

• Licence copy and renewal dates
• Staff employment files and responsibilities
• Training and orientation sessions held
• Complaints received and how they were resolved

Index everything with one candidate code

Give every candidate a unique code on registration and use it everywhere: file name, receipt, ticket folder, WhatsApp note. Passport number is useful but sensitive and may change after renewal, so do not make it the primary key. With a stable code you can always reconstruct the story of a candidate even when a name is spelled three ways.

Naming and storing scans

Item	Suggested file name
Passport	C0123-passport-2083-05-12.pdf
Medical report	C0123-medical-2083-06-02.pdf
Visa	C0123-visa-2083-07-10.pdf
Receipt	C0123-receipt-0045.pdf

The dates are examples in BS. In software, each file is attached to the candidate and the name is generated, which prevents the common chaos of IMG_2034.jpg.

Who should see what

Not everyone needs everything. Reception can look up status and contact details. Processing staff need documents and stage controls. Accounts needs fees and ledgers. Only managers need reports on commissions and profit. Set permissions accordingly. Keep a log of who viewed or exported sensitive documents such as passports and medical reports.

Retention and disposal

Ask the authorities or your lawyer how long the law expects you to keep each class of record. Write the answer into an internal policy. When the retention period ends, delete or destroy files safely, including copies on phones and in chat backups. For active files, keep backups off-site and test restoration.

Protecting people's information

Candidates trust you with their identity, health and money. Avoid sending passport scans through casual groups, collect only what you need, and tell candidates how their information is used. Staff who leave must lose access the same day. A mistake here can damage your reputation more quickly than any competitor.

Audit-readiness in practice

Choose ten candidates at random each quarter and test whether you can produce, within a few minutes, the full file, the receipts, the call notes and the current status. Any gaps show where the process or software needs improvement. It is far better to find them in a self-check than during an inspection.

How software helps

Manpower agency software keeps these four families of records connected: the candidate to the demand, the demand to the employer, the payment to the candidate and the commission to the sub-agent. Permissions, logs and reminders make good practice routine. If your accounts are complex, it works well alongside accounting software.

Building the habit with a short rule set

Records stay good only when the rules are short enough to remember. Write five rules on one page and put them on the wall. One: every candidate gets a code on the day of registration. Two: every paper received is scanned and attached the same day. Three: every payment gets a receipt and a ledger entry the same day. Four: every call that changes a promise is noted. Five: nobody keeps candidate documents on a personal phone after uploading them. These rules cost nothing and prevent most of the trouble described above.

Handling corrections and duplicates

Duplicate registrations are common, especially when a candidate arrives through two sub-agents. Search by phone number and passport number before creating a new record, and merge duplicates rather than deleting. When you correct a mistake in a file, keep the previous value and note who changed it and why. Corrections made quietly are the first thing people question in a dispute, while logged corrections show that the agency is careful.

Backups and continuity

Agree a simple continuity plan. Where is the data stored, when is it backed up, who can restore it and how quickly could the office work from a copy if the main computer failed? Store one backup outside the office, for example with a trusted cloud or a second site, and test restoring it once a quarter. A fire, theft or hard drive failure should be an inconvenience, not the end of your records.

Next step

Run the ten-file self-check described above and list the gaps. Share the list with us on WhatsApp and we will show how each gap can be closed in a system configured to your process.

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