Introduction
The article explains the role of a Compliance & Documentation Custodian in HR, detailing responsibilities across process and policy implementation, recruitment and records management, payroll and statutory compliance coordination, and HR reporting. It highlights how designing and documenting SOPs for onboarding, attendance, leave, performance and exit management supports scalable, efficient operations. Requirement: MBA in HR with knowledge of process and policies.
Core Responsibilities and Process Implementation
The Compliance & Documentation Custodian is responsible for designing, documenting, and implementing HR policies and standard operating procedures (SOPs) that form the foundation of consistent people practices. Key areas covered include:
- Onboarding: Create and implement SOPs that govern new-hire formalities and ensure consistent experience.
- Attendance and Leave: Define and document attendance and leave policies to maintain uniform application across the organisation.
- Performance: Establish documented performance processes that support fair evaluation and clarity of expectations.
- Exit Management: Implement exit procedures that preserve compliance and accurate documentation at separation.
As custodian of compliance and documentation, the role ensures that these policies are not only designed but also embedded into day-to-day HR practice, forming a reliable operational backbone for recruitment, onboarding and lifecycle management.
Payroll, Statutory Compliance, Reporting and Continuous Improvement
This role coordinates closely with finance or external vendors to support payroll inputs and to ensure adherence to statutory requirements. Core responsibilities include:
- Payroll & Statutory Coordination: Support accurate payroll inputs and ensure compliance with PF, ESI, PT, gratuity and other applicable labour laws through coordination with finance or external partners.
- Recruitment, Onboarding & Records Management: Coordinate hiring activities, manage onboarding formalities, maintain accurate employee records and safeguard data confidentiality at every stage.
- HR Reporting & Audits: Prepare HR MIS reports and support audits by providing documented evidence and consolidated HR data.
- Continuous Improvement: Continuously refine HR processes and documentation to enable scalability and operational efficiency, aligning policy, payroll and records for consistent execution.
The effective combination of compliance oversight, meticulous records management and structured reporting enables the HR function to scale while remaining compliant and efficient.
Conclusion
In sum, the Compliance & Documentation Custodian designs and implements HR policies and SOPs across onboarding, attendance, leave, performance and exit management; coordinates recruitment and onboarding while maintaining confidential records; supports payroll inputs and statutory compliance (PF, ESI, PT, gratuity) with finance or vendors; and prepares HR MIS reports while driving continuous improvement. Requirement: MBA in HR with knowledge of process and policies.
