Download a New Hire Data Collection Form Template

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What is a New Hire Data Collection Form?

You made a new hire. Congratulations! Getting the new hire paperwork going, however,  can be frustrating, especially if you don’t know where to start or you don’t have a system in place to make that day one paperwork run like a well-oiled machine.

Use this New Hire Data Collection Form (NDC) template to collect accurate personal information from new employees or contractors, so you can move forward with what’s most important: getting your new hire up to speed so they can start making an impact! And get paid.  

For inclusion and diversity reporting purposes, this NDC form includes fields for:

• Preferred pronouns;
• Gender identity;
• Racial/ethnic identity; and
• Person living with a disability. 

Why use a New Hire Data Collection Form?

The NDC form is important because HR needs to collect and maintain accurate employee data when a new employee is hired, that will be maintained with future data entry. This form automates this process for both the employee and HR.

Employee records management is one of the most important aspects of HR. All employers are legally responsible for keeping up-to-date and accessible employee records, including their personal information, job information, and emergency contacts.

What you risk by not using a New Hire Data Collection Form?

If this process is not in place, you will need to use other means to collect information from employees and/or extract the information from other sources where the information is held. Trying to collect employee information from a variety of sources is time consuming and frustrating. Using the NDC will reduce the amount of time it takes you to collect this information.

Small Business Tips

You may want to consider using Adobe Acrobat Pro for automating the New Hire Data Collection process. It works in conjunction with Word to generate fillable PDFs. You can also create a fillable form in Adobe.

The New Hire Data Collection Form is used in conjunction with:

• Employee Data Spreadsheet
• Employee Status Change Form