Before day one
Collect identity and tax details first: PAN, Aadhaar (masked where possible), bank details for salary, and previous employer’s relieving letter. These are needed to set up payroll, PF and TDS before the first salary run.
In the first week
Collect education and experience certificates, address proof, emergency contacts and nominations for PF and gratuity (Form 2 and Form F). Get the signed appointment letter and any policy acknowledgements.
Storing and keeping documents
Keep only what you need, restrict access to HR, and record why each document is collected. Set retention periods by document type and delete copies once they expire.