An official response from Bestcare Manpower Services
Proper documentation is the foundation of compliant labour outsourcing. Without it, an agency or client can face serious legal exposure during labour inspections, disputes, or audits. At Bestcare Manpower Services, we maintain meticulous records for every outsourced employee — and we help clients understand what they are required to keep on their end as well.
Documentation Maintained by Bestcare
As the employer of record, Bestcare is responsible for maintaining the following core documentation for all outsourced staff:
- Employment Contract — A written contract of employment specifying job title, remuneration, working hours, duration of placement, and applicable terms and conditions.
- Identity and Right-to-Work Documents — National ID, passport, work permit (if applicable), and proof of residence.
- Academic and Professional Qualifications — Certified copies of relevant certificates, diplomas, and professional registrations.
- Tax and Social Security Registration — PIN or Tax Identification Number, NSSF/NHIF membership, and evidence of registration with applicable statutory bodies.
- Payroll and Remittance Records — Monthly payslips, payment confirmations, and statutory remittance receipts maintained for the period required by law.
- Disciplinary and Performance Records — Documented warnings, performance reviews, and any formal HR actions, maintained confidentially.
- Health and Safety Records — Induction records, PPE sign-off sheets, and incident reports.
- Insurance Documentation — Evidence of workers’ compensation registration and any group accident or health insurance cover.
Documentation the Client Should Retain
Clients hosting outsourced workers should retain records of site-specific inductions, access control registers, and any on-site performance or conduct observations relevant to the engagement.
“Documentation is not bureaucracy — it is protection. It protects the worker’s rights, the client’s interests, and Bestcare’s integrity. We take our record-keeping obligations as seriously as any other aspect of our service.”
— The Director and Team, Bestcare Manpower Services
Our document management systems are designed to ensure that all records are securely stored, readily accessible, and retained for the periods prescribed by law.
For guidance on documentation requirements for outsourced staff, contact Bestcare Manpower Services today.