It may seem like it would take too much time to put together employee personnel file forms and add them to the different sections of your own files. There are many other people in your organization that will need to use the form that you created. They will also need to know that it is easily available to them. You need to be able to offer them as much access as possible so they do not have to guess when you have included their information.
Employee status reports can be sent to an employee directly, so there is no need to visit them personally. While they are away, you can update their contact information to show that they are still working in the company. It can be difficult to track down those that have quit the company, but this type of information can be provided easily.