HR Records Management
Making Human Resources Easy
Web client access, regardless of location
Release of files or parts of files
Support for :
Expiration of permissions
Adherence to deletion periods
Missing mandatory documents can be evaluated
Enterprise and personnel files can be merged into one common view
Extension option to personnel management & self-service functions available
Our HR Recoreds solution provides an electronic records management system pre-configured for the requirements of a busy HR department or shared service centre for managing all types of personnel document content.
It uses the latest web technology to provide secure access from any location from its centralised repository, with strong audit and data compliance as standard.
The look and feel of our HR Records solution's web client is designed to combine a familiar organisational overview of the content with the ease of use of an email interface for an intuitive user-experience.
Powerful search and retrieval are built-in to provide “findability” of both full-text and contextual employee content across a predefined range of typical HR document types.
Content can be added via drag-and-drop directly, as well as bulk upload from scanned or native electronic files via integration with MS Office with simple data validation to ensure accuracy.
A key feature of the success of the adoption of the solution by HR professionals is the ability to import and configure an organisational hierarchy that reflects the business structure. Employee files are therefore entirely managed by HR in their proper business context together with all the permissions, rights and functions available for allocation, uniquely without IT involvement.
This extends to the provision of employee and manager self-service to controlled content, as HR defined timed access to whole files or individual documents through the ability to grant a guest login to the system to comply with recent international HR legislation.
Watch this short video detailing the challenges faced my todays HR departments and how they can be overcome.
A number of common HR tasks are available as workflow processes that are made easier by having the employee digital records held centrally. This includes applicant management where prospective employee data can be captured and processed according to the relevant vacancy with a system of alerts that assist with a transparent overview of the predefined candidate evaluation process through to eventual engagement and seamless transition to a new employee record.
Employee lifecycle from on-boarding to departure is also addressed to support adoption of best practices, allowing for status checking of key milestones, alerts for the presence or absence of key documents and events to further support legal compliance.
A fully customisable workflow tool is available to automate other key processes, as the standard solution evolves within the organisation to provide further opportunities to streamline otherwise repetitive HR tasks.
A retention and deletion policy can be adopted for document types within the system using a variety of configurations that combine with a reminders function so that nothing is missed inadvertently, additionally supported by a comprehensive audit trail of all actions.
The ability to synchronise employee data with existing HR databases and/or payroll systems is also featured (such as SAP HCM), together with a range of integration options to provide a holistic view of all employee data.
Watch this short demonstration of how EASY HR can benefit your HR Department.