How to digitize employee records securely

 

How to digitize employee records securely

Store HR files online and improve administrative management

To simplify access to and management of employee files, many companies choose to store them in digital format. In this case, it is important to ensure data confidentiality.

Quickly collect the documents required for recruitment

Opting for the online storage of employee files improves their management as soon as they are created. When hiring, the documents to be provided by the employee are collected quickly (identity document, diplomas, certifications, authorizations, diplomas, RIB...). HR managers can then move on to drafting the employment contract in a much shorter amount of time.

Establishing, classifying, and centralizing employee administrative files

Thanks to the digitization of employee files, a few clicks are enough for managers to add HR documents (sick leave, time statements, pay slips, amendments, etc.). Filing into sub-folders is fully automated, which increases reliability and time and prevents documents from getting lost. All files are accessible, even remotely, from any PC and tablet connected to the Internet, which simplifies their daily management.

Find and share the documents that make up HR files

The documents in the employee files are kept and provide a history of the various stages of every employee's journey within the company. Depending on the situation, the HR department may have to send them directly to the employee, in the event of a request for a duplicate for example, or to send them to third-party organizations, in the case of an audit. Digitization then makes it possible to simplify searching for and sharing these documents. In a few clicks, HR managers can gather all the documents necessary to draw up a retirement or dismissal file. Once the documents are found using the corresponding keywords, they can be deposited in the employee's safe or sent to authorized persons, in compliance with confidentiality rules.

Digitize employee files to secure access

Storing employee files in digital format reinforces their security. Each HR user accesses the documents according to the authorizations they have. The restrictions are based on the type of document and according to the categories of employees (managers/non-managers for example). Bank details or sick leave, which are particularly confidential, are only accessible by authorized personnel. Likewise, consulting absences may be limited to the HR managers responsible for the employee. The integrity of employee files is also strengthened: changes are traced and it is possible to know who completed or modified an employee's file and when this action was carried out. Finally, digitalization reinforces the sustainability of data by limiting material risks (fire, water damage, etc.).

How to digitize employee records securely