Document Management System for Security of HR Personnel Files

The HR department is a treasure trove of personal data. Highly confidential personal data such as job histories, family backgrounds,  job performance reviews, remunerations and more. Company reputation and shareholder confidence are at stake, few company can afford a bleach of confidential personal data especially in the HR department.

Instead of storing applicant and employee personnel files (p files) in the mobile laptops of HR executives or cabinets, it is best to secure these information systematically & holistically in a central secured system.

Password protected access with role based permissions

A document management system has role based permissions where only authorised users within the HR department can upload, access or download specific folders or documents. Example, P files of high level management positions are accessible only by senior HR executives and not accessible by junior HR executives due to the high profile hiring process which may impact stock prices and outlook. Another example would be P files of certain departments & teams are accessible only by the HR executives assigned to the departments.

Know exactly who uploaded, modified or accessed the information

When our files are paper based and stored behind keys and locks, we are unable to confidently track who has viewed, modified or removed the physical files. We may not even know that certain files existed and have gone missing. With an Electronic Document Management System we will be able to account for every single file that is uploaded into the system. The EDMS will record for each file the details of its creation (e.g. who uploaded it & when it was uploaded), details of it being accessed or modified.

Even if the documents are digital but stored in a system where it is not monitored with proper audit trails, it suffers the same setbacks as physical documents.

Keep information within the system. Peace of mind against theft or missing devices

A capable document management system will come pre-built with a document viewer that is able to view all necessary file formats. With this function, users do not need to download the personnel files into these laptop or devices before they can view the files. With this, confidential information are kept within the system and not taken out.

Fulfil country & region specific retention regulations

With an EDMS, users can specify the retention period of each document created. With this capability, personnel files after meeting certain criteria (e.g. staff resignation) and after a certain period of time (in line with the country’s retention regulation) will be automatically archived or purged from the system. This will reduce the data security liability of the company and satisfy audit regulations holistically.