Keeping personnel files is a necessary process for any business that employs staff – it’s important for companies to have accurate, up to date information on employees in terms of contact information, absences, appraisals, training records, and more.
Employee files contain a lot of confidential information, making it vital to keep them safe. Furthermore, under the GDPR, employees have the right to request to see the information the business holds on them (through making a Subject Access Request). This has made it more important than ever for businesses to have a robust and secure approach to keeping employee files.
Many SMEs are turning to HR software as the ideal solution for keeping employee files. Here are some of the benefits to keeping employee files within an HR software system:
Find the information you need quickly
The intuitive structure and search functionality within an HR software system help you find the information you need quickly and efficiently. You can search for employees by name, location or department to see a summary of their personnel record or examine specific areas such as holiday entitlement, sickness absences, and training records.
Update information in bulk
On a digital HR system, it’s easy to update individual employee records or do so in bulk. Bulk data management tools allow you to update pieces of information across the business, instead of by each individual employee. For example, perhaps you need to review everyone’s emergency contact information or update everyone’s work email address. An HR software system makes it much easier to do so on a mass scale, to ensure timely updates and better levels of accuracy.
Keep your people data safe with rigorous security measures
HR software is also a highly secure solution for recording and maintaining your people data. For instance, our software partners myhrtoolkit have a cloud-based platform that uses secure hosting and multi-factor authentication for high-security standards. You can also make the system as secure as possible with staff access levels and minimum password strength requirements.
Have digital receipts for read and agreed documents
The HR software system also acts as an online repository for important documents for the company and individual employees, so all the documents an employee needs (such as their contract or the company handbook) are in one place. The system clearly shows which documents have been read and confirmed by an employee, so there is a digital footprint for agreement to company policies and processes that helps you maintain compliance.
Make sure everything’s up to date with self-service options
When staff members have access to the HR software system (to the level they require as an employee, manager or system administrator), they can make sure to keep their own details up to date, so everything is accurate for compliance purposes and managers spend less time chasing for updates. The system can also notify of any changes to ensure all updates are legitimate.
Make better business decisions with reports
An HR system also has reporting functionality, which makes it easier to see patterns in your people data and make insightful, data-led decisions that benefit the business. Whether you need to analyse absence data within the organisation or run a report on staff’s remaining holiday entitlement, it’s easy to export the information you need.
This post was brought to you by our ISO 27001 certified HR software partners myhrtoolkit. To find out more about how an HR software system can help your business see here or contact us, or book onto our next demo sessions.
Dates & Venue
- Thursday 13th February, 9 am at Bhayani HR & Employment Law
- Wednesday 19th February, 2 pm at AMP Technology Centre
- Friday 21st February, 3 pm Bhayani HR & Employment Law
- Thursday 30th April, 2 pm at AMP Technology Centre
- Tuesday 15th September, 2 pm at AMP Technology Centre
- Wednesday 25th November, 2 pm at AMP Technology Centre
If you would like more dates or to arrange a remote demo please contact [email protected] or call 0114 3032300.