Use Case: HR Personnel File management solution

A secure and simple way to manage HR Files

Paper-based personnel files can be a liability

HR departments lose a large amount of time on the hassles of filing, organising, and retrieving paper documents. These manual processes create room for error and put secure information at risk

1 in 3

people confessed to reading printed confidential information left unattended

  • Limited controls on document access, compromising data privacy and adding to compliance and security risks
  • Recruiting and onboarding delayed by paper-based approval processes
  • Difficulty retrieving employee personal files in physical storage location

Move seamlessly from paper to digital with our

HR Personnel File Management Solution

Capture and store paper and electronic personnel files securely in one organised central repository.

MANUAL SOLUTION

HR Personnel File Management
SMART SOLUTION

FILING AND STORAGE

FILING AND STORAGE

Personnel files such as handwritten forms, wet-signed agreements are stored in physical storage facilities.

Documents are scanned and stored in a centralised repository.

  • Less time spent on manual filing

LOCATING PERSONNEL FILES

LOCATING PERSONNEL FILES

Documents are retrieved from stacks of paper files and standalone file systems.

Search and retrieve digital documents based on content and attributes such as employee ID, job role etc.

  • Less time spent on document retrieval

APPROVAL PROCESS

APPROVAL PROCESS

Documents are sent for approval via email or passed by hand to superior.

Approval workflows route documents to approvers with notifications.

  • Faster turnaround for approvals
  • Documents are routed to the right approvers

Records Maintenance

Records Maintenance

Manual update of employee records is not controlled. Lack of permission controls over sensitve information.

Permissions are applied to files automatically based on user roles. Audit trails are recorded to track changes on your data.

  • Confidential data is kept secure

How our HR Personnel File Management Solution works

Our Solution uses the M-Files Intelligent Information Management platform to manage and organise company personnel records/files, handle the filing, retaining,and deletion in accordance with government and industry regulations.

₱16,369.50

on average is spent on HR paperwork management per employee annually

NEW FILES

Scanned documents are stored in a central repository. Personnel records can be viewed from anywhere at any time.

File Search

Tight association of employee records with metadata. Easy search and retrieval of records based on content or attibutes.

APPROVAL WORKFLOWS

Kick start approval workflow from M-Files system, route documents to approvers with notifications.

RECORD MAINTENANCE & PERMISSIONS

When you check out documents and edit with Office 365, the updated version is uploaded automatically to the server, with a record of version history. Permissions are automatically assigned to documents based on meta data, saving admin staff the trouble of manually assigning permissions for each user.

Focus less on paperwork and more on people

Our HR Personnel File management frees up you and your staff to spend less time on filing and managing processes, and instead focus on taking care of your people.

29 pages

on average are stored in an employee’s records file

Keep track of who is accessing HR documents.

Ensure that employee privacy is protected.

Retrieve employee data quickly and accurately.

Keep employee records up-to-date.

We're your partner in the future of work and beyond

We help offices integrate paper processes seamlessly into digital workflows. We partner with you to simplify processes and reduce workflow complexity. Our goal is to enable you to improve efficiency and decision making and drive business performance through technology.

Explore how our HR Personnel File Management solution can transform your work.

Learn More