Digital Personnel File

Many HR departments are buried in mountains of papers. Contracts, forms, reports, letters and other documents are often stored in numerous filing cabinets. In addition to the storage usage there are other disadvantages related to paper files. Security and decentralized access are difficult issues when large volumes of paperwork are involved. To overcome these issues Hunite offers the solution "Digital Personnel File".

Large organisations, namely co-operative's, where HR related activities are handled by a HR Service Centre, encounter major disadvantages when using paper employee files. Furthermore, storing the files centrally poses a severe inconvenience for decentralized HR departments since they are usually excludes from accessing the personnel folders. This results in files needing to be requested and to be scanned or copied before they are sent by post, e-mail or fax. Therefore, many organisations have chosen for the solution Digital Personnel File.

Using the solution "Digital Personnel File" within Hunite suite, enables companies to structure their digital personnel files in a straightforward way.

Some features of this solution:

• Classification of documents can be adjusted simply by document type and sub-document types such as contracts, payslips, annual reviews, letters, assessment reports, certificates, identification, notes and e-mail.
• Employees can be granted access to their own personal documents (ESS).
• Employee documents can easily be made available to managers or other (authorized) professionals.
• Possibilities for employees and managers to add documents through Hunite (ESS/ MSS).
• 'Track-and-trace'-functionality registers who adds or removes a document and when this took place.
• Documents can be searched for on various criteria: user name, name and address details, personnel number, social security number and document type.
• Possibilities to authorize access on different levels; document type and sub document type.
• If a file should contain a certain document (for example ID) and it is no longer available or has expired, a signal is sent out automatically.
• Automatic monitoring of the documents' retention periods.
• Personnel files are accessible for the HR service Centre and decentralized HR employees.
• This solution is provided on Hunite's secure hosting environment, but can also be installed locally.