How Do You Store Your Hr Documents Against Your Sap, Peoplesoft Or Any Other Erp Transactions? [in A Filesystem,desktop,server] - CiteHR
Ukmitra
Business Development, Employee Relations,
Viksat
Software Developer
B K BHATIA
Director Of Company
Couvery
Consultant
+1 Other

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Hi,
most of the erp systems dont allow documents to be attached along with the transactions, so just hoping to know how you store yor HR related documents for your transactions in your respective HRMS. Looking forward for your views.

Hi Ganpath,
To find a solution around this is to print the transaction in PDF format, which can be attached in HRMS. If this is not what you expected, Please revert back with more specific information on exactly what you are doing and what you wish to achieve?
Ukmitra

Thanks Mitra,
I was trying to find out as to how normally you would arrange documents in your organisation against the ERP transactions ,or what are the challenges you face when you try to find a document against a transaction.

Hi Ganapath,
Usually, once the employee ID is created, I would make a folder for the same and place all the document pertaining to the same employee in the relevant folder. Also a precautionary measure, I will also have a hardcopy of all relevant document maintained in employee personal file.
Besides, any changes in policies, correction on HRMS coding etc, I will maintain a logsheet of such instances. Whereas any of such events effecting any employee, I would ensure I have a note mentioned in the employee personal file and in the softcopy folder as well.
Hope its helpful.
Ukmitra

Thanks mitra,
1,Just to know how many employees do you manage in your organisation , so that i can understand your complexity .
2, do you have a filesystem for storing all HRMS documents
3, IF yes , then would a simple tool which connects your ERP metadata to your physical files on search be of use (free)
please let me know
Thanks

hi Ganpath,
I used to handle 250 employees.
Filing system will depend on what you want to achieve. We used to file based on employee ID with further subdivision based on documents folder within folder i.e. CV, Edu Cert, Contract, Increment, disciplinary action etc. This folder was also used to upload file on HRM server. Yes, we were duplicating the work, but that was inevitable.
Not sure, why you want to metafile to search stored file, when you can search for details within HRMS.
Would appreciate to know what exactly you are trying to achieve and your challenge that you want to resolve. Beside, which HRMS software do you use?
Ukmitra

Storing scanned copies of original documents as a part of employee data in his/ her personal record maintained in employee database is the ideal solution which reduces unnecessary load on HR to put such documents in manual files. Moreover, when all these documents can be viewed on line, by the employee/ HR staff/ Manager of the employee, it offers great satisfaction & makes an employee submit additional documents (for example, the qualifications acquired after joining the company).
Most of the old time HRMS / ERP solutions used by different organizations do not provide this facility. It will be a wise decision to go in for state of the art HR software like 'EmpXtrack' for which even free trial is available if someone enrolls on their website. Since such HRMS solutions are highly affordable, it may be appropriate to discard outdated technologies.

Thank you both for your comments ,
I was asking for this information because i am developing a small tool to bridge the gap between the transactions and the documents for systems which donot have provision to attach files . i would like to know if you would be interested in looking at this product.

Sure, Ganpath. I would love to. Its one of my favorite hobby and passion.Let’s team up. Ukmitra PS: you can send me a private message and I will share my personal e-mail ID.
please go thru this presentation and let me know . your thoughts are appreciated.

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