How Do You Store Your Hr Documents Against Your Sap, Peoplesoft Or Any Other Erp Transactions? [in A Filesystem,desktop,server]

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

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.

Keeping hard copies for the employee information along with keeping it in software is good if you have limited number of employees but for the large companies it's hard to manage employees information by keeping hard copies for that. Better, if you go for the advance HR or Payroll software systems then you will see that they also provide you the secured back-up for all the employee data that can be restore in case your software or computer crashed or anyhow you lost the data.
Also, you can opt for online data backup software and service to secure your data and avoid keeping and managing hard copies for data and get it only when it required just by taking print out for the same.