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 don't allow documents to be attached along with the transactions. I am just hoping to know how you store your HR-related documents for your transactions in your respective HRMS. Looking forward to your views.

Hi Ganpath,

One way to address this issue is to print the transaction in PDF format, which can then be attached in HRMS. If this does not meet your expectations, please provide more specific information on your current actions and desired outcomes.

Ukmitra

Hi Mitra,

I was trying to find out how you typically arrange documents in your organization in relation to ERP transactions or what challenges you face when attempting to locate a document for a specific transaction.

Thank you.

Hi Ganapath,

Usually, once the employee ID is created, I would make a folder for the same and place all the documents pertaining to the same employee in the relevant folder. As a precautionary measure, I will also have a hard copy of all relevant documents maintained in the employee's personal file.

Additionally, for any changes in policies, corrections in HRMS coding, etc., I will maintain a log sheet of such instances. In case any of these events affect any employee, I would ensure I have a note mentioned in the employee's personal file and in the soft copy folder as well.

Hope it's helpful.

Ukmitra

Hi Mitra,

Just to know, how many employees do you manage in your organization, so that I can understand your complexity?

Do you have a file system for storing all HRMS documents?

If yes, would a simple tool that 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. The 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 a folder, i.e., CV, Edu Cert, Contract, Increment, disciplinary action, etc. This folder was also used to upload files on the HRM server. Yes, we were duplicating the work, but that was inevitable. Not sure why you want to metafile to search stored files when you can search for details within HRMS. I would appreciate knowing what exactly you are trying to achieve and the challenges you want to resolve. Additionally, 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 do not 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. It's one of my favorite hobbies and passions. Let's team up.

Ukmitra

PS: You can send me a private message, and I will share my personal email ID.

Please review this presentation and let me know your thoughts. Your feedback is appreciated.

Keeping hard copies of employee information along with storing it in software is good if you have a limited number of employees. However, for large companies, it is challenging to manage employee information by relying solely on hard copies. It is better to opt for advanced HR or Payroll software systems. These systems also provide secure backups for all employee data, which can be restored in case of software or computer crashes, or any data loss incidents.

Additionally, you can consider using online data backup software and services to secure your data. This approach helps in avoiding the need to keep and manage hard copies of data. You can access the data only when necessary by printing it out when needed.

Hi,

Our payroll software, VIKSAT EzyPay, has functionality to attach scanned documents with employee details. You can view or print them later on. It also enables you to capture an employee photo directly from the webcam. For further details, you can contact us at info@viksatinfotech.com, call us at 9803059002, or visit http://www.viksatinfotech.com.

Regards,
Vinay Bishnoi

Can you please inform me about the number of employees you manage in your organization and the type of ERP system you use?