Storing HR Documents with ERP Transactions: How Do You Manage It in Your HRMS?

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

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.

Regards,
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.

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.

Regards,
Ukmitra

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 within a folder, i.e., CV, Education Certificate, 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?

Regards,
Ukmitra

Managing Employee Information: Hard Copies vs. Software

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.

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's 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 not only provide secure backups for all employee data but also allow you to restore the data in case of software or computer crashes or data loss.

Additionally, you can consider using online data backup software and services to secure your data. This approach eliminates the need to manage hard copies of data and allows you to access the information only when required, by taking a printout.

Questions About Employee Management

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