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Employee Records Management

Employee Records management Solution

Employee records provide a comprehensive overview of all kinds of employee data including employee information, employee training, qualifications certifications, and many more. This information is vital for industries aiming to stay compliant with regulations and maintain business competency.

The importance of employee record management extends far beyond compliance; it is intricately woven into the fabric of efficient, secure, and collaborative organizational functioning. As HR Technology advances, embracing digital solutions becomes not just a convenience but a strategic necessity for businesses aiming to thrive in the business.

Employee records management means taking care of all the information about employees from the time they start to when they leave.

So that It’s also called HR document management as it involves storing, getting, and handling employee documents.

Managing employee records is an important part of employee management in a business. In simple terms, it’s about keeping all the information about employees organized and safe. In the past, people used to keep employee records by an employee or manually, which was not very efficient or easy. Now, most employee records are kept on computers. Using a special program like Bizzyeasy to keep everything in one place makes it much easier.

Types of Employee Records Should Be Managed In Business;

  • Employee Information: It contains addresses, employee names, bank details, and emergency contacts.
  • Hiring Processes Records: It should have application, job descriptions, resumes, notes from interviews, job offers, and reference checks.
  • Medical Information: It contains such as medical records, notes from doctors, details about health disabilities, and requests for special accommodations.
  • History Records: History records are like records from when they were hired, information from when they started, and important HR forms.
  • Time & Attendance Records: These can be considered records for employee presence, employee leave, actions, etc.
  • Money and benefits Records: These records include timesheets, tax papers, health benefit plans, and forms for signing up for benefits.
  • Leave Records: This type of record including when someone asks for time off and when it’s approved.
  • HR Documents: This can be considered as written rules and policies.
  • Employee Development Records: It has added reviews of how employees are doing, documents about promotions, and records of when they move to a different role.
  • Agreements And Contracts Records: It like contract papers that explain what’s expected in the job, promises to keep things private, and papers that explain the rules of the company.
  • Safety and Security Records: The papers about safety and security training to be safe, reports about incidents, and papers about compensation if someone gets hurt at work.

Importance Of Effective Records Management System

Maintaining accurate employee records is not just a business requirement; it is a crucial aspect that plays a multifaceted role in the effective functioning of organizations.

Here’s a detailed exploration of why employee record management is important.

1. Security Of Sensitive Records

Any kind of data is sensitive, and data breaching is very dangerous. In the digital age, the management of employee records involves handling sensitive personal information, including bank details, tax information, and medical documents.

This information is often governed by stringent personal data protection laws. Hence, it is necessary to store these documents securely. A robust employee records management system, especially in a digital format, offers various security features such as password protection, encryption, permission controls, and access history.

2. Legal Compliance

Employee record management is not merely a best practice but a legal compliance. There are also state and local laws specifying storage requirements.

Beyond the legal requirements, maintaining quick  and access to employee records is imperative for producing documents during regulatory compliance checks, audits, or in response to complaints or lawsuits.

3. Efficiency Enhancement

The traditional manual method of record management involves physical paperwork. It can be time-consuming. HR managers spend more time searching for documents than responding to emails or messages.

Digital record management systems transform this process and make it easy by digitizing document storage and retrieval. With all files organized in a central digital repository, the ability to locate and retrieve documents becomes effortless.

4. Facilitating Information Sharing

Whenever the records are well managed, searching them becomes very easy. Well-organized and easily accessible digital documents promote seamless information sharing. Centralized and cloud-based human resource management ensures that employees have prompt  and access to the documents essential for their roles, preventing unnecessary duplication of work..

Employee Onboarding:

Bizzyeasy’s Employee Onboarding Automation empowers you to create a memorable and efficient onboarding experience for new hires. Foster a sense of value and inclusion with streamlined workflows, personalized engagement, and enhance HR productivity. Heighten the employee experience and set the stage for a lasting relationship with cohesive company culture from day one.

Faster and smoother employee onboarding cycle

Bizzyeasy Employee Onboarding automation ensures onboarding tasks and approvals progress seamlessly. HR personnel can focus on strategic aspects of onboarding while reducing time and effort in data entry, document generation, approval routing, and email sending.

Customisation and scalability

Customize and configure your employee onboarding journey to suit your business needs and scale up or down as your workforce evolves.

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Cost savings and better ROI

Wepsol Employee Onboarding allows efficient use of HR resources which translates to cost savings. Reduced administrative overhead and associated costs with digital onboarding reduce paper usage and associated expenses, contributing to cost savings and promoting sustainable practices.

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Integration and automation

Wepsol Employee Onboarding solution automates and integrates your employee onboarding process with integrates with HRIS (Human Resources Information System) and LMS (Learning Management System), allowing for an error-free transfer of data and training materials.

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Employee engagement and retention

Our Employee Onboarding solution creates a well-orchestrated onboarding experience that fosters a sense of belonging and commitment, increasing employee engagement and retention.

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Compliance and risk management

Wepsol Employee Onboarding ensures compliance with policies, regulations, and standards, reduces risk, and maintains an audit trail of transactions.

Employee Records Management

Bizzyeasy’s ERM software sets the stage for a paradigm shift in HR operations, ushering streamlined efficiency, data integrity, and elevated employee management practices. Embrace this future-aligned solution, to access your digital personnel files anytime, anywhere, and stay on top of your HR tasks and obligations.

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Search and retrieval of records

Our ERM solution simplifies document retrieval with advanced search, real-time previews, and dashboard reports.

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Data security and confidentiality

Bizzyeaasy ERM safeguards confidential employee data with encryption, passwords, and HTTPS. It offers e-lockers for added protection against unauthorized access.

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Fast and frictionless

Bissyeasy Employee Records Management automates tasks like data entry, document generation, approval routing, and email sending, reducing time and effort. It also offers real-time visibility and alerts for employee document status.