Electronic archiving in the Human Resources department makes it possible to unify all document management electronically and to preserve, archive, and easily consult all documents related with an employee’s work history.
We support you in designing a certified electronic storage project for your Human Resources department.
Human Resources management in a company entails administering a large amount of employee-related documents (pay slips, contracts, tax office reports, tax returns, time off work, special permits, travel expenses, etc.). The challenges facing HR managers concerning document management are many: administration of large document volumes, varied nature of formats and types, classification, preservation, recovery, etc.
The solutions that many companies handle today translate into digital document preservation with low security conditions in the company’s internal servers or filing paper documents with physical means. This means that traceability among the documents that form part of an employee's file is difficult to uphold.
It can lead to inefficient work documentation management, hampering apparently simple tasks. For example, the delivery and preservation of critical documents like employee pay slips, contracts, tax reports, withholding certificates, etc.
The document volume that has to be managed also varies in accordance with sector and activity but the need for legal, efficient, and secure safekeeping which preserves document integrity is essential in all cases.
With EDICOMLta, a company's HR department can preserve, archive, and easily check all the documents related with an employee's work history. This process is performed with a comprehensive solution that makes it possible to unify all document management electronically, providing the source electronic documents preserved in EDICOMLta with identical probative value as their paper counterparts.
Integration with a company's internal applications is also possible, automating e-document safekeeping and preservation. In this way, work document processing performed in a digital format is automatically stored in the EDICOM digital object storage component, saving paper and printing costs.
The Electronic Archiving System (EAS) has the guarantee afforded by the qualified trust services that EDICOM provides to ensure document integrity. This means that 100% of stored documents are accredited by an international trust service provider like EDICOM , with a range of electronic originals that can be used at the request of authorities and third parties to settle any type of dispute.
Electronic archiving system adapted to the reality of Human Resource departments
With EDICOMLta (Long Term Archiving), Human Resource departments unify all the documents an employee generates in his or her relationship with the company in a single and centralized electronic file that can be easily recovered at any point in time.
Documents in any format, whether electronic in origin or images, are entered in the solution through a direct connection with the customer's ERP, making it possible to send large batches of documents and store them under efficiency criteria by the employee’s ID.
Documents can also be uploaded by logging into the solution interface with a drag n’ drop system.
The qualified electronic seal and time stamp are applied to the documents to guarantee their integrity. These services are recognized by the EU as qualified trust services.
Documents are classified in the solution via a metadata structure agreed on with the customer, featuring the employee’s ID. This makes it possible to create a trail that unifies all the employee’s documents in a single electronic file.
The solution sends a notification to the employee with a private and secure link to download the stored document.
Each employee has a private environment where they can check their file at any time. Also, all the actions performed in relation to each document, whether viewed or downloaded, are logged as evidence.
User-friendly app browsing. Access to functionalities is concentrated on two clearly identified environments: An advanced user administration environment and an environment for efficient document management.ASK FOR A PRODUCT DEMO
In an increasingly digital Europe, citizens, companies, and the public sector need a regulatory framework that brings security and legal certainty to electronic activities. These security mechanisms are set forth in Regulation No 910/2014, known as eIDAS. This new regulation brackets electronic documents in the same category as traditional paper ones. It also stresses that to preserve them for the long term it is necessary to have a certified and trusted document safekeeping system.
In this White Paper, we present the new qualified trust services, emphasizing electronic document safekeeping services.
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