MHR’s partnership with Document Logistix means that our HR customers can place all document types – paper, digital files, audio and video assets – into a centrally controlled system that manages complex information by type. At-a-touch organisation of documents and data becomes routinely embedded in your organisation’s daily processes.
Access control, a single point of storage and communication, GDPR compliance and automated retention/deletion all provide significant benefits in terms of workflow efficiency and security.
Documen Logistix award-winning software, Document Manager, can be fully integrated with MHR solutions. Document Manager enables organisations to store documents and data in a secure, cross-departmental central hub, which avoids risks of duplication.
The system also allows administrators to manage and closely control data access levels. HR departments store sensitive information, so each system user can be restricted to access only the information they need to perform their job.
Some of our customers have millions of records in their systems so the prospect of manual search is simply impracticable. Competing systems’ ‘clunky’ search techniques frequently show duplicate or multiple versions of the same document.
Users of MHR products integrated with Document Manager experience the most powerful search capabilities, with simple to use filters that clearly identify documents by a wide range of search parameters.
Security is a significant factor in best-practice HR operations. Systems integration means that there is a full record of each time a user accesses the system and a time-stamped log of activity.
A rules-based system requires minimal IT or management intervention and facilitates employee self-service, which greatly reduces the amount of time spent by key staff on low-level admin tasks.
The introduction of GDPR in 2018 placed an even greater duty of care on HR professionals in terms of the data they keep and how it is stored. MHR document management integration helps organisations to manage and automate data privacy from the time information is captured, through any mandatory retention periods, to the time data is destroyed.
Document indexing on upload, automated system alerts and assured timely data deletion help our customers to embed good compliance practice in their daily operations. Complete histories of large amounts of complex data can be produced in seconds to satisfy strict audit standards.
HR documents have specified lifespans that vary across standard employee records, disciplinary records, visas and ‘right to work’ documents, pensions, and many different types of information. Paper systems, manual data management and non-automated systems create a multitude of problems, from simple logistical issues associated with mass storage, access and staff time, to human error and even the potential for negligence or malpractice.
Digital document management makes it simple for organisation to identify and store documents by type so that they can be retrieved, reviewed, retained or destroyed according to company policy and industry regulations.
GDPR. How document managment helps with GDPR compliance. Document Logistix