Document and records management is a crucial part of modern administrative systems, especially in organizations aiming for organization, accuracy, and operational efficiency. Therefore, the Solutions365 HR&ERP system has been developed to provide an advanced module for document management, supporting companies in organizing their data and facilitating secure and flexible access to it.
Comprehensive Archiving and Multiple Document Types
Through this system, organizations can manage unlimited types of documents. Each document is classified and directly linked to an employee’s account, facilitating tracking at any time. Additionally, the system allows archiving old documents in an organized and secure manner, protecting them from loss or damage over time.
Advanced Document Classification Properties
Document and records management in Solutions365 relies on precise properties that contribute to data tuning and control. These properties include:
- Confidentiality
Initially, each document can be classified as confidential or non-confidential. This classification determines who has access to view it, thus maintaining the confidentiality of sensitive data within the organization. - Multiplicity
In some cases, specific types of documents may be repetitive, such as certificates or permits. Therefore, the system allows defining whether the document is unique and specific to a particular employee or repetitive among several employees. - Mandatory Status
It is essential to distinguish between mandatory and optional documents. For example, contracts and legal documents are mandatory, while training certificates may be considered optional depending on the nature of the work. - Validity
As some documents have expiration dates, the system allows specifying their validity. Consequently, it sends automatic alerts to update them before the expiry date, ensuring full compliance with internal and external regulations.
Document Lifecycle: From Upload to Approval
Documents within the system go through several carefully thought-out stages, starting from uploading and reaching approval or rejection. These operations include:
Uploading Documents: Documents can be easily uploaded, either from an employee’s account or by relevant departments.
Reviewing: Data is examined to ensure its accuracy, reducing potential errors.
Acceptance or Rejection: After verification, the document is either accepted and linked to the employee’s account automatically, or rejected with the possibility of requesting modifications.
Adding New Documents and Linking Them to Employees
In cases of recruitment or updates, all types of new documents can be added. Subsequently, the documents are classified by type and category, then sent for review. Once approved, they are automatically linked to the employee’s account, making it easy to refer back to them later.
Smart Alerts for Updating Expired Documents
One of the standout features of the system is the automatic alert function. When the expiration date of a document approaches, the system issues a notification to the relevant party. As a result, data is renewed in a timely manner without any delays. This not only reinforces compliance but also prevents any administrative or legal violations.
Advantages of Adopting Document and Records Management in Solutions365
Leading organizations today rely on advanced systems to avoid paper chaos. Therefore, Solutions365 offers a range of practical benefits, including:
Central organization of data and documents, reducing file loss.
Protection of data confidentiality through access control.
Increased efficiency through electronic document review without the need for manual procedures.
Enhanced productivity through simplified update and tracking processes.
Improved compliance with standards through access tracking and regular document updates.
In conclusion, document and records management in the Solutions365 HR&ERP system is a vital tool that supports organizations in digitizing their documents, reducing errors, and achieving administrative and technical compliance. The module has been designed to make document classification, review, and automatic updates easy. With these features, organizations can enhance their operational efficiency and comply with adopted standards.
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Employee Application from Solutions365 ERP&HR System
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