Using Employee Record Management Software To Increase Your Efficiency
Employee Record
Management System
The Employee
Record Management System (ERM System) is an electronic filing application
that helps HR professionals capture and store employee records and track data
to keep the organisation running smoothly.
An effective employee
management system should include the following key features:
â—Ź Time
Log Management - Where
employee timesheets track time, data is captured electronically through most
access card entries.
â—Ź Leave
management - This module
covers leave, time-off, leave cashing and compensation.
â—Ź Employee
Database - Functions like digital filing cabinets that secure each
employee's vital data with confidential information.
â—Ź Employee
Self-Service (ESS) Portal -
The ESS portal allows employees to handle a variety of human resource-related
access and updates that may otherwise be required by HR. Tasks include updating
personal information, submitting documentary evidence, availing facilities as
per company policy and filing valuation related matters.
Employee records management software is a powerful document management solution. Document handling functions minimise redundant tasks and allow you to manage time efficiently. The outcome is increased productivity of your company. The employee management system manages all record-keeping processes seamlessly. With the capabilities of the employee record management system, organisations can accurately maintain employee records from hiring to resignation or retirement.
Benefits Of Employee Record Management Software
HR managers manage their workforce more efficiently and productively with employee management software and improve employee satisfaction. The main advantages of organised employee record management software are:
â—Ź Less
Administrative Effort - The
administrative task of keeping employee records is automated by a convenient
organisation of employee data based on categories and tags, updates and audits
of employee records. The staff management system promotes less work on paper,
less use of office space and exclusion of storage.
â—Ź A
single source of employee data
- a single database in the central repository containing employee records
eliminates the need for redundant records in many places. The document management system
automatically tracks and archives all employee documents. Any changes made by
managers, administrators or authorised office staff are reflected in all HR
system modules.
â—Ź Integrate
with other systems - The
employee record-keeping system can easily integrate with other existing systems
and streamline all business processes. ERM software prevents problems with
duplicate HR entries, multiple Excel reports and data migration.
â—Ź Data
Security - Strong security
features, including AES 256-bit encryption, password protection, and access
control protect employees' sensitive information while sharing data. Secured
data storage on cloud repository and
on-premise using the firewall.
â—Ź Compliance
- Supports data compliance
issues with options like real-time workflow and audit trails. Follow the rules
for timekeeping and record-keeping per state and federal laws and local labour
laws, such as keeping three-year pay records for employees after termination.
â—Ź Privacy - Employee records management
software protects employees' data in compliance with security and privacy
rules, including the confidentiality of employee medical information such as
the history of disability and similar personal information.
â—Ź Legal
Protection - The employee
record management system helps maintain HR records for future evidence if there
is a legal requirement in the case of regulatory verification and employee
conflicts.
â—Ź Efficient
workflow - ERM software
achieves a more efficient and organised workflow through access to managed
documents and secure sharing of the right information at the right time. The
software configures permissions related to your manager and employee records.
Employee record management Process
As information is rapidly being generated today, managers
need to make well-known decisions and use employee records management systems
to process this information. The staff management system helps streamline the
entire process. The electronic record-keeping system automates the organisation
and keeps employee records so that the overall HR process becomes complete
proof. ERM software handles the induction process efficiently, where the
company's policies and processes can be stored in the cloud repository. The newly joined employee can access and go
through their context. It helps the HR department to carry out the induction
program smoothly. Employees can also view their subordinates' profiles and
other non-sensitive work data. The feature of hiding important documents is
that only authorised people can see them. On behalf of the employees, they can
submit supporting documents like tax assessment data on time.
Overall, workflow automation of employee record
management with ERM software helps enhance human resource management efficiency
for the organisation. Advanced business
process automation includes
digital onboarding processes that support offering letters, background
verification, e-signatures and employee joining and orientation formalities. In
addition, ERM automation makes it easy
to handle basic, recurring tasks without manual intervention, thus freeing the
HR team for more creative and priority tasks.
WeP ERM Software
The traditional approach of managing physical records of
employees requires a manual bookkeeping system or compiling employee records by
page during the hiring process. The long-term processing of personal data was
complicated to manage in terms of compliance, legal and audit. The transition
from a manual system to a computerised system gave birth to automated ERM
software.
In the digital system, data is stored in electronic
records for easy access, update and sharing remotely from any device. In
addition, a ubiquitous database of centrally located records makes it easier
for HR professionals to manage staff data, simplify the onboarding process, and
make data-based decisions during their tenure.
WeP ERM Features
WeP Employee Record Management, a state-of-the-art
application secured at the enterprise level, allows you to keep your
electronics employees' files ubiquitous with productivity and compliance. In
addition, the application helps track, calculate and retrieve employee
documents and personal information through dashboard reports and receive
automatic notifications of any discrepancies.
The key features highlighted by WeP ERM are:
â—Ź Built-in workspace and digital folder
configuration
â—Ź Real-time preview of the document
â—Ź Password protected e-lockers employee records
â—Ź Protection from data breaches
â—Ź Secure data sharing with auditors, BGV team
and authorised stakeholders
â—Ź An advanced encryption standard (AES 256-bit)
to secure data protection.
â—Ź Ability to reconstruct events for audit
testing if data is not complied with
â—Ź One-on-one secure communication connected via
employee mailbox
The use of
employee management software is an innovative practice that ensures that
your business nerves remain strong. In addition, it increases employee
engagement and helps increase employee retention.
