Human Resource (HR) Document Repository in 2017

Here’s what we’ll cover:


 

What Is A Document Repository ?

Document Management Software for Human Resources Professionals

Which HR Tasks Can Be Automization

Benefits of HR Repository

  1. Reduce the Amount of Disk Space
  2. Simplify the Data Backup
  3. Ease of Access for the whole organization
  4. Minimize the Chances of Data Loss
  5. Security of Sensitive Data
  6. Increased Collaboration for HR Department

Summary of HR Document Repository 

HR Related Forms & Documents

  1. Employment  Offer Letter Format
  2. Employment  Joining Letter
  3. Employment Agreement Letter
  4. Employee Experience Letter
  5. Employee Internship Letter Formate

 

What Is A Document Repository

A Document Repository is a part of the overall Document Management System( DMS),is a data management  process where the documents of an organisation are stored remotely in a web enabled storage system, commonly also known a ’cloud’. The documents can be accessed remotely from any web enabled system and  does not generally require any additional hardware or software installation. Document Repositories are  becoming quite popular in the HR Management practices because of the security and instant access it  provides, in addition to the simple interface that it has in terms of storing and accessing the data.

Document Management Software for Human Resources Professionals

With the increasing rates of attrition and employees changing their jobs ever so frequently and specially with the governments and labour agencies becoming more and more stringent towards maintaining employee records, the role of effective HR management, towards documentation and documentation management is undergoing a great transformation at all levels. Another pressing requirement to adopt efficient documentation is because of the rising cases of employee disputes, especially on retrenchment and/or employee-employer disputes. With majority of HR documents treated as confidential, the need of secure and dependable data management solutions is somewhat of a necessity.

Which HR Tasks Can Be Automization

According to a recent Forrester study, up to 50% of the time of HR professionals is spent on processing  employee information and responding to employee queries. In this volatile HR environment, where  organisations are shifting their HR policies and labour management agencies changing the regulations  continuously, the HR personnel’s job is getting more and more difficult. The HR professionals is faced with the  major challenge of managing, filing and updating humongous loads of paper-based documentation that  requires an immense amount of time, manpower and resources to maintain and update. The HR documents,  that are increasing for each employee is physically filed, archived and stores. The process of doing so is  tedious, has inherent risks of data theft and is apace consuming. With the increasing role of technology being  played in almost all areas of business management, the HR managers of today are quickly adopting the more  efficient ways of HR data management by automating the manual processes associated with contracts, appraisals, health and safety documents, induction etc.The digitization of the documents have given the HR  professionals quite a bit of increased efficiency towards data management and retrieval.

  1. Timesheets
  2. Benefits
  3. Health and safety
  4. Employee recruitment
  5. Employee onboarding
  6. Tax forms
  7. Employee records management

Benefits of HR Repository

The online Document Repository has a lot of unique benefits and value additions towards simplification and  efficiency of HR data management. Some of these benefits are as follows:

    1. Reduce the Amount of Disk Space

One of the main benefits of the Repository system is that it minimizes the requirement of local disk space,  which can be quite substantial owing to the large number of documents that need to be stored per employee.  A single, virtual online repository can be shared across all resources and prevents duplication of documents  which are tagged and easily searchable and needs virtually no space on the local computers or servers.

    2. Simplify the Data Backup

Storage of the data in a central repository that is centralized makes it extremely easy to perform daily backups,  ensuring that the documents and data are available in the event of a downtime or a data loss situation.

    3. Ease of Access for the whole organization :

Due to the fact that all the data are stored and updated centrally, authorized users across various levels of  administration, across locations can access the relevant data and documents through a search functionality  which minimizes the need to send emails back and forth. This ensures transparency and faster sharing and  dispersal of critical information such as resignations, new hires for example.

    4. Minimize the Chances of Data Loss :

The central storage of HR data ensures that there is no accidental deletion or editing of data files, since it adds  another layer of security. Most Data Repositories have procedures that prevent multiple users from editing the  same document concurrently. The previous revisions are also normally saved so the older versions are also  accessible on demand or towards data recovery in the event of an accidental deletion.

    5. Security of Sensitive Data :

One of the most important features of an online repository, specially pertaining to the HR function is the  security it offers in terms of data protection and accessibility controls. It is easy to customize and update the  user access and the permissions that each user has in terms of access, view and edit functions. The  authentication and password protection can be easily and effectively implemented and managed. Also, a log of  persons that accessed or tried to access the data can also be viewed easily. Remote locking of data access  permissions can also be effected in the event of data misuse situations.

    6. Increased Collaboration for HR Department :

Sine the Human Resources department always works on a symbiotic relationship with the other operational  departments, the online sharing of data and information can increase and enhance the co operation and  collaboration among the various departments with the easy and real-time access of employee data across  various levels and locations. This can effect in increased productivity and much lesser paperwork. The different  HR circulars and other documents can be stored and shared easily, and is more effective than email, since the  previous resources and reference materials can also me much easily accessed. Content Collaboration is being  given more and more importance and support by the organisations and the Data repositories are a right step  in that direction, without a doubt.

Summary of HR Document Repository

It can be easily concluded from the above data pointers that the HR document repositories are the right way  to go for HR professionals and helps immensely in the administration of HR functions and data management.  Whereas the organisations can and probably should still have some physical data functionalities, but the  Document repositories can aid very well in the security, accessibility and storage of the ever precious HR data.  The document repositories can offer invaluable support towards clutter management, remote access and time  management. The document repositories also increase productivity and workflow by enabling easy share of  information, seamless navigation of documents and easier collaboration.

HR Related Forms & Documents

1. Offer Letter Formate

 

Date: _________________

To,
Candidate Name
Candidate Address


Dear Mr./Ms./Mrs. ____________________,

Sub: Letter of Offer for Employment

Congratulations!!

We are pleased to offer you an Employment with M/s __________________________ based on the interview discussions you had with us and your application submitted to us. Details of the terms and conditions of offer are as under:   

  1. You will be designated as _____________ and will be based at our "Head/branch office".
  2. Your date of commencement of Employment will be on or before  "Date exm : April 02nd, 2016.
  3. You will be entitled to receive compensation and benefits (Fixed Pay of Rs _________ PA) as per the enclosed Annexure.
  4. Your employment would be subject to the Terms & Conditions, mentioned in your appointment letter, which will be issued to you on your joining.
  5. You will be on probation for a period of One Year months from the date of joining.
  6. Please bring along the below listed documents / details on your day of joining.??
    1. Date of Birth proof certificate (Copy of passport / birth certificate / S.S.C) (Two Copies )
    2. Original Academic Certificates (all from 10th to Highest)
    3. Original Resignation Letter with acknowledgement
    4. Relieving letter from previous employer (Original)
    5. Proof of compensation last drawn (3 Months - Original)
    6. Six passport size photographs (Recent)
    7. Bank Statement (six months)
  7. Kindly sign a copy of this letter as a token of your acceptance of this offer.

Looking forward to a long and mutually beneficial career with us

Yours truly,

(Authorized Signatory)

[Organization Seal]
[Name and Address of the Organization]

 

2. Joining Letter Formate

______________ (Name and address of the recipient)

______________ (Date)

Subject: EMPLOYMENT JOINING LETTER

Dear ______________

With reference to your interview you had with us, we are pleased to appoint you as {" _____"} . Your annual total cost to company will be of  {"exm : Rs. 2, 50,000/- (Rupees Two lakhs and Fifty thousand only)"} the detailed breakup of the same is enclosed here with Annexure –I.

Any issues and matters arising here under shall be construed in accordance with and be governed by the laws of India, and shall be subject to jurisdiction of the courts in Mumbai only.You are selected under the company’s payroll i.e. ABC Ltd. You will be required work at the premises/offices as assigned by the management from time to time, and you will be liable to be transferred to other offices depending on exigencies of service.

In case you are agreeable to the terms and conditions as set out here in above, you are requested to sign the duplicate copy of this joining letter in token of your acceptance.

The above terms and conditions can be changed at any time without prior intimation. We look forward to your dedicated efforts, excellent performance and commitment towards work and organization.

We hope that your professional association with us will be a rewarding and fulfilling experience.

Yours truly,

(Authorized Signatory)

[Organization Seal]
[Name and Address of the Organization]

 

3. Employment Agreement Letter Formate

______________ (Name and address of the recipient)

______________ (Date)

Subject: EMPLOYMENT AGREEMENT LETTER

Dear ______________

I {"Your name"} recruiting manager of {"Organization-Name"}; hereby inform you that you have cleared all rounds of interview and hence got selected for the post of {" Designation "} with effect from {"Date"} which itself is you’re joining date with the company. Our human resource manager who has taken your interview is very much impressed with your qualifications, confidence and pervious work experience. As you have already given the appointment letter from the company which states all details about your compensation, terms and conditions, other perks, and future growth given to you from the company. If you are satisfied with the mentioned terms and conditions and other aspects then please sign a copy of this letter and revert it back to us for further process. I expect you will prove us right for showing interest in you with this I wish great success in our company to you.

Yours Sincerely,

[Organization Seal]
[Name and Address of the Organization]

 4.Employee Experience Letter Formate

TO WHOM IT MAY CONCERN


It is our pleasure to write about Mr./Mrs./Ms. ______________, son/daughter of Mr. _________, who has worked with {"name of organization"} in the capacity of {"Position"} for ...... years/months [from dd/mm/yyyy to dd/mm/yyyy].

During the aforementioned tenure of his/her work here, Mr./Mrs./Ms.{" _______________"} remained involved in his/her work with determination and sincerity. We found him/her active and competent in executing all assigned tasks. He/she is professionally sound, hard-working, and a devoted and motivated employee whose dedication in taking initiative and contribution for the realization of organizational goals and objectives has proven helpful in the advancement of our establishment repeatedly.

Moreover, Mr./Mrs./Ms. {"______________"}'s conduct during his/her stay with us is exemplary. During his/her service period, he/she has been found sincere, reliable, trustworthy, sociable, pleasant, and open to challenges. He/she has a genial temperament and can efficiently work in and lead a team.

His/Her decision to terminate his/her services with us is solely his/her own and we wish him/her all the best in his/her future endeavors.

Sincerely,

{"[Name and Signature of Authorized Signatory"}

[Designation]

[Organization Seal]
[Name and Address of the Organization]

  5.Employee Internship Letter Formate

Date :

Name : __________

Address :

_________________

_________________

Subject: Internship Offer Letter

Dear ____________________:

I am pleased to offer you an internship at {"Organizatin_Name"}, Inc. {"Organizatin_Name"} in the _________________ department. As we discussed, you will be scheduled to intern approximately _____ hours/week and your internship will begin on ______________ and will end on or around __________. If you accept this internship offer, you will report to ___________________. Because this is an internship, you may discontinue the internship at any time for any reason, and {"Organizatin_Name"} may discontinue the internship for any reason not prohibited by law. There is no guarantee of continuous employment because of your volunteer work with us. As an intern, you will not be a company employee. Therefore, you will not receive a salary, wages, or other compensation. In addition, you will not be eligible for any of the employee benefits that company employees are entitled to, including, but not limited to, health insurance, vacation or sick leave, paid holidays, or participation in {"Organizatin_Name"} retirement plan. During your internship you may come across confidential business information. By accepting this internship offer, you acknowledge that you must adhere to our confidentially policy. In addition, upon conclusion of your internship, you must return all company-owned property, equipment, and documents, including electronic mail or other information. If you have any questions about the terms of our offer outlined above, please contact me at (___) ____- ______. We are very excited about the prospect of you joining our team and staff as an intern at {"Organizatin_Name"}! We look forward to helping you continue your education outside the classroom. To learn more about {"Organizatin_Name"}, please visit our website at www.softwaresuggest.com.

Sincerely,

_____________________________________

My signature below indicates my acceptance of the offer as outlines above.

________________________ _______________________________ ___________

Printed Name                       Signature                                          Date

Please return a signed copy via US Mail or deliver to _____________________________ by _________________ [Insert date no later than 10 days from the date of this letter].