Hi Paula
As Deirdre says you must start with the processes. In terms of line managers access they don't need to keep duplicates in an edrms but what they will need is a 'view' to the information.
When you're talking to the managers and HR ask them the following
- what information are you keeping?
- for what purpose?
Usually managers keep a copy for ease and speed of reference rather than anything else so if u can demonstrate that the eDRMS can give them what they need in terms if access.
But the other issue will be from HR themselves - you often find that HR themselves don't want anyone else even a line manager adding info to the 'official' file.
Talk to your eDRMS vendor aswell. Different products can give you different functionality that can help with these situations so see what they can offer in terms of advice and guidance.
Paula
Paula J Smith, ARMA, MSc
Pre Sales and Content Manager
Techtonics Group Ltd
021 290 0830
Www.techtonics.co.nz
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On 7/01/2011, at 22:12, "Paula McClure" <[log in to unmask]> wrote:
> I'm trying to understand how other organisations handle HR-related files and documents in a ERDMS. Any master records relating to an employee are kept by Human Resources. Each employee has an employee file, which keeps all information about an employee except health-related records.
>
> Typically managers in business units also keep duplicate records relating to their employees in parts of the shared drive that are accessible to them only or in locked drawers. As we migrate files to an ERDMS managers would also like to keep their duplicates in the ERDMS just as they have been keeping them in the shared drive. Should they be allowed to keep their duplicates in the ERDMS, considering that they do not have access to their employees' files? Only HR does.
>
> The reason why they do not have access to their employees' files is that the files themselves are too comprehensive and contain too much personal and confidential information. However, this issue cannot be tackled at the moment.
>
> On one hand I am concerned that business unit managers do not handle the records carefully enough, especially when they print them out, but on the other I can understand why they would want to keep at least the records that they have generated in regard to their employees.
>
> Thank you for any advice or comments,
>
> Paula
>
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