Challenges

Human Resource departments are presented with an increasing challenge of storing and accessing employee information that is typically filed in paper format and retrieved manually when required. Letters of offer, contracts of employment, emails and other compliance documentation often requires quick and secure access by authorised HR personnel. Manually filing of this information can be time consuming, uses valuable office space and would, in the event of a fire or flood, cause irreparable damage to the organisation.

Managing Employee information with Diraq

Human Resource departments generally collect and store hundreds, if not thousands, of paper documents. Using Diraq DMS significantly reduces the need for this. All kinds of documents whether letters, CV's, references etc., can be stored together with electronically generated documents Word, Excel, FAX and Email in one database. Employee records can be retrieved individually or by virtual folder giving the HR staff quick secure access on the click of a button. As well as saving storage space this system provides cost savings in terms of efficiency while helping to ensure compliance for both policy and standards.

Consider these benefits:

• Manage all electronic, imaged (scanned) paper, FAX and email in a consistent manner.
• Simple to configure and easy to use
• Secure Access to authorised personnel only
• Provides a tamperproof archive for all employee information including electronic documentation
• Provides permissive access to all information with a full audit trail of who has accessed information and when.
• Provides a fast and secure retrieval of required HR documents.
• 'Virtual' folders gives quick access to all employee related documents
• 'Full Text Searching' offers the facility for searching across all records for specific content. For example Qualifications, Experience, Previous Employers etc.
• DIRAQ can also be integrated with existing HR solutions if required.

Strategic benefits of deploying Diraq

Managing all employee information in one secure but easily accessible location with fast secure retrieval of documents saves both space and time. It provides 'peace of mind' knowing that important documents are not going to go missing, cannot be tampered with and in the event of a disaster, fire or flood, can be fully recovered. All compliance documentation, standard contracts, terms and conditions, health and safety documents can be stored and managed (version control provides a fully audited event log of updated documents) within the same system with controlled access. Those documents that need to be available to all staff can be dynamically accessed through your Intranet, for example, using our standard API (Application Program Interface).