Other authorized users within the company may be granted access to other file cabinets, such as Accounting, or Engineering, or Sales, but not to the HR file cabinet. Even within the HR department, though, additional security is possible. The clerical staff may be given access to all employee folders within the HR file cabinet, but may be restricted as to the types of documents that they can see. For example, they may be able to access documents pertaining to insurance coverage, or training status, or voluntary contributions, but could be denied access to any document pertaining to confidential information like salary, job reviews, or other sensitive information. In order to access those types of documents, a HR department managerial level user ID would be required.
Document imaging is a key tool for HR departments.
It allows a department to capture electronically all of the information in the existing employee folders, insurance files, submitted resumes, and so on, index it for quick retrieval, and make the information instantly available to any authorized user. It can help reduce the number of clerical staff positions that are needed to operate an HR department, thus reducing the cost of operations. Our imaging software also provides extensive security features, both for the physical security of the data, and the confidentiality of the data.