HR Home Forums Community Digital Personnel Files

Viewing 2 posts - 1 through 2 (of 2 total)
  • Author
    Posts
  • Conner Lantz
    Keymaster
    Post count: 4836

    I work for an O&G company, we have 3 divisions, 9 district offices and just over 670 employees throughout Alberta and the USA. We are still using the paper Personnel File system, all district offices are SUPPOSED to be sending all HR/Payroll/Confidential information to head office but it’s hard to track and HR usually doesn’t know until there is an incident whether we have all information or not. Back in the day, the Personnel file room was also locked. Authorized Personnel could go up to the file room window and sign our the folder(s) from the File Room clerk, and everything was track manually. Today … we need to make some changes. That being said I’m in the process of implementing a new ATS/HRIS system and I’m looking for some guidance on Digital Personnel files. I am to be the expert on this so i would like to ensure i am fully educated before I start creating the process, assigning admin access, etc. Provincial guidelines are often vague and don’t like to commit …. but there has to be some general guidelines out there on what can and should not be housed digitally and who should have access to what. I have to also determine if the system can assign the level of security that i need. example: If i give hiring managers access to Change of Status forms, reason for leaving and disciplinary forms so that they know if they can rehire someone or not, will this also give them access to documents for Terminated for Cause documents. If my new ATS system can’t separate access on this information then i will need to house it in a locked filing cabinet.
    I’ve talked to Chris Brown from Bongarde about this and he is the one who guided me to Ask the Expert. I look forward to hearing from you soon!

    Tracy Duff – HR Manager – CWC Energy Services

    Conner Lantz
    Keymaster
    Post count: 4836

    This isn’t really a legal/privacy question as much as an IT/roles/admin access and implementation issue.

    All good HRIS have roles that can be defined for levels of administration, where certain data is only visible to a manager depending on their role. Temporary access to limited data can be provided, and the HR manager can still be the gatekeeper.

    https://www.researchgate.net/publication/336590973_Privacy_Security_and_Legal_Issues_for_HRIS
    https://www.aihr.com/blog/implement-hris-human-resources-information-system/

    https://www.theanswerco.com/confidentiality-keep-sensitive-data-safe-with-the-best-human-resource-information-system/

Viewing 2 posts - 1 through 2 (of 2 total)
  • You must be logged in to reply to this topic.