Exploring Employee Document Management
Summarize
Summary of Exploring Employee Document Management
Employee Document Management enables ServiceNow customers to streamline and centralize the management of employee-related documents while ensuring integrity, accuracy, and controlled access. It consolidates files from multiple cases into a single employee file repository, supports metadata tagging for easy search, enforces legal holds, and manages document retention and purging policies.
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Key Features
- Centralized Document Storage: Automatically or manually move employee documents from HR cases to a centralized repository, facilitating easier management and retrieval.
- Document Categorization: Define document types associated with Centers of Excellence (COE) and topics, governing access, retention, and legal hold settings.
- Retention and Purging Policies: Configure retention periods and policies based on regulations or company standards, with controls to prevent purging of documents under legal hold.
- Access Control and Security Policies: Define who can view, upload, move, or purge documents through security policies and role assignments, with purge authorization requiring specific approvals.
- Legal Holds: Place legal holds on employee profiles or specific document types to prevent deletion, supporting compliance and legal requirements.
- Role-Based Access: Differentiate access levels for administrators (configuration), agents (document upload and management), and employees (view and upload their own documents).
- Integration with HR Service Delivery: Seamlessly move documents from HR case forms to the repository, including automatic transfer when cases close.
Access and Usage
- Administrators: Configure the application, define document types, retention, and security policies, and assign roles.
- Agents: Upload and manage employee documents, search with filters, and move documents from HR cases to the repository.
- Employees: View and upload their own documents when permitted by document type policies, accessible via HR cases, the Service Portal, or Employee Service Center profile pages.
Practical Benefits for ServiceNow Customers
By implementing Employee Document Management, organizations can achieve centralized control over employee documents, improve compliance through retention and legal hold policies, enhance security with role-based access, and streamline HR workflows by integrating document handling with case management. This leads to increased operational efficiency, reduced risk, and easier audit readiness.
With Employee Document Management, you can streamline document management and maintain documents with integrity, accuracy and access controls.
Streamline management of employee documents
- Centralize files that are currently stored on multiple cases.
- Automatically or manually move employee documents from a case to the employee file.
- Find documents using metadata tags.
- Place legal holds on all documents for an employee (HR profile), or for all documents by document type.
- Define who can access what documents.
- Define retention policies that determine how long to retain employee documents and prevent purging for legal holds.
- Define when to purge documents.
Configure Employee Document Management
The base system provides pre-configured records that can be used immediately to expedite the configuration of Employee Document Management.
Employee document definitions
To use Employee Document Management, you must define the following:
- Document type: Defines how documents are categorized and are associated with Center of Excellence (COE), topic categories, and topic details. For example, you can create a document type for all documents related to Total Rewards or for each benefit. Document types also determine who can access, how long to retain, and if a legal hold is in effect.
- Retention periods: Defines how long to keep an employee document based on regulations or company policy.
- Retention policies: Combined with a retention period and criteria, determines how long to retain an employee document.
- Security policies: Determines who can view, create, move, or authorize to purge employee documents.
You can configure employee documents to automatically move to the document repository when an HR case is completed and closed.
Administrator, agent, and employee access to Employee Document Management
- Administrators configure the Employee Document Management application.
- Agents upload employee documents on behalf of employees or as part of a case.
- Employees who can upload and view their documents.
Employee Document Management administrators assign appropriate roles to employees who require access to employee documents. The security policy determines access and purge authorization.
The document type and the associated retention policy and retention period determine when to purge employee documents. The security policy can require approval to purge. The security policy requires a user to belong to the group that has purge authorization.
Legal holds can be placed on HR profiles. Legal holds prevent employee documents from being purged. You can also place and manage legal holds by document type. Managing by document type provides bulk-processing for increased efficiency.
Employee Document Management for agents
Employee Document Management agents can:
- Search for existing employee documents using different filters.
- Place or upload employee documents directly into the repository.
- When your company is also using HR Service Delivery, you can move employee documents from the HR case form to the repository. Employee documents can also be configured to automatically move when an HR case is closed.
Employee access
Employees can view their own employee documents when the document type provides employee access. Employee documents are also available on HR cases and the Service Portal or Employee Service Center profile page. See Define policies for a document type.