Employee Document Management

Easily manage paperless employee files and set retention rules to support corporate and legal regulations with ServiceNow® Employee Document Management. Improve efficiency and compliance with built‑in support for automated file purge and legal hold, and increase security and confidentiality by defining permissions for document access that make file retrieval a snap.

Benefits

Increase efficiency and enhance self-service to better support productivity, security, and compliance.

Control access with the ease of a single solution by securing all documents, based on document and employee properties.

Automatically move case-related documents from HR Service Delivery cases to an employee file.

Application Highlights

Configure document policies for retention and purge, security access, and legal hold.

An example of a document types listing page

Configure document policies for retention and purge, security access, and legal hold.

Enable employees to access some or all of the documents associated with their employee profile.

An example of a profile page

Enable employees to access some or all of the documents associated with their employee profile.

Set legal hold as needed on either a person or a document type.

An example of the “My Recent Viewed Files” page with legal holds

Set legal hold as needed on either a person or a document type.

Feature Details

All
  • Retention Policies

    Specify the time period for each document type to be retained. Specify multiple retention policies with document type conditions to ensure different user attributes, such as geographic location.

  • Legal Hold

    Apply a legal hold to a document type or employee to automatically suspend the corresponding document retention policy.  A document record on legal hold cannot be updated and will not be purged.

  • Employee Access

    Employee access to documents can be enabled per document type. If enabled, employees can easily access corresponding documents on their profile. They have the ability to view and download these documents as required, without contacting HR.

  • Security Policies

    Easily configure read and write access to documents, by document type, to control access. Security policies can control purge approval and set user groups required to authenticate purging documents.

  • Bulk document upload

    Import documents in bulk from third‑party cloud solutions or local file systems.

  • Audit trail

    View a complete audit on each employee document from creation or upload in the system to the time it is purged.

Resources

Employee Document Management is part of HR Service Delivery

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