The existing employee record management process is heavily manual and paper-based. Additionally, there are multiple hard copy files for employees, e.g. one employee could have a file held by devolved HR, a file held by a school administration team and possibly even their line manager.  All of these files would contain a mixture of the same as well as unique information – there is no single complete employee file.

A project was proposed to introduce a single electronic employee file that can be accessed and updated across the University by appropriate authorised personnel.  This will introduce cost efficiencies and provide the following benefits:

  • A single source of employee information
  • Increased speed of access to information
  • Removal or minimising of risks associated with having multiple copies produced and stored in different locations.
  • Lower risk of data privacy breaches and compromising  data protection principles
  • Making use of existing technology in the University (SharePoint) to provide a common, intuitive way of storing, searching and updating digitised employee files.
  • Potential removal of requirement for an external archiving service
  • Enables an easier transition of electronic records from SharePoint into the new core HR system, scheduled for the end of 2019.



The project's objectives are:

  • Design a new SharePoint service, ensuring it will meet long-term needs, specifically a stepping stone towards a new HR system
  • Design the service to ensure it is usable by all areas of the University if needed on a short term basis until the new HR system is implemented
  • Understand any arrangements and costs with current suppliers, and how this relates to those in place for ISG records
  • Design the service to be compliant with Records Management (observing retention rules, right to use information, GDPR etc.)
  • Design access management for the service - granting authorised users the right to use a service, while restricting access to non-authorised users. Remove access when people change roles, and regularly audit access permissions.
  • Procurement of bulk scanning services for existing paper records, and scanning equipment for ongoing scanning once initial digitisation of records is completed.


Current project status

Report Date RAG Budget Effort Completed Effort to complete
May 2019 BLUE 0.0 days 0.0 days 0.0

Project Info

HR Transformation File Digitisation
Service Excellence - HR Transformation Programme
Management Office
Service Excellence PMO
Project Manager
Stewart MacDougall
Project Sponsor
Susan McNeill
Current Stage
Start Date
Planning Date
Delivery Date
Close Date

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