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|