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Employee information, including personal details, compensation data, and performance evaluations, holds sensitive information and needs to be securely stored. A well- structured document management system ensures that only authorized personnel can access these documents, safeguarding employee privacy and adhering to data protection regulations such as GDPR.

Proficient document management empowers HR and payroll personnel to quickly locate needed documents, saving time in tasks such as addressing employee queries, processing benefits requests, or validating employment histories.

HR and payroll documents often encompass legal and compliance aspects. Maintaining accurate records and documents is crucial for audits and legal disputes. A well-maintained document management system guarantees that essential documents are easily accessible and accurately maintained, reducing legal liabilities.

Training materials, career progression plans, and skill development records can be adeptly managed using a document management system. This supports employee growth and ensures that the company's investment in employee development is thoroughly documented.

Integration of a document management system with employee self-service portals empowers employees to access their personal records, submit requests, and efficiently manage their own information.

Inefficient document management can lead to redundant work, duplicated efforts, and wasted resources. An organized content management system reduces these inefficiencies, resulting in saved time and financial resources.

Strato Document Management - In the context of HR and payroll documents, effective document management not only streamlines processes and ensures compliance, but also plays a pivotal role in nurturing a positive employee experience, safeguarding of sensitive information, and contributing to the overall success of the enterprise.

Strato Document Management is where employees can access the documents and files stored for them by the administrators or managers. Employees can also upload files in Strato, download specific files or save links for easy future access. Strato Document Management allows HR to access files for users from both SuccessFactors and external users. Uploading static files in Strato Document Management is available if users have the proper authorization/role for this action. Users can upload items to folders once granted permission. These uploaded files will be accessible to authorized users.

Storage administrators can manage document access and security, ensuring that the right individuals have access to the appropriate files and folders, stored in the correct locations. Administrators can also design the overall folder structure visible to employees through Strato Document Management, with access based on assigned permissions. Categorizing documents makes it easy to find and locate files in Strato Document Management. Categories can also have validity rules attached to them which can then be assigned to documents to automatically set their validity period. Properties can be created and assigned as Metadata to documents/files in Strato Document Management. Metadata is a set of data that describes and gives information about a document/file. Validity and retention rules are assigned to files and documents via Categories. When defining rules, administrators can set conditions to be validated for a rule to be applied. Rule automation can control the available document status as Active, Expired, Archived or Deleted. The Legal Hold functionality in Strato Document Management is used for cases wherein employees may have some claims and dispute concerns during or after separating from the company. Applying the Legal Hold status, however, protects the documents to be deleted or archived despite its applied validity rules. Storage Administrators can define rules to consider and apply when storing employee files to different data center locations. For companies to become GDPR compliant, files of each employee should be physically stored in their respective regions. Strato Document Management makes this possible by allowing setting configuration to add multiple storage locations when saving files and documents.

Strato Document Management allows the search of files based on the keywords or phrases specified in the search field and only displays files or documents with the exact name that matches the keywords provided. Advanced Search Based on Metadata allows a more complex search criteria to narrow down the searches, by setting one or multiple conditions assigned on different fields. Users can also create groups or blocks of conditions for more search complex criteria.