Strato Document Management
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 User Experience
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.
Strato Document Management Storage Administration
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 Search Capabilities
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.