Managing Roles and Access Permissions of HR Files

Managing Roles and Access Permissions of HR Files

The HR department deals with highly confidential documents and information such as salary details and employee grievances.

Ensuring this information is easily accessible – but only by the authorised people – can be tricky to enforce.

Furthermore, authorisation to access certain document types can evolve as employees change roles and departments. For example, the HR Manager may want to allow a manager to access confidential employee information for members of their team.

As people join or leave that team, the manager’s access permissions should adapt dynamically versus having to be managed manually.

An EIM system can transform the way HR teams control access to sensitive information through a dynamic permissions model driven by metadata.

Different roles, teams and access levels can be defined within the EIM system as metadata properties.

When a document is created or changed, the classification it is given (i.e. contract, offer letter, appraisal) will determine which roles and teams are able to access it.

By making a simple change to that document’s metadata, it’s possible to instantly update who is able to access it – with different access levels (such as full control, read only, private etc.) available.

This type of dynamic permissions model makes it simple to control and manage who has visibility of, and access to, different types of information at any stage of its lifecycle. This reduces the risk of sensitive employee information ending up in the wrong hands, yet removes cumbersome manual processes from the HR team’s workload.

To learn more as to how BPMS can streamline your HR departments working, click here or call us on 0333 772 1631 to discuss how we can help you achieve your aims.