Digitisation of Personnel Records

The requirements for provision of Digitisation of Personnel Records for the Contracting Authority are outlined in the below and are to be included be not limited to:

• Requirements to move away from paper-based system to an electronic system
• Requirement for a System which will hold all relevant HR records which include:
• oApplication form
• oJob Description/Person Spec
• oContract
• oOffer Letter
• oRegistration Documents
• oEligibility to Work docs
• oOH Clearance
• oNew Starter Paperwork
• oDBS if applicable
• oIf applicable sickness paperwork eg Return to Work Docs, Sickness Letters
• oIf applicable disciplinary paperwork etc
• Managers/ / Trust HR to be able to upload relevant employment related documentation that is required to be stored on personnel file
• The ability for HR and Manager to access Employees Information, with access for multiple owners
• Ideally link with ESR Supervisor Hierarchy, to avoid having to maintain another hierarchy within another system
• The ability for Docs to be destroyed when time periods come up
• The ability to pull records for Auditing purposes
• A clear, accessible audit trail of who has accessed records and when
• Access to move physical files as well as digital files to one centralised digital place. Currently this could be documents stored in, for example and not limited to, TEAMs files, personal drive files, shared drive files and or paper copy files.
• Provide Project management and support to the Contracting Authority project team to ensure project can be delivered efficiently and on time.