As the most basic thing of personnel, it is about the establishment of personnel files. However, the traditional files of human resource managers are always archived in paper version. With the development of enterprises, more and more files are accumulated, which not only takes up office space, but sometimes it is normal to find no files because of the change of HR in the workplace. Next, I'll sort out how to make the company's electronic files for you. I hope you like it!
First, collect electronic file information
Before making the company's electronic files, it is necessary to collect the information to be entered, such as employee files, which need to include:
1. Personal basic information: name, education, major, age, native place, past work experience and other information;
2. Post-employment job number, ability and quality, employment date, labor contract, five insurances and one gold, salary status and other information;
3. Post-employment training materials, training contracts and other information;
4. Reward and punishment records at work, promotion, transfer, performance appraisal and other information.
Second, the input of employee files should be sound.
The collection and arrangement of employee files is a very basic work, but it should not be underestimated. Therefore, the production of electronic files can establish files according to the needs of enterprises. If necessary, paper files can be reclassified and sorted first, and then entered into the system to avoid omissions or errors.
Three. Classification and Naming of Electronic Archives
Because of the variety of archival materials involved, in order to facilitate future search and subsequent data archiving, it is necessary to clearly classify and name electronic archives. It can be classified by year and file type, which will be convenient for employees to find and use.
Fourth, set permissions.
1, setting permissions can be said to be the most critical step in making the company's electronic files. Because files may involve confidential documents, such as employee files, it will involve employees' personal information; Business documents may involve business secrets of the company, etc. Once these documents are leaked, it will not only make enterprises lose talents, but also make enterprises stagnate and affect sustainable development.
2. In fact, if you want to make an electronic file well, the key is to choose an easy-to-use and safe electronic file system. The security of this electronic file system should be the primary consideration. Because, once there is a security risk, it is a "lose-lose" for both enterprises and employees.
In addition, the use of electronic document system can solve our inefficient manual labor, and through the scanning and parsing function, a large number of paper documents can be efficiently converted into electronic documents. You can also search files by setting keywords to find and call employee files quickly and accurately. Most importantly, you can enjoy documents through the electronic filing system, so that employees can learn from each other and get to know each other.
Expand the role of the company's electronic documents
The goal of the file management information platform is to realize the information management of paper files and the archival management of electronic information.
The information management of paper files is: with the support of electronic imaging technology, paper files are transformed into electronic information for management.
The filing management of electronic information is: after the electronic information of the application system is vouched, it forms an electronic file, and the electronic information is separated from the application system to form a file with an undeniable and directly readable style that has nothing to do with the application.
The construction of public support environment for electronic archives management provides a unified platform for the collection, management, inquiry, loading and display of all kinds of archives, and mainly realizes the following functions:
Unified electronic document entrance.
With the support of image technology, bar code technology, format electronic data file and other technologies, the standardized packaging of files of different media and different categories can be realized, and the files can be transformed into a unified entry file, forming a "fragment" with the smallest granularity of electronic files, which can be stored in a unified format to ensure the non-repudiation and traceability of electronic files.
Unified management of the collected electronic data "pieces"
According to the relevant provisions of the archives management, the archives management of electronic materials is subject to unified and standardized process management. It mainly includes registration, filing, sorting, handover, receiving, storage, migration, identification and destruction, inquiry and borrowing, backup and recovery, etc. , covering all aspects of the file life cycle. It can record and query the circulation trajectory of each link of the process.
The system shall provide file flow management.
Use productized process management tools to realize the maintainability of the process. Users can customize their own workflow links and paths. When the process changes, the operator can add or modify the process by himself through the platform, and can set and assign different business roles for each link according to business requirements. At the same time, it meets the different needs of various business file management processes.
Support new business loading.
In the early stage, it is mainly to build a unified electronic file management platform, and load more standardized file management services (such as official files) on it, so that all operators can manage different types of files on the same platform. The platform should support the business loading of new files, so that business personnel can add and modify other business electronic files (such as personnel files and financial files) only by using the tools provided by the platform.
Realize the reliability and security management of electronic documents.
On the one hand, the application supporting environment can ensure the undeniable value of electronic documents and their vouchers through advanced technologies such as digital certificates and electronic seals. On the other hand, there must be a security mechanism to ensure the information security in the process of electronic file packaging, transmission, sorting, archiving, storage and utilization. The security level of electronic archives should be classified and marked, and access control should be carried out according to different levels and permissions.
Realize flexible and convenient authority management.
The system can use CA and data encryption technology to realize user's identity control of data access. The authority system can adapt to different organizational settings and different management modes of the tax system. It can realize hierarchical management, * * * access, grouped * * * access, individual configuration and temporary allocation of rights.
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