OneView of employee information

There is a clear requirement for organisations to maintain clear & accurate records for all of their employees.

This will safeguard them against discrimination during recruitment, promotion of employees, and also against any subsequent unfair dismissal claims that may arise. With recent legislation concerning the responsibilities of Company Directors leading ultimately to criminal prosecution where negligence is proven; it is therefore a requirement that companies need to retain evidence that all employees undergo necessary training in the workplace and that this training is kept up to date.

The Data Protection Act 1998 clearly states that the security of individuals information is paramount, and that any person or body holding information which is of a personal or sensitive nature, must ensure that this information is placed in an environment that is proven to be secure.
 
e-docs UK deliver a solution to ensure that all Employee information, regardless of format, is easily available in one single web based repository.

Paper Files

There are numerous employee documents that you want to be able to refer to quickly and be able to electronically search. Examples are: Application Forms, Health and Safety Information, Staff Training Schedules, Employee Reviews, a copy of the employee's Driver's License, Education Certificates and many others.
In addition, with globalization, many employee documents are now being presented to the employer in languages other than English and with e-docs UK's Document Scanning services the content is reproduced faithfully, regardless of language.

Most of those signed or special documents are difficult to come by, and the employer would like to have an electronic image stored securely off-site for safe-keeping. An image in a Hosted Environment satisfies that need.

The cost of paper files, an average Organisation:

• makes 19 copies of each document
• spends £15 on labour to file each document
• Spends £70 in labour searching for misfiled documents
• Loses 1 out of every 20 documents
• Spends 25 hours recreating each lost document
• .....inefficient use of resources and cost

Source: Pricewaterhouse Coopers

• There can also be substantial savings through reduced operational costs:
• Storage - less paper means reduced storage costs and the ability to manage archiving requirements
• Office Supplies - reduced requirements for file cabinets, file folders etc
• Document Transport - Average two thirds reduction in annual shipping and postage costs
• Disaster Recover - Disaster and business continuity processes are simplified and less risky (IF YOU HAVE THEM)
• Auditing - A single, automated process is easier to audit and has lower internal and external audit costs. Audit documentation requests take less time as these requests can be handled in a self service fashion

 With OneView HR we remove the costs and risks of managing paper files and deliver a single platform for all employee information.

Payroll Data

Every company has a legal (HMRC) requirement to keep Records relating to pay, tax and NICs. You must keep full and accurate payroll records for each employee for the current and previous three tax years. With OneViewHR and SafeHavenDM, edocs UK delivers a single view of all paper and payroll data.

Payroll Information must include:

• a record of their name and address
• payslips or some other record showing their gross earnings, the tax, NICs and any student loan repayments you deduct, and their net pay - you can use a P11 working sheet for this or you can use your own record as long as it has all the same details
• copies of form P60 - you must give one to each employee at the end of each tax year summarising their pay, tax and NICs for the year
• copies of any form P11Ds you've filed for benefits in kind and expenses

You'll also need to keep details of:

• any additional NICs paid for the year, like Class 1A NICs
• pension payments
• statutory payments - these are Statutory Sick Pay, Statutory Maternity Pay, Statutory Adoption Pay and Statutory Paternity Pay
• leave and sickness absences, overtime, commission and bonuses
• the value of benefits and expenses payments
• payments you've made to HMRC - or recoveries you've claimed

HMRC may ask to see evidence of how you made your calculations for any of these including supporting information like invoices and receipts.

Use OneViewHR and have a single view of all your HR records. 

Accessing HR Records

Utilising our OneViewHR software customers can have immediate access to both paper HR records and electronic Payroll files. Through OneView HR and SafeHaven, e-docs UK provides secure 24 by 7 access to employee data ensuring all information is held in accordance with HMRC regulations.

Let e-docs UK centralise your HR records by capturing and linking forms, data and employee files from multiple facilities via scanning, faxing, e-mail, and OCR technologies

10 Ways to use OneViewHR

•Pension Archiving - Using employee ID, automatically locate all documents associated with individual retirees or pensions.
•Mobile Timesheets - Enter employee and equipment timesheets into databases via a laptop in the field, then route the timesheets for approval.
•Company Manuals - Capture policy and procedure documents, giving all employees ability to view the documentation with OneView software and SafeHaven.
•Leavers Surveys - Capture and manage exit surveys from people that leave the organisation and monitor trends and track comments.
•Offer Letter Approvals - Route offer letters to management for fast approval and return.
•Enrollment Forms - Give on-line access to all new joiners information so when questions arise or verification is required the form is easily available on-line and not in a filing cabinet.
•Credentialing - Store, access and manage visa, certification, education, and licence information to ensure all records are accurate and up to date.
•Performance Evaluations - Complete annual performance reviews in online PDF's and autoindex with OneView software.
•Resume Search - Perform keyword searches on captured resumes, keying on past candidates who match for new positions
•Employee Portal - Improve the efficiency and timeliness of employee information sharing by giving employees 'self-service' capability.
OneViewHR - a single platform for all employee information