Managing Employee Files in Retail
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Top 4 reasons you need to manage your employee files in a records management system.
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Managing Employee Files in Retail
- 1. Managing Employee Files in Retail
- 2. What are the challenges?
- 3. #1 - Location • Limited Space • Limited Technology • State specific regulations / paperwork
- 4. #2 - Employee Mobility • Employees move between departments • Employees move between locations / regions • High job abandoned rate • High turnover / seasonal help
- 5. #3 - Sharing & Access • 76% of HR Professionals use email to share documents (security risk) • Remote locations don’t have access to the documents they need
- 6. #4 - Siloed Technology HRIS Learning Management Onboarding Applicant Tracking • 74% of companies have 4 or more systems; too many places to look for information • Difficult to determine if you have all documents required to be compliant
- 7. FileBRIDGE for HR solves these problems and more
Editor's Notes
- Space is a luxury that most retail organizations don’t have. Most people don’t get to see the “back office” of most grocery or retail store but I can tell you from first hand experience that those are tight quarters! Most of the space is designed for function use and there is little dedicated space for desks, offices, or file cabinets. The space certainly doesn’t lend itself to having workstations or computers dedicated to each employee and often barely a kiosk that multiple employees can use. Lastly, depending on the state the store is located, there are different required documents that employees need to fill out on a regular basis. For instance, I know that New York requires employees to fill out a Wage Verification Form each year. These limitations drive the need to use paper as the medium of choice.
- A major issue plaguing retail is the hiring process. Typically hiring is done at each individual store while the paperwork is, or attempted, to be centralized. There are a couple challenges just with that process. The first one is logistics. How does the new hire paperwork get to HQ? How does the store get access to those documents again when needed? Do they keep copies at the store? How does HQ ensure that the paperwork is filled out properly? Other challenges relate to employee mobility. The good: An employee is doing good work and gets promoted to a new department. How does the paperwork flow or get updated? Similarly, if that employee really excels and gets promoted between locations or even regions, how does the new manager get access to the parts of the employee file they need? The bad: retail jobs have high abandon rates and high turnover which, depending on the hiring process, can increase cost, risk, and the chance of being out of compliance.
- When developing your solution it is important to consider how you are sharing your HR documents. You need a way to easily share with internal people who need access to HR records to manage their employees. You also need to share these documents with external parties as well. The key is you need to share them in a secure manner. Requests for these documents come frequently and you need to respond in a timely manner. They are highly sensitive and are subject to compliance and privacy regulations, and often needed for litigation and discovery. 76% use email as a primary way to share employee records with 3rd parties, such as outside counsel or auditors. The primary methods for sharing these documents is actually delivering them either physically or digitally. The physical records can be copied, misplaced or mishandled. The digital records are downloaded and can be put onto their local networks or drives. Or the emails can be forwarded to others. Either way, you’ve lost control. The reality is these records should never leave your premises. Period. Digitally or physically. And you should have a complete audit of who has viewed them, and when. You should be able to restrict access to view only, so no extra copies are made or forwarded.
- No doubt that you probably have solutions that solve one or more of these functions. (HRIS [i.e. system of record], Talent Management, Onboarding, Review and Succession planning. These various HR technologies all serve a purpose but they have created information silos for organizations. The same documents or information could exist in more than one system and in some cases people are printing out documents from one system to get them added to another or placed in the personnel file. Unfortunately, paper become the common format all of these systems can agree on. Most of these systems were not designed to manage HR documents so they don’t really help with compliant recordkeeping.