Global Solutions. Personnel File Management

SGAIM offers a personnel file management system based on scanning the documents and extracting the data of interest, to later check the integrity of these files, guaranteeing compliance with the LOPD throughout the whole process.

The Human Resources departments of all companies have to control the personnel files of each of their employees. The documents included in them vary greatly from the contract to the CV, as well as the National ID/Alien’s ID card, family record, etc. Compliance with the Organic Data Protection Law (LOPD) and the confidentiality of the information is essential for this type of documents.

The management of all this information represents an important investment in terms of money and resources by the companies. The search for solutions which speed up and reduce the costs of this management is one of the main concerns of the Human Resources departments.

Personnel file management allows the Human Resources department to have an advanced personnel file management system.

The original documents received by the client are scanned and the most relevant data in the file is captured, automatically using optical character recognition tools and linguistic technologies.

The Business Process Management module ensures that the files are complete and if any documents are missing it generates automatic alerts.

All the classified information and the alerts issued are published on SGAIM’s TTID Plus web portal, which the client can access at any time.

Personnel File Management can be integrated within the different applications used by the Human Resources department, always ensuring that each file’s status is kept up to date.

The information contained in the personnel files is protected by the Organic Data Protection Law, for that reason, SGAIM guarantees compliance with the legal regulations in the processing of personal data and sets the level of security applicable to them. It also allows an exhaustive control of the legal conservation periods of each type of document, whether in paper or electronic format.

The flexibility of this service allows it to be combined with the contract management solution which controls the expiry dates of the employees’ contracts by periodically issuing early warnings to the company with the established notice.

Benefits of Personnel File Management by SGAIM:

• Time savings of up to 50%.
• Guarantee of confidentiality and compliance with the LOPD.
• Improved productivity.
• Reduced risk of loss of documents.
• Maximum quality, guaranteeing zero error.
• Rapid response to possible audits.