Activ Documents can be added to Activ Absence or Activ Appraisals to give your administrator access to employee documents library that stores your confidential employee documents and records securely off-site.
This add-on is only visible to your HR team and gives the benefit of a completely paper free office for a small extra cost per employee.
Activ Documents can be added to Activ Absence or Activ Appraisals to give your HR team and administrators access to a documents library that can store confidential employee documents and records securely off-site linked to their employee personnel file
This digital document storage add-on is only visible to your HR team and provides the benefit of a completely paper free office for a nominal extra cost per employee.
Example 1 – if you have employees who are drivers for your organisation, then you would need to hold evidence of their driver’s license, vehicle insurance etc. These documents can be uploaded together with any applicable dates such as insurance expiry date. You can also configure reminder notification emails to let you or your managers know that a document is due to expire and needs renewing.
Example 2 – if you have an employee who has received a disciplinary procedure, then you would need to keep a full audit trail of the incident together with any associated communications and the outcome with disciplinary actions. In this scenario you could use the expiry date to prompt a review of the improvements in the employee’s performance
There is no restriction on the type of documents you store so that you can upload Word or PDF documents, Excel files, photographs and even recordings of meetings held with the employee. Activ Documents also has a ‘reporting’ function that enables HR to see at-a- glance what documents are stored and if there are any outstanding for each employee.
Dependent on modules required and number of staff
Yes. The HR team and administrators access employee personnel file to store confidential employee documents and records securely off-site.
Yes. There is no restriction on the file format of documents you store so that you can upload Word or PDF documents, Excel files, photographs and even recordings of meetings held with an employee.
Yes. Store any numbers of different employee specific documents including CV’s and job applications, interview notes, employee references and DBS checks, driving license, passport & Visa (and track expiration dates), evidence of qualifications, documentation required for specific job roles, security clearance documentation, meeting notes and grievance and disciplinary records.
Yes. You can configure reminder notification emails to let you or your managers know that a document is due to expire and needs renewing.
Yes. Employees can be granted access to documents that HR may deem relevant e.g. contract of employment, employee benefit or pay slips.
Yes. There is a ‘reporting’ function that enables HR to see at-a- glance what documents are stored and if there are any outstanding for each employee.
Yes. When an employee leaves the organisation, their employment profile and all documents stored will be moved to a system archive area. The data retention period can be defined for the purpose of GDPR and all data deleted on the defined date.
Activ Documents are documents stored against a specific employee, they are treated as confidential and access is restricted to the HR team and where appropriate the employee. Activ Handbook allows you to publish documents for your employees to read and track who has acknowledged that they have read and understood the each of documents.
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