A Division Of Kelvin Institute Of Technology
By internally used documents, we mean all the documents that created and retained
within the company. These documents may be the documents related to employment process
or are concerned with organizational aspects.
HR Cube divides employee’s documents under being submitted (experience certificate,
Identity proofs, etc.) or issued documents (Appointment letters, relieving letter,
etc.). Similarly, some shareable (or non-shareable documents) for companies, can
be listed for details for HR or employee’s reference. To put some example, list
some notices, employee’s rules, leave policies, etc.
For medium and large scale companies, there are some mandatory employee documents
which need to be presented before some authorities for approval, before those documents
could be officially used within the organization ( Few examples, Employee’s work
permit, work visa, etc.). Keeping information about these documents and also tracking
their processing status with the authority may sometimes be a task of HR Executive.
For this purpose, HR Cube provides collaborated screens where all such information
can be fed and referred.
For some automation, whenever the processing status with authority is marked as
Approved the software automatically starts referring it as an internal document
for the organization.
Similar to Employee’s external documents, there are also certain documents of company
which are submitted to outside-company authorities for processing; such as lease
documents, registration documents, affiliation certificates, quality assessment
Once such documents are processed and approved by authority, they become internal
documents for future references.
With this function of document management there is an option for HR Executive to
keep some documents handy for reference in certain situations. For example, safety
regulation documents, employee harassment policy, general organization rules etc.
Whenever needed, these type of reference documents are available with HR (even
new recruit) on just one click.