Employee Information Management with Digital HRMS: Exploring How Data is Stored in an HR Information System

Information is key to the success of enterprises today as we live in an era where data is the biggest driving factor for businesses. Today, enterprises are realising the potential of data and investing in technology that aids in data management and in streamlining the way the data is stored and accessed.

Consider this:

21% of the working hours of the average employee worldwide is spent on looking for the right information. - Statista

As the volume of data collected, stored and managed by the enterprises continues to grow by leaps and bounds, there is a growing need for an effective information management system that takes care of the data and makes it accessible to the employees as and when required.

When it comes to HR data, it mostly consists of the data of employees. This data can be enormous in terms of volume as organisations have hundreds and thousands of employees. It can be a real challenge to manage all of this employee information. Sometimes, it can get difficult for the HR professionals to find information about the resources, without putting in the time and efforts in looking for the required information. When enterprises use a paper-based approach, it can become extremely time consuming to get access to the information.

Solution to all of the challenges mentioned so far, is an automated HR information system that streamlines the management of employee information in a way that information about every employee is available with just a few clicks. Digital HRMS is an example of an HR information platform and it offers a dedicated module for employee information management.

Here we shall learn about how an HR information system like Digital HRMS categorises employee information for quick access by the HR as well as the employees.

1] Personal Details

An employee information system categorizes the employee data into various categories and Personal Details is one of them. This section consists of the basic info about the employee, name, photograph, address, marital status, etc. This section is confidential information, with only the HR having the access to view the personal details of the employees. Since Digital HRMS is an GDPR Compliant platform, it ensures complete privacy of the Personal Details of the employees. This section can be modified by the employee but requires HR approval for updates.

2] Employment Details

This section is about the details of the previous employment of the employee, his/her previous work experience in years, the companies worked for, the domain in which they hold the experience, and other professional details. This section can be modified by the employee but requires HR approval for updates. This section has the information the HR might need in order to sort employees on the basis of the years of experience in a certain domain.

3] Passport and Visa Details

This section, as the name suggests, contains information about the employee’s passport and also the details about the visas in case he/she is travelling abroad on a business trip. When allocating resources for overseas projects or onsite projects, this information helps the recruiting managers.

4] Bank Details

The Bank details section includes information on the bank account held by the employee to which the company is crediting the salary. This information is key when it comes to payroll processing, and hence, it has a separate category in Digital HRMS. This page also shows information on whether the employee is on the company payroll or not.

5] Nomination Details

Most organizations offer medical or health insurance to the employees as a part of the employee benefit scheme. The employee is required to assign a nominee for the insurance and the details of this is included in the Nomination Details section. If there are multiple nominees, there is the option to define the percentage of value for each of them.

So, that was a quick look at how an advanced HR information system like Digital HRMS stores and manages employee information in an organization. It is important to note that most of this is confidential data and so to ensure complete privacy and protection of this sensitive employee data, organizations need to be careful and choose a GDPR Compliant HR platform like Digital HRMS.
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