HR electronic document management system (EDMS)

Roubler’s HR document library makes it easy to provide relevant and confidential information to the right people or teams. Segment and grant file access to specific individuals or role types such as employees, managers, admin, or payroll. You can also choose to share with employees at a specific location, or to all staff business-wide.

The HR document library can be accessed via the mobile app and on desktop, giving staff easy access to essential information such as:

• Business-wide announcements
• Training and onboarding videos
• Health and safety information
• Work from home policies
• Employee handbooks
• Processes and procedures
• Performance reviews.

Whether you’re rolling out a new business-wide policy, or need an individual employee to sign a new contract, Roubler’s document management system makes it easy to send documents for signing. Managers simply request a signed acknowledgement when uploading a file, and the recipient will be prompted to review and sign the document electronically via the online portal or ESS mobile app. Signed files will then be stored in their employee profile.

Roubler’s HR document library feature gives you the freedom to create a document management system that works for your business. Managers can create as many folders and subfolders as needed, and can edit, organise or delete folders with ease.

In South Africa, businesses are legally required to keep some employment records for seven years. Roubler’s HR document management and all-in-one system helps ensure compliance by storing essential information including:

• Employee details
• Payroll, leave and hours of work
• Reimbursements of work-related expenses
• Workers’ compensation insurance
• Superannuation contributions.

Roubler’s electronic document management system (EDMS) helps businesses manage information, data and documents digitally and provide access to teams and individuals as needed. It enables users to upload documents and ensure data management processes
are not cumbersome.

Without the right human resource information system (HRIS) in place efficiently organising digital documents for an entire workforce can be a challenge. The risk of sending the wrong version of a policy or procedure, or forgetting to send a document to a key employee is high. Roubler helps reduce these risks and streamline the entire document management process.

A well-organised Electronic Document Management System helps businesses by not only allowing faster more informed decisions but also improving the efficiency of processes throughout the business.

An EDMS is a digital database in which you can store, access and send documents easily and efficiently.

With an EDMS, you can:

• Electronically store, file, access and manage your important documents
• Save time searching for specific documents when you need them
• Minimise your paperwork
• Improve collaboration
• Set up better backup and disaster recovery.

Electronic document management is the process of importing, storing and managing documents as computer files. It allows you to create an electronic filing system that takes the place of physical documents.

Roubler’s EDMS feature includes:

• A document management system you can customise
• The ability to upload and share videos, documents, policies and more
• Workforce-wide access
• Digital signatures for any file type
• Accessibility from mobile and desktop.

Roubler’s document management system allows you to store most file types from PDF to JPG, to MP4 and more.

With Roubler, you can keep documents and employee information in the cloud and adhere to your record retention programs.