Is it possible to automate document retention periods for HR records?
IPC’s fully scalable EDM System, mstore, has document retention tools built in.
Retention periods for every type of document within a personnel file are pre-set so that when indexing a scanned image or saving a file from a Microsoft application, the system will automatically apply them to the individual documents.
Then, on the relevant date, the system can either:
· automatically delete documents
· present the for review for deletion or postponement
· allow the use of annotation tools to blank over data that should not be retained
There are no hard and fast rules with regard to document retention periods but guidelines can be found on several websites, notably www.cipd.co.uk or for further information on the Data Protection Act please visit www.ico.org.uk
The IPC group will also be happy to advise on the electronic storage of HR documentation – please call us free on 08081 45 46 47