Quick links for HR staff
- How to prepare records to send to CRDS for scanning
- How to access a digital staff file in TRIM (MS Word 244Kb)
- Frequently Asked Questions
- Digitisation of Personnel Records & EDRMS Upgrade Project - Information Session November 2014 (PDF 268Kb)
The Digitisation of Personnel Files Project
As you are aware, Griffith University’s personnel records are currently managed as physical, paper-based records in a mostly centralised manner by Corporate Records & Digitisation Services (CRDS). HR records for most staff, whether born as a paper or electronic document, are sent to CRDS in paper format for filing onto an individual’s hardcopy HR file.
With CRDS currently managing over 20,000 HR files and around 1,000 new hardcopy HR files being created each year, storing hardcopy records is a growing issue for the University.
CRDS commenced scanning hardcopy HR files in April 2014. Click here for the latest progress graph on what has been digitised so far!
- Access to personnel records by authorised staff can be undertaken immediately at any time from any location, addressing the limitation of sharing hard copy records access a multi-campus environment or working off-site. HRM can be more responsive the business queries and not have to wait for hard copy files by internal mail.
- Integration with other business systems that are already used to capture records (eg: recruitment, onboarding) so that records can be automatically transferred to staff file - standardises naming conventions and lifts the burden for staff in having to do this task.
- Role based (PeopleSoft role) access to TRIM will eliminate the administrative burden of authorising access to staff files, with access being automatically rescinded when staff leave their HR role.
- TRIM will provide web-based access to electronic records from any location where the staff member has a network connection (eg: can work from home via VPN and still have access to personnel records)
- HRM staff will have faster access to all born digital records that have been emailed/transferred to TRIM. Generally these records should be accessible almost immediately.
- Timely creation of shell digital files for all staff regardless of employment status will improve the capture and access of records for staff new to Griffith. Currently, new hard copy files are created manually on a monthly basis and are not created for some staff roles (eg: casual staff).
- Using authoritative data, retention of records is automated, eliminating the manual and time consuming process of appraising hard-copy records and moving them to secondary onsite storage for long term retention.
- Limited onsite storage will be freed up for use by other corporate records which are currently sent to offsite storage for long term retention.
- There will be cost savings and productivity improvements through records that are 'born-digital', remaining in digital format. There is also the obvious environmental benefit.
- Reduces the risk of records being accessed inappropriately while in transit or on location. Access to digital records will be audited with regular reports provided to HRM.
- Complete record set for personnel records can be accommodated in the one system, providing a better process for administering non-financial sessional/casual staff records which currently is ad hoc.
- The solution will improve access controls to selected types of records with great security restrictions. For example, rehabilitation records which have stringent access requirements.
- Provides users with the ability to search and find documents stored in the repository by providing a text-searchable document.
- All legacy files are being back-scanned so that they can also be provided digitally.