The current system allows employees to upload documents, which is a valuable feature. However, the potential for employees to delete these documents, especially those used for critical decisions like Leaves of Absence (LOA) and other leave types, poses a significant risk. If fraudulent documents are uploaded and subsequently deleted, the organization could face serious legal and compliance issues, particularly when providing accurate documentation to the Record of Employment (ROE) office or responding to other official inquiries.
To mitigate this risk, we propose the following enhancements:
Prevent Deletion of Critical Documents: Implement controls that prevent employees from deleting documents once they are associated with a specific process (e.g., a leave request) or after a defined period. Administrators should have specific, audited permissions to delete such documents if absolutely necessary.
Comprehensive Audit Trail: Implement a detailed audit trail that logs all document-related activities, including uploads, views, downloads, modifications (if allowed with version control), and deletions (including the user who performed the action and the timestamp). This audit trail should be readily accessible to authorized personnel for review and investigation.
Version Control: For documents that may need updates, implement version control to maintain a history of all changes. This ensures that previous versions are not lost and can be referenced if needed.
Designated Document Categories with Restricted Deletion: Consider categorizing uploaded documents based on their sensitivity and importance. Documents related to critical processes like leave requests, medical certifications, and performance reviews could have stricter deletion restrictions.
Automated Retention Policies: Implement configurable retention policies for different document categories to ensure compliance with legal and organizational requirements.
By implementing these features, Sage HR can significantly enhance the security and reliability of employee document management, reduce the risk of legal and compliance issues arising from fraudulent or missing documentation, and ensure the integrity of data used for critical HR processes.
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