At Smartarchives, we understand that Human Resources (HR) departments deal with a large quantity of employee-related documents, both sensitive and critical. Effective metadata management is essential to ensure that these documents are easily accessible, correctly classified, and compliant with regulatory requirements. We have therefore developed a specialized offering to meet the unique metadata management needs of HR departments.
Specific needs of HR departments
- Personal document archiving: HR departments manage a variety of important documents, such as employee files, employment contracts, performance reviews, and personal data. Efficient and secure management of these documents is crucial to ensure their integrity and confidentiality.
- Document classification : The need for a clear and consistent classification of documents is essential to facilitate their access and day-to-day management.
- Compliance with Legal Requirements: HR departments must comply with specific requirements for personal data management and document retention, in line with regulations such as the RGPD.
- Securing sensitive information: HR documents contain sensitive information which needs to be rigorously protected against unauthorized access and data breaches.
Our customized solutions
for HR departments
Complete Metadata Management
A dedicated contact person will be your point of contact for all questions relating to metadata management, ensuring efficient coordination and fluid management.
An archivist is on hand once a quarter to help you organize and reference your documents, thus improving their management.
We use specialized indexing for your HR documents, using relevant criteria such as :
- By Document Type: Classification of documents according to their nature (contracts, appraisals, medical records, etc.).
- By Employee: Organize documents by employee for simplified management and quick access.
Our solution lets you manage your metadata flexibly, adapting indexing classes to your specific needs.
Fast, reliable delivery
We guarantee re-delivery of your documents within 24 hours, with appropriate options:
- HR Office: For ongoing management and internal consultation.
- On-site, in case of urgent need: To respond rapidly to unforeseen needs.
Confidential and Compliant Destruction
We offer confidential destruction processes that comply with current legislation, ensuring that sensitive documents are securely destroyed.
A certificate of destruction is supplied for each operation, guaranteeing traceability and compliance with legal standards.
Advantage Pricing for HR Services
We offer degressive rates specifically designed for HR departments, taking into account the frequency of extractions and the volume of documents processed.
Digitization and Accessibility
We offer high-quality scanning services to convert your physical documents into digital formats, making them easier to consult and manage, while freeing up storage space.
Anonymization and traceability
We guarantee anonymized indexing of your archives to protect the confidentiality of personal information.
Your documents are fully traceable, so you can track every file and maintain total control.
Enhanced security
Our storage spaces are monitored by video surveillance cameras 24 hours a day to ensure maximum security and confidentiality of documents.
to find out more
To find out how Smartarchives can improve your HR department’s metadata and archive management, contact us today. We’ll be delighted to provide you with customized solutions tailored to your specific needs.
Smartarchives, your trusted partner for
modern, secure and efficient management of your HR archives.