How NCR stays on top of managing employee record retention guidelines

With 30,000 employees located across all 7 continents, Dana LaBarnes, Senior Director of Global HR Shared Services at NCR, has his work cut out for him. Consider how many different employee record retention guidelines his team must manage—and the fines associated with letting just one document slip through the cracks. It’s not a risk NCR (nor any company) can afford to take. To stay on top of the various document retention schedules for his geographically diverse employee population, Dana needed to find a digital solution. In this video, he explains how he made his decision:

Dana needed to equip his team with technology that would help them proactively manage global compliance. On top of that, there were “files stacked up everywhere,” he describes. A digital document management solution would allow his team to avoid the cost of archiving paper files as well as the repercussions of missing or out-of-date employee documentation. He started his search with 12 vendors, then narrowed it down to 6, then two.

Prioritizing privacy

Dana ultimately chose PeopleDoc Employee File Management (EFM) because nobody else had the HR Compliance Assist feature, which helps his team understand each country’s specific regulations and data privacy laws. Similarly, he found that no other vendor had the security features that PeopleDoc EFM has. Dana’s team is able to give someone (internal or external) access to either a specific employee document or the employee’s entire folder, and then set a date for access to expire.

Document storage vs. management

Another big factor in Dana’s decision was being able to “not only store the documents but manage them, because there’s a big difference,” he explains. That difference is what allows his team to stay on top of all the various employee record retention guidelines with PeopleDoc EFM. “The ability for me to set up an employee file structure [and] automate the audit process...that’s key, especially with some of the fines that are levied against organizations for not having these documents updated or, in some cases, stored,” he explains.

"It was flawless"

PeopleDoc EFM checked all the boxes when it came to functionality and security. To his surprise, the platform was also easy to implement. “I’ve been around the rodeo a long time and I’ve rarely seen implementations go as smoothly as this one did,” he says. “Through this whole process I literally was waiting for someone to tell me some disaster was going to happen and it was flawless, it really was.”

Interested in how an employee file management solution can help HR proactively manage compliance? Download the eBook, A Practical Guide to Proactive HR Compliance, below: