Create and Manage permission groups for a complex HR folder structure.

Gary Leech

Our Requirements are:

Our HR section requires a consistent HR personal file folder structure creating for each employee. Which will be approx. 36,000 person folders (one folder per person) and within this a consistent position folder structure (approx. 90 folders per position) for each position they hold and any future positions they obtain whilst employed.

As new employees are recruited a new person folders and position folders will be generated. As employees leave, the Records Management attached to the folders for the employee will ensure these folders and documents are retained for the appropriate duration before being permanently destroyed.

The permission structure for this folder structure needs to accommodate different users who need to access the HR personal file.  Some of these user groups will need to change over time for example: as organisational changes occur, a person moves positions or changes in line management.

 

This is where we are looking for some assistance/suggestions.

Any help would be most appreciated.

eLink User

Hi Gary,

Have you considered using the item handler step to build a new folder structure or copy an existing structure, apply a category and assign an RM Classification as part of a hiring approval workflow? Are you sure 90 folders are needed per employee? Now would be the time to look at assessing the folder structure.

Is the retention period the same for all items in the employee files? If not, then you may need more than one retention schedule (RSI) on some of the folders/ documents. Are you using an attribute value to track when employees are no longer with your organization in order to trigger the disposition? Optionally, use a record status change when the employee departs to start the retention. You can use the same status value for different RSIs. For example a status change of separated, can apply to vacation schedules with a 3 year retention and 7 years for contracts from date of departure. Using functional access, you can grant the privilege to a group of users to update the status field.

To manage permissions and employee changes, some of our customers do not assign an owner role on the ACL so that the owner role never inherits. Permissions are assigned using groups on the ACL. The permissions/access changes when the groups are updated instead of constantly pushing down permission changes. A local information administrator can be added as group leader to specific groups, giving this person or group the ability to add/remove users from the groups. This effectively changes access without touching permissions or requiring edit permissions. Note, if your disposition process is to have records reviewed by the owner prior to dispositioning, then you will need an owner.

A second option to change ownership, is to use the change ownership feature in the System Administration > Records Management Administration module section.

Hope this helps,
Pat Fennessy
RM Product Manager