Retention rules- key in
our Employee File Management System

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Both the HR Admin and combined Admin and Self Service systems have the key functionality for applying retention rules for documents in employee files.

Retention rules can be set at a document type level within an employee file, but HR admin users also have the ability to set review rules for individual documents, at the point that they are to be filed into an employee’s record, thereby providing full employee file management.

This functionality is key to meet current GDPR and individual company standards, both now and into the future. The control and setting of these rules sits with HR administration, so that they can be reset when regulations or circumstances change

Ring us free on 0800 840 3336 for more information about employee file retention and to book your remote, no obligation HR Software demonstration or complete the contact form.

For more information on our HR systems, by downloading the data sheets below.

HR Software Document Indexing
Document Indexing

Employee File Retention options

Once set, the system will automatically schedule documents to be reviewed by HR admin. staff on the dates allocated or will flag the documents for deletion as part of the employee file management facility.

The Employee File Retention module of HR software also has the function to ‘soft’ delete documents which acts as a security option in case document have been incorrectly ‘tagged’ for deletion. This means HR teams have the option to correct mistakes, or in situations where regulations change.

HR Admin Upcoming Dashboard
HR Admin Upcoming Dashboard

Dashboard shows HR function documents to review or delete

On opening the HR Online system, HR admin users are presented with a graphical dashboard facility presenting 2 layers of information about documents that are due to be reviewed (by age) plus those that are coming up for retention.

This ensures that actions will not be missed in relation to full and proper employee file management.

GDPR compliant Employee Record Retention to fit your needs

We provide comprehensive online HR software solutions that allow you to customise document type structures and create alerts for action. The HR software is ideal for businesses of all sizes, even if you have no formal HR department.

Take advantage of a free, no obligation, remote demonstration of our generic HR Software options where we can discuss your specific requirements.

A selection of our clients

Employee Management System

The terms HRIS (Human Resources Information System) and HRMS (Human Resources Management System) basically cover the same areas. They refer to systems that take paper or spreadsheet processes and records related to staff and make them digital. The advantages of using HR management software are many, including much better auditability, as to when and who took actions, and such systems remove the need for paper based records for staff, saving space, money and time.

Such systems also come with the ability to have retention rules for stored documents making adherence to the DPA (Data Protection Act) and the GDPR (General Data Protection Regulation) easier.

HR Online has two core modules – the HR Admin system that is accessible only for the HR team, that allows on screen collation of information and records related to  staff, from recruitment  through to employment and then, when relevant, to leaver status. General staff will be able to access their own personal files, subject to rules established by individual companies
The Self Service module allows staff to create and send for approval Time Sheets, Leave Requests, and change of personal details (e.g. change of name / address / bank etc). The module will also allow company policy documents to be distributed to staff, and for them to record receipt and acceptance (e.g. health and safety documents).

The Cloud B2B HR on line systems are private Cloud service  based, but can be installed to a server located on a client’s own network and DMZ, as an option, if required.

Use on multiple devices - PC, Laptop, Tablet and Smartphones

Tablet Device


Phone Device


PO Software - View PO


This means that not only are they usable by all standards of employees, but full functionality is available on all devices including smartphones. Ideal for users working remotely or on the move.