SQL VIEW

The rapid progression in human resource information systems (HRIS) and human resource management systems (HRMS) has brought about a profound shift in how organizations manage their workforce. However, the complexities of handling a wide array of personnel-related information remain, particularly while dealing with extensive paperwork and fragmented document storage methods that pose potential mismanagement, security and compliance risks.

SQL VIEW, a prominent provider of document and records management systems, is dedicated to digitally transforming personnel records management through its revolutionary document management system (DMS) named KRIS.

KRIS places a strong emphasis on HR document management, with a special focus on handling employee records like employment contracts, performance evaluations, and onboarding and offboarding documentation. Its goal is to help clients seamlessly transition to a paperless system, ensuring the secure storage of personnel files (P-files) within KRIS. This approach underscores its unwavering commitment to governance and data security, safeguarding sensitive employee information with utmost care.

Through KRIS, SQL VIEW’s primary objective is to provide a single source of truth for employee records while aligning with global sustainability initiatives by promoting paperless management of P-files. It also offers businesses invaluable advice on implementing the best practices for structuring their organizational information and effectively managing the roles of individual employees that impact core data management practices, governance procedures, and data security protocols.

“We empower clients to seamlessly oversee crucial records, especially sensitive employee data, ensuring not only compliance and governance but also providing the added benefits of peace of mind through a robust and automated system—all within the efficiency of a paperless office environment.,” says Ang Ming Huay, COO of SQL VIEW.

Effortless Employee Records Integration

Integrating record management best practices, KRIS adopts a ‘best in mind’ approach that closely adheres to government and international standards for secure cyber systems.

Driven to make P-files management efficient and seamless, it brings a centralized repository and document approval workflows, along with bulk importing, intelligent indexing, and secure archiving and disposal capabilities—all achieved through automation.

Beyond the P-file automation, the integration extends to the employee portal. Users within the DMS can generate employee letters and increment letters in bulk, streamlining HR operations and significantly improving the overall employee experience by allowing them to receive their increment letters promptly.

The paperless process further reduces the carbon footprint by delivering the letter digitally. This also significantly saves time for HR personnel to engage in more strategic work.

SQL VIEW’s KRIS DMS is highly adaptable to various departments within organizations. The system’s scalability extends beyond HR management, making it a suitable solution for finance and legal contract management as well.

Promoting Compliance and Data Security

Compliance is a critical aspect of P-files management in Singapore, particularly concerning regulations such as Singapore’s Personal Data Protection Act, which obligates companies to restrict access to employees’ personal data to relevant personnel. KRIS addresses this compliance requirement by offering role-based access and maintaining an audit trail to monitor all actions performed on employee records.

SQL VIEW’s dedication to security is evident through its ongoing evaluation and strict adherence to government security protocols. It has gained the trust of Singapore’s government agencies, meeting audit requirements in everyday HR processes.

We empower clients to seamlessly oversee crucial records, especially sensitive employee data, ensuring not only compliance and governance but also providing the added benefits of peace of mind through a robust and automated system—all within the efficiency of a paperless office environment

With an emphasis on data security and compliance, SQL View ensures that after an employee’s departure, its integrated system facilitates the closure of their P-files. It also includes a compliance section that automatically notifies HR staff about the pending disposal of HR records based on regulatory requirements after an employee’s departure.

A compelling instance where SQL VIEW played a pivotal role was in aiding a company struggling to establish a unified data source between their HRIS and HRMS due to a lack of expertise in managing HR records effectively through their existing DMS. This inadequacy often led to error-prone processes. The DMS also failed to address compliance needs or set specific data retention periods for employee information.

In response, SQL VIEW integrated KRIS with the client’s HRMS software to automate the management of P-files. For instance, when a new employee joins, the system automatically creates the corresponding employee P-file for the company’s HR team. This enables the HR team to conveniently upload necessary documentation to the P-file. Throughout the various stages of employee lifecycle like promotions or departmental transfers), access rights to the P-file are strictly restricted to the relevant HR staff via role-based access system.

SQL VIEW serves as the linchpin for a unified HR tech ecosystem, seamlessly integrating data from diverse systems. Clients can confidently rely on this robust system for efficient document management, heightened compliance, and a streamlined, paperless experience, fostering a symbiotic relationship between technology, sustainability, and HR functionality.