HR Governance Manager Software
HR Governance Manager acts as an employee document governance layer that complements your HRIS. While your HRIS may do a good job of managing data, it fails to do a good job of managing documents.
VisualVault makes managing, finding and controlling access to employee documents a breeze. And that makes responding to audits a breeze.
Audit-Ready Employee Records Management
The VisualVault HR Governance Manager is a feature-rich solution that delivers critical document management capabilities. With advanced auditing capabilities and multi-policy retention management, we have you covered and compliant at any stage of the employee record.
Additionally, this solution delivers:
- Employee Record Management delivers one complete, digital profile per employee
- Individual and Departmental roles and permissions flexible to meet any need
- Custom Report Builder that puts critical data at your fingertips
- Exception File tracking provides for documents not easily classified
- Document Search and Employee Dashboards (see below)
Auto-classify
File
Store
Report
Search
Document Search Made Easy
What good are documents that you can’t find?
With our advanced document search capability enabled by auto-assigned metadata, you can search for documents and for content within documents.
With this feature, if the content exists, even if mis-filed, it will be found. And found fast!
Employee Documents At a Glance
The Employee Dashboard gives HR Managers a simple yet comprehensive view of previous and current employees – and an immediate understanding of what documents are in the system and associated with each employee.
This view becomes even more powerful when you add our HR Audit Manager module. With HR Audit Manager, you’ll be proactively prompted to view records and and make sure that each employee profile is populated with the required documents.
And, if you add the AI Application Studio, you’re armed with an AI function that can be used to immediately transform PDF files and paper forms into employee-ready, well-formatted web-based forms they can fill out online. Perhaps a survey needs to go out to new employees…voila!
How a Major U.S. Commercial Airline Transformed Employee Records Management for 24,000+ Employees
Background
The HR organization at a major U.S. commercial airline was relying on largely manual processes for the organization and filing of employee records.
Challange
Records were fragmented, retrieval took time, and the risk of a compliance gap during an audit was a constant concern, in a very rigorous compliance environment.
Solution
VisualVault integrated with their HRIS; providing auto folder creation, role-based security and full audit trail/version history across records.
Result
1- In excess of 15 minutes of time savings per record request across thousands of annual requests.
2- All records fully accessible and reportable. Audit response times reduced from days to hours.
AI-Powered Document Classification
AI drives this powerful feature. All documents entering the system are automatically categorized by document type and auto-filed in the right spot.
Our document layer allows for this document-level management which is so often overlooked by HRIS systems. This layer organizes, classifies and stores and makes your entire universe of documents infinitely searchable. You’ll never have missing records in our system.
Employee Data Handled With Enterprise-Grade Security
Employee records contain some of the most sensitive personal data your organization holds. VisualVault protects it with role-based access controls, full audit trails, end-to-end encryption, and compliance controls that support GDPR, CCPA, and labor law retention requirements.
“That’s a Good Question!”
Below are some frequently-asked questions and short answers about this topic.
Why would I need the HR Governance Manager solution if we already employ an HRIS system to manage our employee records?
While HRIS systems typically do a good job of managing data, they often do a poor job of managing documents. And actual documents are often an exceptionally important component of responding to audits. The VisualVault solution integrates with your HRIS and serves as the document management layer. The features we have built allow this document layer to store and manage documents – and most importantly put you in a position to to respond to audits at any time un just a matter of minutes.
If we have paper employee records, can we integrate them with this HR Governance Manager solution?
Our sister company, GRM Information Management, has a division dedicated to scanning and digitization. We can work in cooperation with GRM to have all of your paper records scanned, indexed and ready to be incorporated as fully-functional digital files.
Does this HR Manager Governance solution employ AI to improve the functionality that we need?
Yes, the VisualVault solution aggressively uses AI to identify and classify documents. Additionally, AI powers the AI Application Studio feature that allows you to immediately transform paper or pdf forms into fully-functioning web forms in 90 seconds or less.
With HR Governance Manager can I view individual employee record profiles as well as the entire organization in aggregate?
Yes, you can easily configure dashboards to see both individuals as well as organization-wide statistics.
Is the VisualVault HR Governance Manager solution certified as secure by industry bodies?
Yes. One of VisualVault’s strengths is its security. It is SOC, PCI, HI-Trust and HIPPA-certified.
Sales & Demo Requests
You can reach out to us by email or by phone at 480-568-6435. You can also fill out the form below.