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Digital Personnel Files (e-files)

Image-based employee records

Use of a software application, OpenText, has been adopted by several schools and units to cease using paper for employee records and convert existing personnel paper records to be stored electronically as document images in an electronic record (e-file). Advantages to this approach include:

  • Reduced need to use physical space for storage of paper records
  • Increased security to records since only those authorized can login to the system to view specific records
  • Ability to easily share employee records when there are job transfers (no photocopying)

Digital personnel files in OpenText are currently for active benefits-eligible employees (no temps or casuals). E-files are not available for employees who terminated prior to 2012, when e-file usage began.


Staff transfers from areas using e-files

The following schools and units have moved to image-based (digital) active staff personnel files and a paper file is no longer available when one of their employees transfers out from those groups. These areas are:

  • Business Affairs & CFO
  • Dean of Research
  • Humanities and Sciences
  • Land, Buildings & Real Estate
  • School of Earth, Energy and Environmental Sciences
  • School of Education
  • School of Engineering
  • School of Medicine
  • University HR
  • Vice President for the Arts
  • Vice Provost for Teaching and Learning (VPTL)

HR teams must make provision for the transfer of their employee’s file before that employee is transferred in the PeopleSoft system.

All other schools and units receiving a transfer IN from an employee working in these areas have three choices to manage the personnel file of the transferring employee:
  1. OpenText: Receive the image-based file in the OpenText system, and be trained on how to view and maintain the file in OpenText.
  2. Hybrid: Receive the image-based file in the OpenText system, and be trained on how to view the file, and maintain a paper file for new items in that employee's record going forward.
  3. Paper: Receive the image-based file in the OpenText system, print it out, and maintain only a paper personnel file going forward.  The new department will be responsible for assuring the old imaged documents are maintained separately from the newly created documents that were never imaged-based.

 

Granting Access

Access is granted by the local Human Resource Department.

 

Request a File Review

The business process for requesting a file review for a final candidate remains the same.

  • The Human Resources department that needs to do the file review must contact the final candidate’s home/local Human Resources department to request a file review providing the following information:
    • The final candidate’s name
    • The name(s) of the individual(s) and SUNet(s) that need to review the file

The candidate’s home/local HR department will submit a Help Ticket to request access to the file.

Here are a few tips to keep in mind when requesting access for a file review:

Home/Local HR Dept of Final Candidate Reviewing File HR Dept
  • Be sure the personnel file is up to date. Upload all documents prior to submitting Help Ticket for review
  • If more than one reviewer needs access to the file, provide candidate’s home/local HR department list of names and SUNets for access to the file
  • If more than one person needs to review the file, please include all reviewer names and SUNets on one Help Ticket
  • Once a Help Ticket has been submitted and additional reviewers are needed, please submit a separate Help Ticket
  • Do not forward the email received for the file review. The link provided will only open using the designated reviewer(s) SUNet ID and password
  • If additional reviewers are needed, please contact the candidate’s home/local HR department

Request Personnel File Review Help Ticket - NOTE: Help Ticket must be submitted by the Human Resource Department

Job Aids and Resources

 

Get Help

To get help using HR eFiles (OpenText), please submit a help ticket.