September 17, 2021

Tech Tip: Customizing Categories for Effective Document Management

Every organization, large or small, has documents of all sorts to manage for their workforce. This can include performance reviews, disciplinary documentation, onboarding forms, payroll information and more. In today’s workplace, storing all these documents physically requires space, time and resources that could be put to better use. But the question then remains: how do you effectively categorize and store these documents?

TCP Software designed the Document Management feature for the TimeClock Plus product to handle just this issue, but even this feature can be ineffective if not configured properly. With the flexibility of the solution, your organization has the ability to customize categories to sort, filter and store employee documents efficiently and securely. Determining the best way to configure these categories becomes the key, and that depends on the documents you want to store.

The two common uses of the Document Management feature are to either categorize documents by department and/or role (such as HR, Payroll, Supervisors, etc.), or to categorize more specifically by the class of document that is being stored (such as performance reviews, audit materials, etc.). With the former option, you can grant users of the TimeClock Plus Manager solution access to documents only within their department, so payroll professionals would only have access to payroll documents, ensuring the security and integrity of all sensitive documents. This allows your organization to easily collect and manage data by department or role. With the latter option, filtering and sorting documents can be easier than ever, giving users the ability to quickly find the performance review or signed onboarding document they are looking for.

No matter how your organization decides to manage documents in the TimeClock Plus solution, effective categorization is essential to effective document management. Read more on our blog to learn how document management can help you avoid compliance issues.