Federal government websites often end in. The site is secure. OFCCP regulations and policy allow for the transfer of original paper records to an electronic recordkeeping system provided:. These requirements apply to both paper and electronic records. See 41 CFR In general, the original paper record may be disposed of any time after it has been transferred to an electronic recordkeeping system.
However, the original paper record may not be disposed of if the electronic copy would not accurately reproduce the original record. If records are maintained electronically, contractors must take care to ensure that the electronic records comply with the record retention and access regulations.
The regulations at 41 CFR To satisfy the OFCCP requirements, contractors must ensure that their electronic recordkeeping system:. If records are maintained electronically, contractors must ensure that the electronic records are maintained in compliance with the recordkeeping regulations that apply to all records.
Additionally, the regulations at 41 CFR The National Archives and Records Administration NARA developed a self-evaluation guide for agencies to use in determining the adequacy of their records management systems, which includes a section on electronic records www. Training should include security awareness and system integrity, as well as procedures that are necessary to authorize access to the electronic recordkeeping system.
User instructions should include those for FAA personnel who are provided direct access to the system. Acceptable methods of providing training include, but are not limited to: classroom instruction, online or system tutorials, user guides, and simulated problem solving exercises. System procedures should address specific access requirements for personnel authorized to make entries into the system.
The certificate holder must provide each person with a unique individual access code and password to validate any entry made by the individual. Electronic instructor certifications must meet all of the requirements of a valid electronic signature. The certificate holder may devise a system that requires the validating official to either enter a real-time record into the system or complete a written transmittal document in Portable Document Format PDF to be uploaded into the system by the appropriate personnel.
If a PDF is used, the document must contain a valid electronic signature of the individual certifying the record. For authentication purposes, the electronic signature must be a permanent part of the electronic record. Policies and procedures should identify the personnel who have the overall responsibility for the integrity and security of the electronic recordkeeping system s and who are responsible for controlling access to the system.
Policies and procedures should also identify the persons with the authority and responsibility for modifying the electronic record system, as well as those who are responsible for entering data into the system. Technological advances may make it desirable or necessary for a certificate holder to update its electronic recordkeeping system or transfer data to a new system. The certificate holder must have policies and procedures that ensure the continued integrity of record data when a certificate holder moves records from one system to another.
This could entail running redundant systems for a brief period of time. Any certificate holder should have a method to ensure continuity of data during transition from a legacy system hardcopy to an electronic system. Procedures should ensure continuity of record data utilized and maintained by outsource maintenance providers.
Most regulatory records require some kind of validation, such as a signature, certification, endorsement, or authentication. This validation must be a permanent part of any electronic record. To be considered valid, any electronic form of validation, authentication, endorsement, etc. See paragraph for FAA standards for electronic signatures. This includes new versions of system software. Software version numbers will be included in the OpSpec A authorization for parts 91K , , , and For all operations to which this section applies, changes to the electronic recordkeeping system must be included in the manual or official document containing the electronic recordkeeping system description.
The purpose of the Web application is to provide tools necessary to manage an aviation safety management system. Invite employees to use self-service. Once registered, they can add, edit, or update their personal information.
Free up your day by allowing employees to access their own personnel records without bothering you — through designated Permission Groups. With this timesaving feature, you'll be able to control what they can see and what they can do. Depending on their permissions, your staff will be able to perform a variety of functions, such as:. We make it easy to find what you're looking for.
You no longer need to dig through stacks of folders or stuffed filing cabinets. We have filtering, sorting and search options to help you quickly find what you're looking for. Whether your HR department is large or small, Rubex by eFileCabinet delivers a simple, effective document management system to electronically capture, manage and protect business-critical HR data, including:.
The average personnel file contains more than 50 different records, each one important, highly confidential, and requires the strictest standards of HR document management. Storing and managing human resources documents in paper format is simply no longer viable for most HR departments. See an immediate return on your investment as you improve HR document management system. Luckily, technology can be a game-changer for HR professionals. A new HR document management system may be your most valuable tool.
Here are just a few HR document management tools that can help make your job in HR significantly easier:. Chances are you work with lots of repeated human resources documents in repeated patterns.
These process could probably stand some automation. With Rubex, you can design workflows that are as simple or complex as your HR department requires.
You can also establish multiple workflows, making it easy to map out automated file routing for the different types of HR documents you produce or receive on a regular basis. Think of it as automated document management. If you work with lots of human resource document forms and we know you do , Zonal OCR is like hiring a super-speedy, extra-efficient virtual assistant who specializes in data entry.
It even automatically files the HR document in Rubex. Setting up Zonal OCR is easy—it takes less time than training a new employee on data entry.
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