Defining document categories, document access policy, and retention policy for employee files

The following image explains the configurations that are an Employee Document Config user creates:

To define a document category

1. As an Employee Document Config user, click and select Employee Document Management.
2. On the Employee Document Management tab, click .
3. In the Settings pane, expand Employee Document Management, and select Document Category.
4. On the Document category page, click + Category.
5. Specify a name for category tier 1.
6. (Optionally) Specify a name for category tier 2.
   Category tier 2 is the subcategory of category tier 1.
7. To activate the category and subcategory, select Active as the Status.
8. Click Save.

To define a document access policy

A document access policy defines the access permissions for a document category and subcategory. For example, access for Visa documents is restricted to the HR support group. To define a document access policy, a user with the Employee Document Config role must first define document categories.

A document access policy must be defined for a user to upload documents to employee file. When a document is uploaded, based on the document categories, the system searches for a matching access policy. Read and write access are applied to a document based on the matching access policy.

1. As an Employee Document Config user, click and select Employee Document Management.
2. On the Employee Document Management tab, click .
3. In the Settings pane, expand Employee Document Management, and select Document access policy.
4. On the Document Access Policy page, click + Access Policy.
5. On the Create access policy page, specify a name for the access policy.
6. Select category tier 1 and category tier 2 for which you want to define the access policy.
7. To activate the access policy, select Active as the Status.
8. To provide access to the document, complete the following steps:
   1. Select a group, and click Add.
   2. Select a user, and click Add.
      Important: The Visible to employee option is currently not available.
9. Click Save.

To define a retention policy

The time defined for a document to be maintained within a system is the retention policy. The retention policy available out of the box does not have an end date. When the retention period of a document is over, the purge operation deletes the attachment and the status of the record is set to Deleted. The record is not deleted from the system and an administrator can still view the deleted record.

1. As an Employee Document Config user, click and select Employee Document Management.
2. On the Employee Document Management tab, click .
3. In the Settings pane, expand Employee Document Management, and select Document retention policy.
4. On the Document Access Policy page, click + Retention Policy.
5. On the Create retention policy page, specify a name for the retention policy.

6. Select the years, months, and days for which you want to create the retention policy.

   Known limitation

   You might get an error when you set the retention period to more than 15 years. In such cases, it is advisable to set the maximum time period for a retention period to 15 years.

7. Select the categories to which you want to apply the retention policy.
8. To activate the retention policy, select Active as the Status.
9. Click Save.