Electronic Master File Request

About the Program

Category: Information Technology (Best in Category)

Year: 2015

To reduce time and expense and increase compliance in the secure process of reviewing employee master file documents, the Department of Human Resources (DHR) implemented Adobe Rights Management, which allows sensitive documents to be emailed securely and reviewed by hiring managers at their desks. The system supports the County’s Operational Excellence strategic initiative which focuses on providing modern infrastructure, innovative technology and appropriate resources to ensure superior service to our internal customers. To achieve this goal, hiring departments review an employee’s master file as part of the selection process. About 184 promotional recruitments and numerous transfers take place each year. Previously, the hiring department sent a representative to DHR’s central office to view personnel documents in Documentum, our secure electronic cabinet. Adobe Rights Management ensures that only the requestor can view the electronic file in Documentum. Additionally, the documents remain secure because they cannot be printed or saved. This protects the confidentiality of the personnel record and makes the review process faster and more convenient. In 2014, DHR received 175 requests for electronic master file review. The process is expected to generate a 20 percent increase in personnel document reviews and save the County thousands of hours of staff time and travel expenses.