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How archiving documents and files in HRLocker can keep your workspace clear and organised
HRLocker is a great place to store and share files and documents with your employees, but as time goes on, you may find that certain elements are no longer needed on a daily basis or have fulfilled their purpose. For instance, older versions of forms, completed training documents, or outdated policies may still hold historical significance but clutter your current workspace. To streamline your document management, most documents and many modules within HRLocker offer the ability to archive items, files, or documents.
Archiving is a practical solution that does not delete your files; rather, it simply hides them from the screens and reports you engage with regularly. This feature is designed to help you concentrate on the information that is most relevant to your current operations, enhancing your overall productivity and efficiency.
When files or tasks are assigned based on company or office specifications, you typically have the option to archive those items. This archiving functionality is conveniently located within the same interface where the documents were initially created and assigned. For users, marking a document as archived is often as straightforward as clicking a designated button next to the item, making the process quick and user-friendly. This allows you to efficiently manage your documents without losing track of important historical records.
What happens to those files?
Once an item or document is archived, it is important to note that the file isn't deleted; rather, it is either hidden or moved out of the way. This functionality is designed to allow you to focus on the most pertinent information without the distraction of outdated or less relevant documents. Archiving helps to maintain a clean and organized workspace, which can significantly enhance your productivity and efficiency.
In many areas of HRLocker, there is an 'Archived' tab where all archived documents can be easily accessed in one centralized location. For example, in the Continuous Professional Development (CPD) section, you can quickly navigate to view all archived materials.
In other instances, archived documents may not have a dedicated tab. Instead, they are displayed on the same screen as active items, but are simply relocated to the bottom of the list. This is the case in sections like work patterns, where archived items remain visible, yet are clearly segregated from current tasks.
Additionally, there are certain areas in HRLocker where no archived tab exists at all. In these cases, archived documents or items will not appear on the screen. However, you can easily reactivate these files by returning to the original assignment screen where they were created. By selecting the document and un-archiving it, you can restore full access to the item.
For instance, consider the Right to Work screen, where a document such as a vetting form may be assigned for employees to complete. If a new version of this form is released, the previous version may become obsolete. However, it is crucial to retain the historical records of completed forms for reference and compliance purposes.
By archiving version 1 of the vetting form and designating version 2 as the default, you ensure that any necessary historical data remains accessible. When you need to review an employee's vetting form, simply navigate to the office right to work settings page at https://login.hrlocker.com/Offices
From there, you can click on the archived file, edit it, and untick the archive box to make it active again. Upon submission, the form will be readily available to all employees in that office on their right to work page, ensuring that both current and historical documentation is easily managed and accessible.