Digital archiving and administration provide not only for an automated filing of documents, an easy way of searching and a fast online access to data and documents, but also support and automate personnel administration processes.

SAP Records Management is the standard tool for administration of files and records. All information objects for business transactions are organized in a hierarchical structure in a single record. A safe access to archived documents is provided. A template for creating new documents can be used. The record can include internet and intranet sites, as well as SAP object elements: business objects, transactions, HR infotypes and reports. A predefined workflow can be initiated from the record. The user can also define an ad-hoc workflow generating tasks for other users. These processes are logged and can be traced from the record.

Integration

Electronic records contain electronic documents and data records (business objects, applications), which can be integrated from the variety of SAP modules, as well as from other systems.

Document classification

The classification of documents in RM is based on attributes (document type, …) defined in customizing and for which searching can be made. Documents are then stored in files.
Searching

The searching in RM is based either on individual elements (e.g. searching in the mail inbox, in the mail outbox), or on the so-called locators providing for searching across these elements (searching for a document disregarding its belonging to an element type – inbox, outbox, etc.). The search can be restricted based on attributes (more efficient, plus better overview of the resulting list). TREX is used for fulltext search.

Workflow

Virtually any standard SAP workflow can be defined over the events of a document (created, closed, etc.). It can be also linked to a change of the document status.

Besides this, RM offers ad-hoc workflows intended for the user to define a simple process – specifying the order of users supposed to deal with the document and the activity they are supposed to perform. The process path can be terminated before its end is reached and it can also be dynamically changed while still running (additional users etc.).

Using RM for HR

• A complete employee personnel file in electronic form. Documents, infotype records, records from other business objects, e.g. photo, CV, employment contract including appendices, evidence on education, reports, business trips, payroll excerpts, loan records and other documents.
• Monitored can be workflows intended for approvals of attendance, holidays, business trips, training, changed personal data, wage increase requests or organizational changes, as well as other customer-specific workflows.
• A well arranged user interface, easy search, handling the records in the file and their archiving.

Basic information

• Integration of the existing document repositories
• Central point of access to documents and applications
• Open for both SAP and non-SAP applications
• Data security
• Working with a standard workflow and creating ad-hoc workflows
• Comprehensive support of document lifecycle
• Unification and better transparency of processes
• Increased efficiency and availability for working with documents and records
• Appropriate e.g. as a central repository of all records for an employee