Case Studies Human Resources Records Management for Retail Property Management Firm

Human Resources Records Management for Retail Property Management Firm

Our client, a property management firm, owns and manages shopping malls and other retail real estate nationwide, engaged Concurrency for an enterprise content management project using SharePoint Online.

Specifically, the client wished to do away with an outdated records management system used by its human resources department to manage records for well over 10,000 current and past employees.

Working side by side with a scrum master and business analyst on the client’s internal IT team, a Concurrency SharePoint architect built out a library of use cases covering how HR employees access and interact with employee records.

Once the user needs were established, we built out a true records management system leveraging native SharePoint functionality, including automatic record retention rules based on document type and age. For example, employee documents relating to retirement plans are assigned the appropriate retention characteristics. A different set of rules is applied to employee tax documents, labor agreements and more. SharePoint’s built-in capabilities include automatic purging after a set number of years.

Throughout the project, we held review sessions together with the client team on a weekly basis. Adding our expertise to the client team’s existing SharePoint experience enabled a highly cooperative and effective process that led to a much more user-friendly records management system with appropriate document disposition built in.