It’s common for HR systems to save complete scans of employee documents — identity cards, contracts, certifications, and more. But is storing these large files really necessary in today’s digital age?
Once the vital information is extracted, the original image typically serves no further purpose. Keeping the entire file not only consumes extra storage space but also increases the risk of data breaches and legal complications.
Why hold onto the whole document when the relevant details are all you need?
Prioritize Metadata Over Files
Instead of archiving entire documents, focus on capturing and storing essential metadata:
- Document category
- Issuing authority
- Issue and expiration dates
- Status and validity
Extra details can be stored as flexible JSON metadata, indexed for easy retrieval.
Leveraging Modern Database Features
Contemporary database systems allow full-text search and indexing on JSON fields, eliminating the need for bulky document storage while enabling powerful querying capabilities.
Standardize for Clarity
Document formats vary widely, but normalizing extracted data into a consistent schema ensures reliability and simplifies analysis and compliance.
The Takeaway: Store What Matters
By ditching full document storage and retaining only key data, HRMS platforms reduce operational overhead, bolster security, and streamline management — all while keeping critical information at your fingertips.