--- sourceDocument: Yokohama Employee Service Management sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/employee-service-management Release : - yokohama ft:locale : - en-US ft:publication_title : - Yokohama Employee Service Management ft:clusterId : - emplsm bundleId : - emplsm workflow : - Employee --- # Exploring Employee Document Management # Exploring Employee Document Management {#ariaid-title1} Release version: Yokohama Updated January 30, 2025 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Exploring Employee Document Management Employee Document Management in ServiceNow Yokohama release enables organizations to streamline and centralize the management of employee documents. It ensures document integrity, accuracy, and controlled access while supporting legal compliance through retention policies and legal holds. Show full answer Show less ## Key Features * **Centralized Document Storage:** Consolidate employee documents that were previously scattered across multiple HR cases into a centralized employee file. * **Document Movement:** Documents can be moved automatically or manually from HR cases to the employee document repository, especially useful when HR cases are closed. * **Metadata Tagging and Search:** Use metadata tags to easily find and filter employee documents. * **Access Controls:** Define who can view, create, move, or purge documents through configurable security policies. * **Retention Policies and Legal Holds:** Set retention periods and policies to comply with regulations and company policies, with the ability to place legal holds on all documents for an employee or by document type to prevent purging. * **Pre-configured Setup:** The base system includes pre-configured document types, retention, and security policies to expedite deployment. ## Configuration Essentials * **Document Types:** Categorize documents by COE, topic category, and detail. Document types control access, retention, and legal hold settings. * **Retention Periods and Policies:** Define how long documents are retained before purging, based on legal or company requirements. * **Security Policies:** Control document access and purge authorization; purging may require approval and membership in authorized groups. ## Roles and Access * **Administrators:** Configure the Employee Document Management application and assign roles. * **Agents:** Upload and manage employee documents on behalf of employees, search documents, and move documents from HR cases. * **Employees:** View and upload their own documents where permitted by document type policies, accessible via HR cases, Service Portal, or Employee Service Center. ## Benefits for ServiceNow Customers By implementing Employee Document Management, you can expect improved control and visibility over employee documents, better compliance with regulatory requirements through retention and legal hold policies, and streamlined HR operations by automating document handling from HR cases. This results in enhanced document security, easier document retrieval, and reduced manual effort for HR agents and administrators. With Employee Document Management, you can streamline document management and maintain documents with integrity, accuracy and access controls. ## Streamline management of employee documents {#exploring-employee-document-management__section_ezn_hbk_fdb} * Centralize files that are currently stored on multiple cases. * Automatically or manually move employee documents from a case to the employee file. * Find documents using metadata tags. * Place legal holds on all documents for an employee (HR profile), or for all documents by document type. * Define who can access what documents. * Define retention policies that determine how long to retain employee documents and prevent purging for legal holds. * Define when to purge documents. {#exploring-employee-document-management__ul_k5z_jrg_xdb} ## Configure Employee Document Management {#exploring-employee-document-management__section_zlr_1jx_xcb} The base system provides pre-configured records that can be used immediately to expedite the configuration of Employee Document Management. ## Employee document definitions {#exploring-employee-document-management__section_tnz_hl2_mfb} To use Employee Document Management, you must define the following: * Document type: Defines how documents are categorized and are associated with Center of Excellence (COE), topic categories, and topic details. For example, you can create a document type for all documents related to Total Rewards or for each benefit. Document types also determine who can access, how long to retain, and if a legal hold is in effect. * Retention periods: Defines how long to keep an employee document based on regulations or company policy. * Retention policies: Combined with a retention period and criteria, determines how long to retain an employee document. * Security policies: Determines who can view, create, move, or authorize to purge employee documents. {#exploring-employee-document-management__ul_nh2_rll_dfb} You can configure employee documents to automatically move to the document repository when an HR case is completed and closed. ## Administrator, agent, and employee access to Employee Document Management {#exploring-employee-document-management__section_qrh_cjx_xcb} There are multiple levels of access for Employee Document Management. * Administrators configure the Employee Document Management application. * Agents upload employee documents on behalf of employees or as part of a case. * Employees who can upload and view their documents. {#exploring-employee-document-management__ul_a2g_13b_xdb} Employee Document Management administrators assign appropriate roles to employees who require access to employee documents. The security policy determines access and purge authorization. The document type and the associated retention policy and retention period determine when to purge employee documents. The security policy can require approval to purge. The security policy requires a user to belong to the group that has purge authorization. Legal holds can be placed on HR profiles. Legal holds prevent employee documents from being purged. You can also place and manage legal holds by document type. Managing by document type provides bulk-processing for increased efficiency. ## Employee Document Management for agents {#exploring-employee-document-management__section_q13_djx_xcb} Employee Document Management agents can: * Search for existing employee documents using different filters. * Place or upload employee documents directly into the repository. * When your company is also using HR Service Delivery, you can move employee documents from the HR case form to the repository. Employee documents can also be configured to automatically move when an HR case is closed. {#exploring-employee-document-management__ul_wbl_ksv_5cb} ## Employee access {#exploring-employee-document-management__section_a1l_djr_h2b} Employees can view their own employee documents when the document type provides employee access. Employee documents are also available on HR cases and the Service Portal or Employee Service Center profile page. See [Define policies for a document type](https://servicenow-prod.fluidtopics.net/nE4WXtJGJMDF07NRraNj8g#create-modify-hr-doc-types "For each document type, you can determine who can access a document as well as define the retention policies associated with it, or place a legal hold. A document type can manage multiple documents.").