University of Canterbury

Employee Document Management

o UC requires a new platform for managing staff personnel documents. The current custom-built system utilises SharePoint 2016 and PSI Capture for document capture and data extraction but has reached end of life. This system stores essential files such as offer letters, Inland Revenue notifications, job change records, and other employee-related documents. A replacement solution is needed that integrates seamlessly with Workday HCM. While Workday provides basic document storage and display capabilities, it lacks comprehensive Document Management System functionalities, including document lifecycle management (creation, versioning, approvals, retention, auditing, and secure disposal).
o The proposed solution will introduce document compliance protocols, including information retention policies, to ensure records are not maintained for more than seven years following an employee's departure. At present, only HR personnel have access to these files; however, the updated platform will enable Payroll, HR staff, managers, and employees to access pertinent documents.
o The solution will be deployed alongside Workday HCM.

Department/Business Unit: Planning, Finance & ITS