How will this feature help?
Since the introduction of General Data Protection Regulation (GDPR), Natural HR has released the ability to create and manage "Compliance Cases".
Compliance cases will allow you to prepare a download of all of the files or information which are associated with an employee or candidate file in different formats.
For example, if an employee was to submit a Subject Access Request (SAR): the Compliance Cases feature will allow you to download and provide this information and maintain a full record of every action whilst this case is being compiled.
How to use Compliance Cases
Adding Compliance Search Reasons
Firstly, you will need to populate a list of reasons why a compliance search might be undertaken. This is done via:
Administration > Company > Settings > Compliance > Compliance search reasons
This will bring up the screen below where you can add your compliance search reason by pressing the 'Add' button.
Enter the Search reason name (mandatory) and a brief description of the compliance search reason (optional) as shown below and then click 'Submit', followed by 'Cancel'.
You will then see a list of Compliance search reasons like this.
Once you have created a list of compliance search reasons, you can then proceed to add a compliance case.
Creating a Compliance Case
To create a compliance case, go to:
Administration > HR > Compliance Cases
Click on the 'Add' button to add a new case.
Here you can enter a Reference (mandatory) and select a Reason (mandatory) from the list of compliance reasons we prepared earlier. You can also choose to enter some comments (optional) to describe the case. Click 'Submit' to submit these details.
Then click 'Go To Case' to go to your new compliance case.
This will open your new compliance case. The 'New Search' button allows you to search Natural HR for all information relating to an employee or candidate and add this to the existing case.
The 'New Comment' button will allow you to add a general comment to the case in order to keep a record of any developments in this case.
Populating a compliance case
Selecting "New Search" will display the options below:
Subject (mandatory). This will allow you to select which employee or candidate you would like to perform the search on.
File Search - If set to 'Yes', this search will download all documents associated to the selected person, if set to 'No', the search will download personal information fields from the system.
Download Type - Select the format in which this download will be provided (Only available if "File search" is set to 'No'). The available options are HTML, XML and PDF. Please note, this will download a zip file containing each individual database record in the file format chosen as an individual file, so you can then choose which records you are happy to disclose.
Comments (mandatory) - Add general notes as to why this search is being carried out. These comments will be recorded in the search.
Click the 'Search' button to carry out the search. A success message will be displayed.
Click the 'Cancel' button to return to the compliance case.
Viewing and downloading data
You will see that the case has now been populated with the search you have requested. Click on the download icon next to each search to download the zip file with the HTML, XML, PDF or file search data contained within.
Please Note - All actions performed within a Compliance case are audited by the system automatically, as such it is only possible to archive,
or restore Compliance cases.