Management software, personnel records is a tool to help businesses store, manage lookup information staff in an efficient, safe transparent. Instead of processing craft with paper records easily misplaced, software support digitization whole data, save time, reduce administrative costs and enhance performance of the hr department.
Article Lac Viet SureHCS will help you to understand the software personnel records are what bring what value for business, how to select the system profile management personnel consistent with the trend to deploy the latest in time conversion of.
The figure shows the trend of digitization systems records management personnel of the enterprise
Along with the wave number conversion, management software, personnel records are become the inevitable trend in the development strategy of the organization. Below is the data trend highlights to help businesses better visualize the complete picture and why should invest right now.
67% of businesses in Vietnam have begun digitizing records personnel
According to the report, Deloitte Vietnam 2024, with up to 67% of medium and large enterprises have deployed system to manage personnel records, electronic or are in the transition period. This number is expected to continue to increase in the next 2-3 years when the cost of software deployment increasingly optimized and awareness about the importance of hr data increases.
Up 30-45% personnel costs administrative thanks to the software
A survey in the report Vietnam Digital HR Index 2023 shows, businesses use software personnel records can be reduced from an average of 30-45% of the costs related to personnel administration, including duration of storage, printing, inspection records, and handle errors. With the business scale from 100 people or more, savings is enough to payback the software only after 6-8 months of use.
Trends in integration of AI and big data in the management of personnel records
In addition to the basic functions such as storage, search, software, personnel records modern is gradually integrated the advanced technology such as AI (artificial intelligence) and Big Data (big data). Allows businesses to analyze trends the holiday, assess the level of stability of human resources, or to detect abnormalities in the hr information quickly more accurate.
For example, the system can hint the time you need to renew the contract, warning employees not yet complete profile or take out analysis about the risk of leaving of employees based on historical data.
1. Management software, personnel records is what?
Management software, personnel records is a system to help businesses store, track and update all the information related to staff on the electronic platform. This is not merely a data warehouse, but also the tools to support the hr department process optimization manager to ensure information is always ready to serve in operating activities.
Other than the software personnel management overall (HRM) can consist of multiple subsystems such as recruitment, training, performance reviews, software, personnel records in-depth focus on aspects of storage management, personal information of employees.
Specific personnel records may include: personal information, contract labor, the decision to appoint information, social insurance, diplomas, legal documents, history, work, training, reward, discipline, and many other relevant documentation.
An example to visualize: When a new employee is hired, the hr department must collect saved many kinds of papers from resumes, contracts, papers to decide receiving, schedule, training, integration. If done manually, will take many hours just to sort materials then stored in filing cabinets. But with software to manage employee information, just few simple taps all data is digitized, stored electronically, easy lookup, edit, or authorization to access.
Not only helps to ensure consistency and transparency in store personnel records electronically, the software also supports corporate compliance with the legal requirements for personnel, especially in the case of inspection or need to prove insider information.
2. Why businesses should use the software manage personnel records?
The deployed software records management personnel not only is an advance technology that is also practical solutions to help businesses disentangling in administration personnel.
Here are the outstanding benefits that the organization will clearly felt when the application of this system in actual operation.
- Save time cost of storage, handling employee records, increase professionalism.
- Ensure data security and compliance with legal regulations.
- Easily lookup, update, control, personnel information
- Support leadership decision-making personnel exactly thanks to centralized data.
2.1. Optimized duration administrative expenses
One of the pressures typically found at the hr department is the volume of work related to the paper: collect, organize, store, update and lookup records staff. According to a study by McKinsey, businesses can save up to 40% of the time administrative processing if the conversion from the stored pattern papers to digitizing system personnel records.
For example, instead of having to search each file documents to check the validity contract labor personnel only need to enter the name or employee code into software, information management staff is able to retrieve the entire data needed in just a few seconds. The fast, accurate this not only shortens the process, but also help reduce errors while saving significant operating costs.
2.2. To ensure confidentiality, compliance with legal
When employee information is stored in the form of paper records, the risk of lost, damage or information leakage is unavoidable. Especially in the context of personal data is increasingly strict protection according to the provisions of law, the use of software personnel records become safe solution.
Management system, personnel records modern allows the access by role, data encryption, and set the track log manipulation of the user. This not only ensures the privacy of the workers, but also help enterprises are willing to provide valid records upon request from authorities. This is a huge plus point to help businesses comply with legal an effective professional.
2.3. Increase efficiency when a lookup, update records check
The ability to record lookup is the key element in the process of operation. In the traditional model, a simple request such as to verify time trial or test certificate training can also cause personnel can take hours to search for.
Software records management personnel with the ability to intelligent search according to various criteria such as name, employee code, department, job title or type of contract helps the retrieval of information becomes flexible instant. At the same time, the operation updates the information like address changes, additional qualifications or salary increase is also recorded and hosted stain fully avoid data discrepancies between the departments.
2.4. Support decisions about personnel
Information from personnel records serve not only for storage but also are the basis of important data to help leaders take the right decision. When system records management staff is integrated with other modules like attendance, payroll, training or performance reviews, businesses can easily build synthesis report on hrtracking trends the holiday evaluate the rate of progression or structure analysis team.
For example, if data shows that a department has a ratio of the continuously high for 3 quarters, the administrator can promptly analyze the causes given retention policy accordingly. This is the long-term value that brings software from the store staff profiles electronics to support strategy development.
In summary, system management, personnel records not merely a technical tool that is management solutions to help businesses operate more effectively reduce risks to build hr systems professional flexibility in the digital age. When the employee information is managed systematically and transparency, businesses can focus more on strategic initiatives instead of handling the problems of administrative overreach.
3. Management software, personnel records effectively need these features do?
To meet the actual demand, software, personnel records should be designed with features that support process optimization, management and operation efficiency.
- Storage automatic updates employee records in real time.
- Integrated digitally sign, verify, electronic, and send automatic notifications.
- Smart search by many different criteria.
- Decentralized data access by departments/functions.
- Export a report in standard form, service inspection and audit.
- Easy integration with the system other hr (payroll, timekeeping, rating).
Below is detail the core features that a software profile the modern need to have along with specific values that the business received from each function.
3.1. Storage automatic updates profile information
One of the common problems that businesses encounter is personnel information missing, duplicate or obsolete due to update. Software records management personnel help automate the input from the input (for example from recruitment system) and continuously update the changes as promotion, transfer, salary increase or change the personal information.
This not only saves time but also ensures the data is always accurate, consistent, can use immediately when needed which is not revise manually each paper records.
3.2. Integrated digitally sign, verify, electronic, and send automatic notifications
Instead of having to print the contract, sign it, scan saved each PDF version, software, personnel records modern allows register number directly on the system. This is especially important when the business operated remotely or have multiple branches. The manipulation as confirmed change information, notification of the contract term or remind additional documents can also be automatically sent to staff via email or internal system saves time communicating administrative increase the professional.
3.3. Search filter profile smart
When the number of employees increased to hundreds or thousands of people, the ability to search fast, accurate to become elements of survival. A system records management personnel efficiency should allow to filter records according to criteria such as department, title, type of contract, working time, status, profile,...
For example, when need to prepare resume for labor inspectors, with just a few taps, the software can export a list of employees who have not enough records request, instead of reviewing each cabinet material.
3.4. Decentralized access by role, department
Not everyone in business also need or should have access to the entire hr data. Software to manage employee information should be decentralized mechanism closely, allowing each person to only view and edit the correct portion of the data in accordance with his role. Hr just right to see the record of his room, the board of directors need to report aggregate, also the need to update information papers,... this feature helps ensure information security compliance regulations on protection of personal data.
3.5. Supports export of reports in standard form
A software profile hr professional to support export reports automatically according to many different formats such as PDF, Excel or Word, especially the form prescribed by the authorities. This helps reduce the pressure when working with social insurance, tax, audit,... and show the professionalism in providing data.
3.6. The ability to integrate with the system other hr
Management software, personnel records should not be single operation. When integrated with time and attendance system, payroll, performance management or training, the entire data will be linked, forming an ecosystem hr sync.
For example, when an employee is promoted, this information will be updated not only in profile, but also affect the salary, job responsibilities, and the number of reviews KPI,... all be adjusted on the same platform.
The selection of software personnel records should not just stop at the feature list. More important is each feature that has solved the problem of the business or not. A system for managing personnel records modern to business support manager, employee data correctly, safely, effectively, synchronization, thereby creating the premise for the development of human resources and sustainable. This is the core value that any business should also be directed to when investing in digitizing records personnel.
4. How to choose the system records management staff suitable for your business?
The diversity of the market, many businesses, especially, the unit, medium, and small are often confused when confronted with too many options. To find the solution really fit, enterprises need to assess on the basis of practical needs, the ability to deploy and long-term value.
4.1. Clearly define the needs in
First, enterprises should set out the questions such as:
- Total number of employees, current and projected expansion in how long?
- Personnel records are stored in what form?
- There is need to integrate with the system, timekeeping, payroll or reviews?
Answering these questions will help the business to clearly define the scale level of complexity of management systems, personnel records that I need.
For example, if the business is operating in many branches, using a software management personnel have the ability to access online support store employee records, electronic focus, high security will be mandatory conditions.
4.2. Choose software easy to use, high security and good support
A good system is not only powerful in terms of features but also must be user friendly. Simple interface, easy to manipulate, will help the hr department approaches used more efficiently, reduce the time for initial training. In addition, software must ensure security standards, especially the mechanisms of access, data backup, track history, edit profile.
Business should also prioritize the supplier has a policy technical support clear, from the installation, commissioning to maintenance. A system though good to now, but not have the support team quickly take heart, it will also cause difficulties in the process of practical use.
4.3. Priority software localization, understand the legal peculiarities hr Vietnam
Many offshore software can be strong on technology, but not always meet the particular requirements in Vietnam, especially the provisions of labor law, social insurance – personal income tax. So, the software personnel records developed by the technology companies in the country as SureHCS, MISA or FastHR often be appreciated thanks to the ability to update the form, language, register number and the certificate from the standard regulations.
4.4. The question businesses should set out before deciding
- The software has support record store employees comprehensive electronic't?
- Can customize the form record, according to the own needs of the business?
- There is support number or electronic authentication for other types of documents such as contract labor, the decision to appoint?
- Software can integrate with hr systems current (if any) are not?
- Supply unit can support, data conversion, training use?
Choosing the right software to manage employee information not only help businesses save time cost, but also build a system of personnel management, modern, transparent, more effective in the long term.
6. 5 software records management staff in accordance with business in Vietnam
Here are suggestions 5 software records management personnel in accordance with Vietnamese enterprises were selected from practical needs of organizations are looking for solutions to store, manage employee information in a scientific way, secure and flexible:
|
Software name |
Features profile management personnel highlights | Price details | Scale business suit |
| LV SureHCS | – Store employee records, electronic full: contracts, diplomas, work processes
– Automatic alerts about the time limit profile – Integrated approval process, assign security permissions |
– Standard package: According to the number of personnel or departments
– Extended package: Option module (salary and KPI, training...) – Package custom: On-premise demand |
Medium and large business; need to integrate in-depth |
| AMIS Personnel | – Manage your personal records, contracts, historical works
– Auto-recorded change information – Synchronized with the timekeeper – wage – insurance |
– Free package: Maximum ~10 hr
– Standard package: by number of employees – Enhanced package/business: Yes customizable reports and its own form |
Small business to medium |
| Fast HRM Online | – Manage personal profile and administrative
– Contact information data with payroll – tax – insurance – Approved, record the process of digitizing |
– Standard package: records Management and associated financial
– Expansion packs: Added reporting, analysis, personnel – Package custom: On-premise integration, ERP |
Medium business; need to mount hr – finance |
| Bravo HRM | – Modeling personnel records, multi-tier under departments – ministry
– Automatically alert profile is about to expire – Design forms and reports according to specific industry |
– Standard package industry: Dedicated to manufacturing, construction, logistics
– Package ERP overall: HRM integrated accounting, inventory, sales... – Customized package depth |
Big business, industry peculiarities |
| Base HRM+ | – Digitize the entire staff profiles
– Customize form according to the location – room board – Seamless integration with ecosystem Base (recruitment, productivity...) |
– Basic package: storage profile and fundamental rights
– Advanced: Integrated timekeeping, performance – Package business: According to the demand deployment own |
Young business, startup, company, technology |
Hint options according to actual needs:
- Focusing on standardizing management profile and integrated processes operating depth? Select LV SureHCS or Bravo HRM.
- Small business or just deploy personnel number? Start with AMIS Personnel or Base HRM+ to get acquainted.
- Business need to link the records personnel with accounting, insurance and salary? Fast HRM Online is effective options.
6.1. LV SureHCS – software solutions, records management, personnel intensive for business English
LV SureHCS is the product of the joint STOCK company Information Lac, Vietnamese, was developed exclusively for the Vietnamese market. With the powerful is a system of personnel management has modular structure, this software helps enterprise deployment flexibility from simple to complex, suitable for each stage of development organizations. In particular, the management of personnel records is rated as one of the strongest function of the system.
Feature highlights
- Store employee records in electronic form, standard or customized, flexible, including personal information, contract labor, history, work, diplomas, certificates, assets are allocated,...
- Lifecycle management staff (Employee Lifecycle): automatically recorded fluctuations throughout the working process from recruitment to termination of employment.
- Smart search: filter Function search by various criteria such as name, employee code, department, work time help accessing information in just a few seconds.
- Alert reminder automatically: For example, notice the contract about to expire, the record is not enough, need to add text,...
- Decentralized security closely: Each access level will only see the information is allowed, help protect personal data according to the legal regulations.
Has integrated AI technology?
Yes. LV SureHCS has integrated the app WHO's on the subsystem expanded, which highlights AI is the support automatically detects the information in the profile, suggesting the necessary updates or collate information staff with data related industry (attendance, KPI, training...). Features AI is currently being expanded gradually according to the needs each business.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS
LV SureHCS is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.
Feature highlights:
- Candidate Pool AI + AI Resume: automatic dissection CV any format, search for suitable candidates instant, a 70% increase quality, reduce recruitment time significantly
- Timekeeping software – payroll – C&B auto: integrated benefits, overtime, insurance, export report, payslip correct for business scale up to 10,000 employees
- Experience hr – wallet reward – ranking behavior – survey periodically: internal management, honor, mounted staff in real time.
- Assessment and capacity development: KPI/OKR flexibility, feedback 360°, the proposed route train personalization according to the evaluation results
- Internal training & LMS integrated AI: learning anytime, anywhere, content management, multi-modal with personalization from AI
- Dashboard BI + AI Advisor: real-time reports, suggestions leadership decisions based on data resources.
INTEGRATED AI ACCELERATION CONVERTER OF PERSONNEL
Lac Viet has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel
- LV‑AI.Docs: automatic dissection transfer data from documents such as CCCD, windows, SOCIAL insurance, by level of digital records, standardized
- LV‑AI.Resume: analysis of CV auto, construction, candidate profile, find people with the right criteria by prompt intelligent data mining candidate pool efficiency
- LV‑AI.Help: chatbot internal support, answer questions HR 24/7 access form process quick contextual user
TYPICAL CUSTOMERS ARE DEPLOYING LV SUREHCS
- Coca-Cola Vietnam: System deployment LV SureHCS to digitize comprehensive human resource management group has standardized the data, the optimal operating HR according to international model.
- Textile company Success (TCM): Application LV SureHCS to manage hr, payroll, benefits, timekeeping and capacity profile for nearly 5,000 employees across 5 areas of activity – from textiles and fashion to real estate.
- Total company air Port, Vietnam (ACV): Choose to trust LV SureHCS to operate the system large-scale personnel with over 10,000 employees, 24 subdivisions, solved the problem of complex business of modeling state-owned companies.
SIGN UP TO RECEIVE DEMO NOW
BUSINESS IS WHAT WHEN DEPLOYING SOFTWARE LAC VIET SUREHCS?
- Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
- Highly customizable & flexible connection to suit any scale, industry, easy to connect with ERP, finance, office of chemical
- Save cost & performance enhancement help to lose 40-60% of the cost of operating personnel, retain talent, improve the work efficiency
CONTACT INFORMATION:
- Hotline: 0901 555 063
- Email: [email protected] | Website: https://www.surehcs.com/
- Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY
Score limit
- Interface has not really modern, in comparison with software products abroad.
- Configuration requirements initial deployment (especially with on-premise) can be high with business not yet have the infrastructure IT in full.
- AI feature needs to be enabled separately by request, not available in the standard version.
The package price
- Standard packages: for medium business including management, personnel records, basic, there is no integration of other modules.
- Expansion pack following modules: Businesses can choose to add modules such as payroll, capacity assessment, KPI, onboarding,...
- Package custom implementation (on-premise): Consulting – design – deploy separately according to particular management process of the business.
6.2. AMIS Personnel – management System, personnel records on platform cloud
AMIS Personnel is software ecosystem management business of MISA, one of the unit provides software oldest in Vietnam. The product is designed with orientation simplify operation for users, the optimal process, store, update – access personnel records electronically, especially suitable for small and medium business.
Feature highlights
- Manage full hr information: From personal data, labor records, work processes to the decision on the appointment, transfer, reward...
- Store employee records, electronically on cloud platform helps to access anytime, anywhere, reducing the risk of data loss physics.
- Automatically updates historic information change: When can adjust about departments, titles, or the contract term, the system automatically recorded hosted stain to change.
- Quick report: to report aggregated by month/quarter/year; filter staffing, according to many indicators analysis service personnel intensive.
- Seamless integration with other modules like attendance, payroll, insurance helps to reduce operation repeats and flaws.
Has integrated AI technology?
Has integrated AI explicitly in the profile managers. However, MISA is planning to expand the application AI on the analysis report, auto hints, expected to gradually deployed in the near future.
Score limit
- No hint feature as smart as record checks, teen, alerts unusual from data.
- Interface cloud sometimes lag when the network is weak, especially with business in the region less stable in transmission line.
- Some advanced features are limited in the free pack, or basic.
The package price
- Free pack: basic Management maximum of about 10 personnel suitable to test or business super small.
- Standard package (by number of personnel): include management functions, record, archive, search, reports.
- Advanced package: Integration of additional modules, timekeeping, and payroll, reviews, support customized forms as required.
- Package of business: implementation according to specific needs, can customize the depth and integrated with the current system.
6.3. Fast HRM Online – software, information management staff closely connected with the accounting system
Fast HRM Online is a part in the ecosystem of software companies, FAST – unit famous in the field of software financial accounting. This software is designed to serve the business needs of hr management at the same time with business, finance, especially wage – insurance – tax. Strengths of Fast HRM Online lies in the possibility to link data between personnel records and the analysis of finance and accounting helps to reduce errors, saving time for the hr department.
Feature highlights
- Store employee records full electronic system, including personal information, contract labor, history, work, insurance, rewards, discipline...
- Decentralized access detailed help information security personnel strictly according to ISO standards and the law.
- Integrated with the payroll – tax – insurance: Thanks to that, when employee information changes, the related data are automatically updated.
- Process browse profiles of goods: Support the process of creating – browser – hosted employee profile, completely paperless.
Has integrated AI technology?
Current, Fast HRM Online has integrated AI technology into management subsystem profile. However, the software is built with scalability, can integrate the analytics technology in the future.
Score limit
- Interface relatively traditional, can cause initial difficulty for young users accustomed to the modern interface.
- Missing features smart alerts or auto-suggest updates profile as a number of advanced systems.
- A number of advanced features to be deployed only upon request, custom private.
The package price
- Standard package: includes storage of personnel records, contact information data, wage – insurance – tax.
- Expansion packs: get more approval features, analyze hr, connected to the distribution system other ERP of the FAST.
- Custom request: for large businesses, on-premise deployment according to the peculiarities own manager.
6.4. Bravo HRM – management System, personnel records specialist for the manufacturing industry, construction
Bravo HRM is a module in the ERP solution's overall Bravo Software – software company in Vietnam for a long. Our products are designed towards businesses that have large-scale structure of complex peculiarities industry markedly as manufacturing, construction, logistics. Bravo HRM allows construction business management system, personnel records according to the process separately, instead of applying the model shared.
Feature highlights
- Model records management personnel multi-layered, flexible, according to the department, location, type of contracts, work status...
- Store employee records electronic, integrated with the system of internal control: in accordance with the unit has strict rules about security.
- Automatically alert the landmark record as important as the contract term, day training, periodic expired certificate...
- Highly customizable: The user can build a form, flow approval and report according to specific requirements each business.
Has integrated AI technology?
Bravo HRM is not yet integrated AI into management functions, personnel records, but has integration with the tools to analyze data in the entire ERP system helps businesses can harness data effective personnel when needed.
Score limit
- The deployment process usually lasts complicated if the business is no management process clearly.
- The cost of the initial investment is relatively high compared to other SaaS software generally.
- Ask our team of IT administration, internal to operate effectively in the long term.
The package price
- Standard package according to the industry: for production, construction, logistics... with the right features peculiar to the industry.
- Package ERP overall: Bravo HRM is a part of the system, integration with accounting – inventory – sales – production...
- Package deploy: custom Fit large business, deployed according to the model on-premise and private design.
6.5. Base HRM+ – hosting platform employee records electronic, modern, easy to use
Base HRM+ is the product of the Base.vn – platform corporate governance highlights with the philosophy of “easy to use – easy to deploy – easy to expand”. This software is designed to simplify the whole process of information management staff, especially suitable for young business technology company, startup culture, organization, flexibility, high user experience.
Feature highlights
- Personnel records electronically digitized comprehensive, can attach a file, track status updates and access anytime, anywhere.
- Flexible connectivity with other modules in the ecosystem Base as proposed management, attendance, performance reviews, recruitment...
- Personalization profile forms for each department, location, or stage of work of employees.
- Intuitive interface, compatible both desktop/mobile help HR managers and staff members to easily interact.
Has integrated AI technology?
Current Base HRM+ no AI feature markedly in records management, however, the platform has integrated chatbot same internal analysis tools basic data to support HR decision making.
Score limit
- The possibility of advanced rights are limited compared to the system specialized for big business.
- Does not fit with the business process complex or custom requests-depth service personnel.
- A number of useful features, located in the premium package, not available in the standard.
The package price
- Basic package: records Management staff, electronic distribution rights, report basic.
- Advanced package: Integrated tools for decision support, performance management and timekeeping.
Package business: advice deploy depending on the management model, reality, deeply integrated with the current system.
In the context of business increasingly paid attention to operating efficiency and professionalism in personnel management, deployment, management software, personnel records no longer option is experimental, which solution is essential. If your business is facing difficulties in the management of hr data, this is the ideal time to learn to invest in management systems, personnel records modern, flexible fit with the scale of operations. Be proactive begin your journey to digitize records personnel today to create a solid foundation for the long-term development.
