Question

Photo of Brandon Gamache

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HR items in Rock

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We are considering moving more of our HR items into Rock. Currently, we just have the generic policy manuals and blank forms on the Employee Resources and Documents page of Rock's Intranet. Essentially, we would like to add completed and scanned employee documents on their person record. Since some of these items could be sensitive we will for sure restrict access and permissions on the File Type and Attributes. I am reaching out to see if any other churches are doing this, what additional security measures you have in place (within Rock and on the servers, or servers if Rock file storage is in AWS or Azure), and any other suggestions you recommend?


If you don't use Rock to store HR employee files, what digital services do you use?


Thanks!

  • Photo of Jeremy Hoff

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    Hey Brandon,

    We use Rock for HR data, and our payroll system for payroll data.  I'm sure we could organize the HR data a little better, but it's been functional as a tall list of Person Attributes grouped under Extended Attributes. I too would like to hear what other churches are doing.

    Whether you store Files in your RockRMS database or in one of the Storage Providers depends on who has the keys to the kingdom... perhaps the Providers would add another security layer versus storing inside your RockRMS database?

    In our case, we limit who can see payroll as well as HR data as much as possible. For payroll it's about salaries and for HR it's about confidential info and social security numbers.

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  • Photo of David Gonzalez

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    Jeremy,  are you guys hiding data like staff addresses, home phone numbers, birth year from other staff?  Our HR manager is wanting to move in that direction or not keep staff profiles in the rock.  I'm not sure either of these or good solutions so I'm trying to figure out some better options.

  • Photo of Jeremy Hoff

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    Hi David - 

    are you guys hiding data like staff addresses, home phone numbers, birth year from other staff?

    Not "hiding" per se. There are a couple staff members who appear to live at the church address and/or are more than 100 years old. The vast majority of staff info lives next to all the other congregational info, and the only HR data we keep out is related to salary/compensation. Census data etc. is in Rock.

  • Photo of Brianne Shaw

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    Hi Jeremy, is this running the attributes off of a workflow. How is your HR entering this information?


  • Photo of Jeremy Hoff

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    Hi Jeremy, is this running the attributes off of a workflow. How is your HR entering this information?

    Hi Brianne - They're entered as-needed using the Extended Attributes screen, or via the "Bookmarked Attributes" from the "Person Profile" page.... nothing fancy to report. :-)

  • Photo of Brandon Gamache

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    We have also placed our HR items as person attributes. We created a separate tab/page and locked it down to HR staff and Rock Admins (along with locking down the individual attributes so they can't be incorrectly accessed in reports by others).

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