Library
Library — Knowledge and Documents Center Within System
Library is a dedicated space within system that enables management and employees to access guides, policies, training materials, and administrative files in an organized and quick manner.
Library is the basic reference for everything employee needs from documents without needing to refer to management or search in WhatsApp and email.
Regular use of library saves time and effort in searching for documents.
Importance of Library in Human Resources System
1. Unify Information in One Place
All company official files related to human resources, training, policies, guidelines… are saved in one center.
2. Facilitate Employee Access
Without referring to management—employee can download any file they need immediately.
3. Support Training and Development
Upload employee training files, videos, booklets, instructional guides.
4. Facilitate Compliance
Provides attendance policy, leave policy, salary policy, internal regulations… in a way that ensures all employees comply with them.
5. Archive Files
Every uploaded file becomes saved and available for reference at any time.
6. Reduce Time and Effort
Instead of sending documents to each employee separately, all files are available for viewing and downloading.
Library provides unified center for all documents facilitating access and organization.
Library Page Components
1. Upload File Button
Through it, management can upload any type of files:
(PDF – Word – Images – Videos – Excel…)
2. Search Bar
Allows searching within all library files by file name or content.
3. File Classification by Type
System contains 3 main classifications:
| Classification | Usage |
|---|---|
| Guides | Work booklets, system guide, new employee guide |
| Policies | Attendance policy, leaves, salaries, dress code, work behavior |
| Training | Educational videos, training booklets, skill development materials |
Users can easily switch between classifications.
4. Files List
Within each classification, uploaded files appear.
For Each File Following Information Appears:
- File Name: Main title
- Brief Description: Content summary
- Upload Date: When it was uploaded
- File Size: File size
5. File Options (View – Download – Delete)
For each file 3 operations:
- ✔ View: Open file directly within system without downloading
- ✔ Download: Download file to user device
- ✔ Delete: Appears only for users with permission (delete files from library)
Using classifications helps quickly find required files.
Steps to Use Library
First: Upload New File
- Click Upload File Button: Open upload window
- Select Appropriate Classification: (Guides – Policies – Training)
- Select File from Device: Choose file
- Add Title and Brief Description: File information
- Click Save: Save file
→ File will appear immediately within selected classification.
Second: Search for File
Write part of file name in search box → Results appear immediately.
Third: View File
Click View → Opens within system in new window.
Fourth: Download File
Click Download → Starts downloading to your device.
Fifth: Delete File (Managers Only)
Click Delete → File is removed from library.
Deleting files must be done carefully ensuring file is not needed.
Permissions Related to Library
Can control who can:
- Upload Files: Add new files
- Modify Files: Update existing files
- Delete Files: Remove files
- View Files Only: Read only
This helps companies determine who can manage content.
Controlling permissions ensures organized file management and protection.
Library Relationship with Other System Parts
| Management | Relationship |
|---|---|
| Training and Development | Upload employee training materials |
| Administrative Settings | Upload policies and regulations |
| Hiring | Download files such as employee guide and onboarding information |
| Employees | Access files they need in their work |
Linking library to different sections ensures easy access to required documents.
Supported File Types
1. Documents
- PDF: PDF files
- Word: Word documents
- Excel: Excel spreadsheets
2. Media
- Images: PNG, JPG, GIF
- Videos: MP4, AVI
- Audio: MP3, WAV
3. Archives
- ZIP: Compressed files
- RAR: Compressed files
Supporting different file types ensures flexibility in uploading content.
Library Usage Examples
Example 1: Upload New Employee Guide
Classification: Guides
File: New Employee Guide.pdf
Description: "Comprehensive guide for new employees including company and policy information"
Example 2: Upload Attendance Policy
Classification: Policies
File: Attendance and Check-out Policy.pdf
Description: "Official attendance and check-out policy for company"
Example 3: Upload Training Video
Classification: Training
File: System Usage Course.mp4
Description: "Educational video on how to use system"
These examples show how to use library in different situations.
Integration with Other Systems
Library system integrates with:
1. Training System
Linking training materials to library.
2. Hiring System
Upload onboarding files.
3. Settings System
Upload policies and regulations.
4. Permissions System
Control file access.
5. Reports System
Create reports on library usage.
Integration with other systems ensures easy access and file organization.
Best Practices
1. Organize Files
Use classifications correctly to organize files.
2. Clear Description
Add clear description for each file.
3. Periodic Updates
Update files regularly.
4. Review Permissions
Review permissions regularly.
5. Archive Old Files
Save old files in separate archive.
Applying best practices ensures good organization and ease of access.
Comprehensive Summary
Library = Central platform for all company documents. Saves time, reduces errors, and organizes file access professionally. Through library, employees can access all documents they need in their work, saving time and effort and ensuring compliance with policies and regulations.