Page 4 - KZN Business Sense Nkosenhle Hlophe eBook 9.5

PAYROLL SOFTWARE DIGITISATION

Johan van Deventer, documents where these have been data and are fully aware of their etc. if authorised users are not in Both departments require
KZN Regional ‘scanned in’. responsibilities concerning data attendance. the specified information to be
Manager, LabourNet security (e.g., where appropriate ■ Ensure that only authorised retained for the last four years
This type of storage forms part of
an information technology system they should know who are the users have access to personal of entry (i.e., five full tax year). It
here and involves the scanning of paper authorised staff). information. This can be a should be remembered, however
are two documents and converting them to Information must be recorded problem where employees in that this is only the minimum
Tmethods digital images that are then stored accurately, stored securely, in the same office ask for personal retention period, and the S.A.
in which one on a CD/DVD. line with system requirements. information – BE CONSISTENT Revenue Service has powers to go
can do monthly The stored information must be – if the person is not authorised, back with no limitation under the
payroll: Scanning can be conducted maintained in accordance with say NO! Income Tax Act number 58 of 1962
manually, or through photocopiers, organisational policies and legal (as Amended) in serious cases such
automatically. multifunction printers, document requirements. A review of the records as suspected malpractice or fraud.
scanners, and computers output capture system ensures
Manually – microfilm. Document imaging The following are security External agency data
is having to preserves documents and improves that system quality records requirements
manually calculate your payroll fundamental to any computerised are in accordance with the
overall office efficiency. system: organisation’s record keeping ■ Trade unions – not only the
Automatically – is having a Large organisations with a ■ Security measures MUST procedures or industry best contributions may be held, but
system calculate the payroll constant flow of paper documents include measures which prevent practices, organisational also any membership number
Courts – details of court orders
There are always advantages at several different locations can unauthorised access to or quality control procedures, and ■ are held
and disadvantages to using any transfer all these documents into alteration/destruction of, customer service satisfaction. ■ Local authorities – details of
method, in this article I am going electronic form by scanning and hardware and software, The statutory requirements levies are held
to comment on having a software simultaneously indexing the paper including provisions to avoid to store and retain payroll data ■ Banks – an employer may
system to assist with the payroll. documents. accidental loss or destruction. include:
This should, of course be covered operate a saving scheme, but
As the information will come Advantages of document by secure contingency/back-up ■ Data stored for the employer only send details to the bank
from varying departments/ imaging technology: procedures. (Assist in audits) periodically
employees, it is essential that you ■ Move towards a “paperless office” ■ Strict controls on personnel ■ Data stored for the employee ■ Charities
consult with all the departments ■ Eliminates storage space having access to computer (Queries) ■ Medical Aid schemes –
involved to inform them what your ■ Increases efficiency equipment and systems some employers take over the
requirements are regarding the ■ Submission via various e.g., authorisation controlled/ ■ Data stored for other external administration of a scheme
information required. The methods departments approved by the computer/ agencies (SARS, UIF/ Manpower) and so enable their employees to
used to collate information must be ■ Electronic backups payroll manager and continually In all the above we shall benefit from preferential rates.
effective, efficient, and consistent monitored regarding reliability consider the reasons for storage ■ External Pension Fund
with organisational values, policies, Disadvantages of document and performance in exercising and the likely duration of Managers including AVC
and legal requirements. imaging technology: security measures. retention. Records of long- schemes other than Employer
■ Set up is expensive Occupational Pension Scheme.
Resources must be developed and ■ Viruses can corrupt files ■ Full documentation of all term value are identified ■ Insurance schemes
utilised efficiently and effectively ■ Theft hardware and software at creation stage and are administered on behalf of
for the retrieval of information on ■ Incorrect filing and naming of procedures. We all know how maintained according to long- employees. 
demand. documents many specialist staff carry term preservation and retrieval
In recent years, new forms of Access to stored information critical knowledge in their requirements. The two principal T: +27 (0)31 266 6570
heads. Ensure that there is
storage have emerged in the form documentation and if necessary, government departments with C: +27 (0)82 786 7480
of document management (DM) Access to stored information insist on regular staff rotation the statutory authority to require E: johanvd@labournet.com
and Document Image Processing must be controlled in accordance to avoid being exposed to the all employers to retain specific W: www.labournet.com
(DIP). The advantage of these with organisational policies. “specialist staff leaving” problem. payroll data for specified lengths
systems is that computerised It is necessary to make certain ■ Basic measures covering all of time are:
payroll data can be transferred that all authorised staff know payroll departments ■ Revenue Service
into a DIP system and be cross- how data is stored and the (computerised or manual): ■ Department of Labour
referenced to images of the prime (Manpower)
procedures for the disposal of Lock doors, cupboards, files,

BECOME A KZN FUTURE50 BUSINESS

ast Coast Radio (ECR) has business community, so this more customers, a funder, a key
partnered with business comes at no cost (yes, really) to supplier, a specialist employee,
E growth specialist Pavlo the business featured. access to information, or a
Phitidis on a campaign to highlight listing with a retailer, Pavlo will
the vital importance that established ■ Exposure to ECR’s extract it from the listeners and
businesses hold for KwaZulu-Natal’s 1,3 million listeners at bring it home to you.
growth and prosperity. 8.10 am, Tuesday morning
peak traffic radio. Companies that have
Pavlo, together with Aurik’s co- ■ Exposure on their website been featured include Serco
founder, has started, built, and sold (600 000+ unique users) & Industries, Airshot, FutureLife,
12 businesses in nine years and he Facebook (470k followers) Joekels Tea Packers, Stealth
continues to drive Aurik’s growth as Kayaks, Ordev and Blinds
CEO. Aurik works with established ■ Get the people of KZN Syndicate, amongst others. 
business owners to accelerate focused on what your
revenue growth and build value. business needs to get to its This opportunity is open to any
next level.
Called The KZN Future50, the KZN business to apply, the ECR team
weekly radio feature takes the ■ Be one of only fifty KZN will choose who gets featured. To listen
to some featured companies and to apply
shape of a conversation between business to watch. visit: www.ecr.co.za/KZN-Future-50
Pavlo and hosts Darren Maule The conversation will be about
and Sky Tshabalala featuring your business, what it does, why
the KwaZulu-Natal business of that matters and a call out to
the week. the audience to get behind your
success and growth.
Why become a KZN
Future50 business? If your next level growth
The intention is to support the opportunity is, amongst others,

4