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Heliocor, 20 Birchin Lane, London, EC3V 9DU +44 (0) 203 006 6405
GDPR COMPLIANT STAFF ON-BOARDING.
On-boarding employees and contractors is many times riskier than on boarding customers. Over 80% of financial crime is committed by employees therefore it is worth making sure that you have followed a consistent but stringent process.

As a result, the amount of validated information gathered needs to be significantly greater and if this can be validated externally you can be more certain that the candidate is who they say they are. Dokstor KYE automates and simplifies the process of gathering this data and enables you to increase the quality and quantity as a candidate passes through the process.
WHAT IS DOKSTOR
It accelerates and simplifies on-boarding of Employees and Contractors.  Enabeling you to remain compliant with GDPR whilst taking all necessary steps to meet right to work and ensure the individuals data is accurate.
Dokstor’s removes the administration overhead of collecting document, harvesting data from them storing them in a secure but findable source. Instead it moves the process to one that is self-administered by the client, saving time for all concerned. Effectively the Employees and contractors on-board themselves, and internal team move from a labour, intensive to an exception-based approach.

Documents are captured, machine read and tagged with their own meta data (information about the owner of the document) is shared with the secure Document repository in your onsite installation of Robolitics™.  As a result, much of the administrative overhead is removed whilst errors are also reduced.  As a result, significant cost is striped from the process, for both the on-boarding team and the sales teams. 
As candidates progress through the on-boarding process they are quickly and easily able to share additional documents, until finally on-boarded.  If a recruitment process comes to an end you are able to quickly delete them thus ensuring you remain on the right side of GDPR  
PRE ON-BOARDING RIGHT TO WORK CHECK.
The responsibility to manage a employees or candidates document correctly s obligation under GDPR.
Many regulations are contradictory when it comes to the detail of how they work. GDPR and the right to work checks are one example of this. Under GDPR the candidate has the right to be in charge of their data and the right to be forgotten. Whereas under right to work it’s important that the employer validates that the candidate does have the right to work and it makes sense to do this check before proceeding into interviews.

However, for many candidates there is a significant concern as to what happens to their documents if they do not proceed with the employment process. And for the employer there are the risks and costs if they do not make an offer and the data on the candidate then gets misused.

Dokstor fixes this problem. Candidates can share document, but they remain in control of these with the ability to un-share these should they with draw or be unsuccessful. Equally if the employer rejects the candidate simply by rejecting the candidate the links are broken.

ALL DOCUMENTS IN ONE PLACE

It simplifies and automates the process of on-boarding customers and clients by automating the capture, validating, and storage of ID documents. Dokstor also automates the process of identifying when documents are out of date and request of replacement document in line with the institutions policies on re-KYCing of customers. 
Doc Repository
It stores the candiadates confidential documents securely and encrypted so you never need to go searching for them again.
Alerts and reminders
It will reminder candidates to sharedata and documents and request additional ones as they progress through the interview process.
GDPR compliant
It makes it easy share and send documents to financial institutions when they need to be used for KYC and On-boarding, whilst keeping all this data in a GDPR compliant manner.
Fast Onboarding
Easy and simple for employees to manage and send all the documentation when hired
DOKSTOR MOBILE
A mobile app for capturing information and document for on-boarding clients. As a result, Dokstor moves a resource intense process into a more enjoyable one that is client self-administered.
DOCUMENTS AND DATA HELD ON DOKSTOR
Dokstor is a sophisticated digital identity solution. Users are able to add a variety of document and share these according to an agreement between the company and the candidate. Over time we will increase the validation of data making Dokstor an increasingly valid set  
Official Document

Passports, ID Cards, Driving License

Personal document

Birth Certificate, Marriage certificate, Bank Statement, Utility Bill, Payslip, Proof of Age, “Right to Remain” Residence, Visas

Qualifications

Degree & School Qualifications, Other Professional Qualifications

Employment document

Pay Slips, Tax Documents, Employment History.

Corporate Information

• Corporate information – Company Registration Number / Certificate, P&L, Balance Sheet, Bank Statement, List of Directors, VAT No, PAYE details.

Dokstor can quickly facilitates the sharing of data between the candidate and Robolitics™ on-boarding module ensuring that the candidate meets the requirements of the role. These links to document are broken if the candidate withdraws or is rejected.

Alternatively, as people progress through the process additional document can be requested until the candidate is on-boarded at which process the data is stored according to the initial or revised agreement on data usage according to GDPR. This process can also be used to validates the data shared.
DOKSTOR DMS
A document management system that managing the sharing of document meta data and documents and manages the process of requesting replacement or updated documents and sharing these with all partners.
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SUMMARY
Manage the on-boarding processes, stores copies of documents locally and manages responsibilities under GDPR.
Dokstor’s on-boarding process re-moves the administration overhead of collecting document, harvesting data from them storing them in a secure but findable source. Instead it moves the process to one that is self-administered by the client, saving time for all concerned. Effectively the Employees and Contractors on-board themselves, and internal team move from a labour, intensive to an exception-based approach. 

Documents are captured, machine read and tagged with their own meta data (information about the owner of the document) and Shared with the secure Document repository in your onsite installation of Robolitics™. As a result, much of the administrative overhead is removed whilst errors are also reduced. As a result, significant cost is striped from the process, for both the on-boarding team and the sales teams.
Benefits
  • Faster on-boarding
  • Faster document gathering
  • More accurate data loading meta data from the document not re-typing data
  • Auto sharing of updated documents reducing the number of re-KYEing events 
  • Ability to use documents data to auto fill application forms.
  • Significant reduction of cost both in the KYEing and on-boarding process.