Move your HR from managing paper towards developing talent
Human Resources is an essential component of your organization. With major responsibilities in recruiting and managing employee relations during their activity and sometimes even years after contract termination, various training and personnel developments programs topped by the burden of corporate and government compliance with legal requirements the pressure is far from light weighted. And, to add more complexity, just imagine that all these processes are driven by highly sensitive personal information contained in a myriad type of documents.
Human Resources are faced with the challenge to maintain complete control of all information and associated business processes while maximizing efficiency and staying compliant with the entire set of company policies. A natural step is to automate as much as possible the business processes and build your HR Digital Office as part of an integrated information governance policy to securely work and distribute the associated documents electronically.
It’s time to empower your HR department to focus on strategic initiatives like sourcing, developing and retaining talent rather than spending time on simply managing paper.
Key Information Governance Challenges Facing HR Managers
What HR Managers Must Do
To ensure that all employee files are up-to-date and accessible by HR department to maximize efficiency and deliver real value you need a solution that can be easily addopted company wide and will simplify the work for your colleagues, improve employee engagement and empower collaboration & information sharing. This should be a complete solution to capture all human resource documents (paper and electronic), securely archive them in a central repository and make them easy to retrieve by authorized members of staff. Deploying this solution will gain you a unified view of your employees and a complete electronic file to increase your productivity, reduce costs and comply with legal requirements.
3 main components that will make your life easier:
HR documents and forms capture
Search for a professional data and document capture application that will enable you to get information from paper, quickly and accurately, index, clasify, and digitally sign your converted or computer generated documents (e-mails, PDF and MS Office documents, images etc.) and export them to compliance archives for record keeping.
Document Routing and Approval
Ask yourself how you can automate HR documents routing and approval such as employee purchases or leave request. Using predifined or customizable workflows with full audit train availble to track all tasks perform by an invidividul user on any document a Digital Mailroom, Electronic Registry and Correspondence Management will transform your mailroom from a cost center and a continuously source of bottlenecks into a strategic asset, generating real value for your company. Using advanced functionalities for registration, scanning, data extraction and automatic document routing, this solution will enables identification and extraction of valuable content from business correspondence received either on paper or electronic format and facilitates the distribution to the right individuals and business workflows.
Unified Information Governance, Archiving and Records Management
This will enable all physical and digital documents relating to an employee to be captured and stored together with related metadata in a single, consolidated repository – this includes paper documents and also emails. These documents may be required during HR or legal proceedings. Your organization will be able to preserve and unleash the value of all information assets while gaining access to a secured compliant environment. You should take into consideration the way this solution is built (does it uses open standards like CMIS or has built in APIs) and how is able to integrate easily with HR applications for a complete view and collaboration over the employee file in a quick, simple and secure way.