Paper-based employee files, HR forms and legal documents are inefficient and costly in a process-intensive department like HR. That inherent inefficiency coupled with stringent compliance guidelines for the storage and handling of employee records requires cost effective ways for HR executives to securely store and easily access documents in a compliant manner.
Document Scanning – The First Step
Document scanning is the first step in efficiently managing paper based employee records, benefits administration files, contracts, tax forms and other HR related documents. By converting paper documents into electronic files, all information can be securely stored, easily retrieved and shared from any computer. Scanned documents can kickoff an automated workflow for streamlined processing and securely stored in a document management system that is integrated with your HRM system. Document scanning results in improved efficiency and reduced costs. Personnel files and related documents of current and terminated employees are quickly and easily accessible throughout an organization and space costs are reduced as rows of file cabinets and stacks of boxes are eliminated.
E-Forms – Improve Efficiency
Characteristic of most HR departments, staff spends a majority of its time processing, tracking, and handling countless forms and supporting documentation. Digiscribe's e-forms services eliminate the need for paper, streamline key business processes and significantly improve efficiency. Digiscribe can quickly and easily transition you from inefficient paper forms to E-forms with a clear and very quick ROI. E-Forms software quickly captures, verifies and moves data automatically into your HRM system, eliminating the need for duplication of information and manual data entry. Changes in employee information, benefit changes and vacation requests, can be implemented by staff or the employee quickly and easily and automatically integrated with your HRM system. There is no need for HR staff to manage paperwork, allowing for great efficiencies within the department.
Automated Workflow – Streamline and Save
Automated workflow routes electronic documents and information automatically throughout your organization to be acted upon until the completion of a particular task, such as approval of a vacation request or documentation of an employee review. Workflow automation results in streamlined processes saving time, dramatically increasing productivity and guaranteeing accountability. Documents are easily entered into your workflow management software via scanning, importing or by creating an e-form that kicks off an automated routing, approval and tracking process, eliminating the manual review process. Recruitment and placement documents, performance evaluations and time off requests are just some examples of document-based tasks requiring input and approval that can be automated for increased efficiency. Not surprisingly, document management software and workflow automation go hand in hand to increase operational efficiency, reduce processing costs, provide accountability and accelerate approval.
Document Management – Access Any Document, Any Where, Any Time
Digiscribe’s document management services provide a secure and instantly accessible repository for all HR related documents. Imagine being able to store, retrieve, distribute, track and manage all of your documents - personnel files, medical records, legal documents - from one central location, easily and quickly. Digiscribe's document management software allows managers immediate and easy access to employee files via one repository, versus having to search through several systems and file cabinets. With our secure web-based document management software, HR files can be accessed from any computer, enabling remote office access, remote audits and productive telecommuting policies. Through user privileges and security settings, HR managers can determine who has access to which documents and when, ensuring document confidentiality. Tracking functionality provides a history of every document touch detailing who accessed which document and what actions was taken, such as emailing, notating etc. Stronger adherence to compliance guidelines is ensured with these built-in features.
The A-ha Moment
By integrating seamlessly with your HRM system, our electronic document management software provides enhanced functionality to your business applications. You can be working in Oracle® PeopleSoft, for example, and immediately access a corresponding document with a single keystroke, never leaving the PeopleSoft interface.
HR – A Pivotal Role
Human Resources plays a vital role in the healthy functioning of an organization. Robust document management solutions meet the needs of today’s HR departments by improving efficiencies, ensuring regulatory compliance and reducing costs.
