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Document Management Eliminates One of the Most Time-Consuming Parts of HR: The Paperwork
August 05, 2011
What’s the alternative to the time you spend filling out, filing and
retrieving paper forms and keying information into your HRM software?
Boosting efficiency, reducing errors, cutting costs and eliminating lost
information with a document management system that includes e-forms,
document scanning and workflow automation. Result: You can collect,
organize, store and share information easily and securely, in a fraction
of the time spent managing paper forms and files. Multiple manual steps
can become one automatic process, saving time and money every day.
Collect Information on E-forms
Studies show that more than 80% of business data is collected on forms.
Instead of using paper forms that must be manually routed for
processing, manually keyed into your HRM system, manually filed and
manually retrieved, e-forms capture information and can become the
foundation of a workflow system that includes automated routing, action,
tracking and storage. A single e-form can replace multiple paper forms,
and can be used for job applications, personnel review forms, benefit
forms, vacation request forms, time sheets, time cards and other
documents. Information on those forms can easily integrate into human
resources software, databases or even legacy systems and payroll, and
upon completion, they can be securely stored and accessed in a document
management system.
Scan What You Have
What about existing information? The documents in file cabinets can be
scanned and stored for immediate computer access and integrated with
your human resource and financial management systems. By converting
paper documents into electronic files, a document management system can
manage all information, ensuring document security, regulatory
compliance and one go-to location for all of your HR documents, whether
they started as paper or electronic files.
Access Information Securely from Anywhere
One of the great benefits of a document management system is
accessibility: forms and files can be protected using state-of-the-art
security measures, yet available to authorized personnel in both
corporate and remote locations. In addition, other departments can
access necessary information quickly and easily, without taking any time
from the HR staff, and the information can be stored for as long as
necessary. User rights can be controlled through a central interface, so
only those authorized to view or change specific documents can do so.
This ensures compliance with HIPAA and other regulations. When documents
are changed or notated, every version can be automatically retained and
easily retrieved, so auditors or examiners can view the history and
versions of any document.
Know Where the Information Goes
A well-designed document management system can also provide an audit
trail of all document access and use. Proving compliance or tracking
changes is as simple as clicking a mouse. Auditors, regulators and other
third-party reviewers can instantly see who has “touched” any document,
when they accessed a document, and what changes they made to the
document, if any.
Lower Costs, Improved Efficiency, Faster Turnarounds
By scanning documents, creating e-forms, automating workflows, and
establishing a strong, central document management repository, HR
departments can reap huge benefits every day: lower costs, more
efficiency, less need for storage, fewer errors, no rekeying or
duplication of information and easier access. The bottom line: increased
profitability and employee morale.
Mitch Taube
