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Easily Manage and Archive Personnel Documents
 While controlling and archiving countless records, the Human Resources (HR) department plays a vital role in managing the most precious company assets—people. HR directors depend on effective document management to successfully oversee employee services.
The Human Resources Department
In enterprises large and small, companies are turning to what analysts at META Group call "e-HR" (electronic human resources) as a way to dig their way out of the inefficiencies of paper-based filing systems. "HR departments have been the target of widespread downsizing, resulting in a 'do more with less' environment," said Andrew Warzecha, senior program director for the Electronic Business Strategies Group at META. As a result, he said, HR departments have turned to one of two solutions - outsourcing or increased automation. -Infonomics Magazine, “E-Human Resources”
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The HR department is one of the most document-intensive divisions within a company. From the moment a position is open until well after an employee has left the company, detailed information must be documented, archived and accessible. Applications, resumes, offer letters, I-9 and W-2 forms, insurance forms, evaluations,
and payroll records are just the beginning. Federal and state laws require HR departments to archive and access these personnel records for years. As a result, the HR team needs an easy-to-use Enterprise Content Management (ECM) system and automated document processing that enables them to:
- Manage information electronically for improved efficiency and productivity.
- Keep detailed records while reducing document management costs
- Enable information accessibility while maintaining security, privacy and compliance with regulations, such
as HIPAA, the Fair Labor Standards Act, the Family Medical Leave Act, the Civil Rights Act, and more.
Electronic Records Improve Efficiency
HR directors are always looking for ways to effectively manage growing amounts of information, simplify regulatory compliance and respond to the economic pressure of reducing costs. Digitech Systems can help them do all three. ECM technology enables companies to quickly convert paper records to electronic documents and easily manage information and processes using less time and money.
- Convert paper documents to electronic files with ease—PaperVision® Capture delivers an
unprecedented level of power and efficiency to information capture processes.
- Manage all personnel documents and even email messages in a single, searchable system that
provides FREE email management and records retention.
- Streamline procedures by automating document routing using PaperVision® Enterprise WorkFlow.
- Easily integrate your ECM system with virtually any line-of-business application for extended
information access and collaboration.
Generating more than 2,500 finance and HR documents each month, the Adams County School District uses ImageSilo to gain one day of productivity per employee per week and free office space for three additional employees. “We have saved space without burdening our IT staff. If other districts really knew how much they’d save, they would do it; the system more than pays for itself.”
- Sandra McClure, Director of Finance,
Adams County School District 50 |
Outsourced ECM Services Reduce Costs
Storing paper documents and managing information across multiple systems can be costly and time consuming. Today’s HR teams minimize inefficiencies by employing technology and outsourced services for direct savings benefits. ImageSilo®, the Software as a Service (SaaS) ECM, makes sophisticated technology an outsourced service, so it conserves your IT resources and provides a lower total cost of ownership.
- Give HR teams protected online access to information and make it possible for employees to securely
view documents via the internet.
- Implement a comprehensive ECM service without costly capital investments in hardware or software.
- Save IT departments from managing increasing amounts of data storage with an ultra-secure data center
that is managed for you.
- Get up and running quickly with minimal impact to employee services—SaaS ECM enables rapid
implementation and provides quick time to value.
Key Features
- Electronic information
management improves
productivity.
- As an outsourced service,
SaaS ECM requires no costly
capital investment or IT
resources.
- Workflow capabilities
streamline processes by
automating document routing.
- Multiple levels of security
protect employee information
and enhance compliance.
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ECM Enables Accessibility while Maintaining Security
Whether paper or electronic, personnel records must be archived and protected. Fair labor laws, healthcare regulations and civil rights acts, as well as state laws require records retention for a variety of time periods and insist upon employee privacy. Additionally, executives want records managers to access information quickly for proactive decision making. ImageSilo and PaperVision® Enterprise, the on-premise ECM system, allow companies to safeguard electronic documents while allowing secure accessibility.
- Sophisticated security settings customize employee access on an individual
basis and manage their ability to read, edit or share records.
- Redaction hides sensitive information within personnel files, making them
protected but available for use.
- Disclosure tracking creates a detailed log of who received information, when
and why.
- Intelligent search capabilities find employee records in seconds and reduce
retrieval times.
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