| Is your Human Resources department drowning in | | | | control over every document that is converted to a |
| paper? Human Resource departments are notorious | | | | digital format. You can give admin rights to certain |
| for tremendous amounts of paper due to the primary | | | | people in your company allowing them access to only |
| processes they maintain such as Recruiting | | | | certain level files, and give the managers increased |
| documents, Hiring and Job Applications, Employee | | | | access. And when an employee changes positions |
| Reviews / Writeups, I9 Forms, and Benefit | | | | you can immediately revoke their access. |
| Documentation to name a few. | | | | 4. Regulatory document compliance - Regulatory acts |
| But most importantly with the onset of a multitude of | | | | can be integrated in the system as they are created |
| regulatory acts to comply with, such as HIPAA, | | | | without having to duplicate and move heavy paper |
| FERPA, FACTA, FMLA the Human Resources | | | | files to a different secure facility. You can require 'need |
| department needs to know all of that documentation is | | | | to know' verification access as well. |
| secure from theft or intrusion. And having these as | | | | Imagine having a desk that is not covered in paper, and |
| paper documents can open a company up to loss in | | | | being able to respond to employee requests with the |
| other ways as well, like for instance a fire of the | | | | use of your keyboard. That is the daily objective of |
| facility. If there is no external archive of every single | | | | document conversion and management, because |
| document that company has lost valuable information. | | | | converting paper documents is only part of the solution. |
| There is a better way to meet these requirements | | | | The HR department needs to have ultimate control |
| AND insert efficiency for your HR department using a | | | | over every document for individual security as well as |
| document conversion process. You can take all of | | | | meeting regulatory compliance. |
| those invaluable documents holding the personal | | | | Selecting a document management system should |
| information of all you present and past employees and | | | | account for the applications and processes you |
| putting them in to a digital format that is more readily | | | | currently have in place. Because the new system |
| available and archive-able. | | | | should integrate in to your current work environment |
| 1. Reduce your storage costs - Open up the space | | | | applications and allow you to easily transfer your |
| you are currently using to file all of these documents | | | | current process in to a more efficient system. If you |
| and either make is more productive or no longer pay | | | | are having to recreate your entire process for the |
| the monthly rent. | | | | department to fit a new document management |
| 2. Reduce you document retrieval costs - An average | | | | software I would highly recommend that you continue |
| of 7 minutes is spent every time you have to look for | | | | to research or verify that you NEED to make that |
| a paper document, reduce that time to seconds by | | | | change. Some companies do ... but in general, most |
| using an internal, secure, search feature. | | | | companies have a smooth HR process transition. |
| 3. Increase document security - You have unlimited | | | | |