Despite substantial computerisation of employee information most human resources departments are still faced with managing high volumes of employee documentation in paper format. These include many document types where information or a signature is added in writing, but departments habitually print out even electronic documents such as emails for paper storage.
At a time of rapid change in employment legislation and higher workforce mobility, the management of high volumes of paper based employee documents brings with it a number of significant problems. These range from high paper storage and administrative costs and difficulties in monitoring unauthorised document access to vulnerability to audit failure due to difficulties in retrieving all requested documentation.
How to manage employee documents digitally
Departments can use document imaging software such as Kofax Capture to convert employee documentation to digital format whenever they are received. HR staff can then index them using the same software with file metadata such as name, department, employee ID number, start date and other criteria used in the management of employee information.
Departments can scan and index a wide range of staff documents including:
- Contracts, appraisal documents, time sheets, absence request slips and other signed forms and documents.
- Paper correspondence and résumés.
- Copies of qualification certificates, work permits, visas, passports.
- Insurance documentation
- Accident books
Once in digital format, staff documents can be stored in a networked folder location or ideally in a dedicated document management system. These systems are designed to enable easy management of documents by type and allow rapid retrieval by searching on the indexed fields or conducting keyword searches within documents.
Benefits for the HR department
Systematic scanning and capture of employee documents offers numerous advantages to HR departments:
Less paper storage – Departments can reclaim office space and reduce the costs of handling and storing paper documents.
More efficient admin – With rapid document filing and retrieval, HR staff spend less time searching for documents and documents can be shared quickly and securely online.
Automation of document-based workflows – Electronically indexed employee documentation can be tracked easily through approvals workflows, and managers gain greater visibility of document-based HR processes with the availability of reporting and dashboards.
Centralised records management – Document management systems provide a single centralised platform for managing all staff documents including scanned documents, emails and other electronic files and can link these records with back end databases and HR software. Web-based document management systems such as FileStore allow authorised staff to view documents from any web-enabled terminal using standard browser software.
Improved security and compliance – Systematically digitising employee documents improves traceability from receipt to final archive. Features like complete audit trail are inherent to mature document management systems such as FileStore from DCS.
Data Capture Solutions and HR Document Management
For assistance in assessing and finding the right HR document management and scanning solutions that full meet your requirements including industry regulations and legal compliance talk to DCS on +44(0)1753 616720.
DCS are experts in a wide variety of document management and document scanning software, systems and services that will not only improve your productivity and reduce costs, but also keep you on the right side of document compliance requirements - visit Data Capture Solutions at http://www.dcs.co.uk for more information.