9 ways to revolutionize HR with paperless productivity

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1 Human Resources Management 9 ways to revolutionize HR with paperless productivity A guided tour of paperless Human Resources software using the Document Locator document management system.

2 Human Resources document management HR Departments generate and manage large volumes of records that are not only essential to the success of the organization, but also increasingly fall under stringent regulatory obligations. Electronic document management helps Human Resources professionals take a paperless approach that improves HR efficiency. Establishing electronic management of HR records means that information once stored in filing cabinets can be searched and retrieved instantly from a computer saving time. Even paper documents can be scanned and converted into searchable digital files. Contents 1. Take command of forms 2. A clear view of policies 3. Get organized from the start 4. A unified approach 5. Workforce records under control 6. Keep information secure 7. Track certifications, training, and licenses 8. Gain visibility with accurate reporting 9. Put compliance at ease Tight security restricts access to only those who are authorized and maintains compliance with regulations. Workflow automates procedures with electronic notifications and approvals. This epaper explores the many benefits of paperless procedures in the Human Resources department. The Document Locator document management system improves HR department efficiency with paperless capabilities for storage, search, and automation ColumbiaSoft. All Rights Reserved

3 Human Resources Management Take command of forms Manage workforce templates and forms with consistency and ease. The use of templates and forms builds consistency in business operations. However, managing the development, revision, and publishing of templates and forms can be a burden. Document Locator relieves the difficulties of template and form management right inside Microsoft Windows. New and pre-existing forms and templates are quickly brought into the system. Virtually any type of electronic template or form can be managed. Approved versions are secured and released for use by authorized managers and staff. A complete history of prior versions and all authorizations are maintained. Forms and templates are managed in a Windows Explorer-integrated system that is familiar and easy to use. Version control keeps a complete history. Document Locator is Windows Integrated

4 A clear view of policies Maintain a well-informed workforce with policy and procedure management. Everyone is kept aware of the latest company policies and procedures, and new employees are brought onboard quicker, thanks to a clear view and efficient management of these critical records. Policies and procedures represent the underpinning of an orderly, efficient, and regulatory-compliant business. Document Locator makes it easier to manage policies and procedures electronically, and in alignment with corporate objectives and regulatory requirements. Version control, check-in/check-out, workflow, and precise profiling help Human Resources staff manage employee manuals, corporate policies, templates, work instructions all in a systematic approach. Metadata values like document ID, version number, status, dates, title, and more offer descriptive values. Files are automatically named and routed via workflow for approval, release notification, acknowledgement, and secure publication. Notifications and logging verify that employees have been informed of any changes. A new policy is routed for approval using electronic workflow ColumbiaSoft. All Rights Reserved

5 Human Resources Management Get organized from the start The paper trail starts with pre-employment and hiring records. The hiring of each new employee requires the processing of a large number of documents. Job requisitions, applications, resumes, communications, offer letters, and new employee documents and manuals after a position is filled; each addition to the workforce is a stream of paperwork. Everything is organized from the start in Document Locator. The process begins with the creation of a requisition folder and job requisition form. Information can be dynamically acquired from the HR application to automatically categorize folders and documents. Once the requisition folder is created, the job requisition checklist is routed for completion and approval. Documents are secured from the start, and organization is maintained throughout. Folder automation makes sure everything is organized from the start in Document Locator.

6 A unified approach Paper converts to digital, systems connect, and consistency abounds. When stored on hard drives, uncontrolled shared networks, or filing cabinets, workforce files are unstructured and left at risk. In Document Locator, everything is secure, easy to back-up and retrieve, and readily accessible by authorized managers. Even existing paper records can be scanned and managed in the system, eliminating the need for filing cabinets. Once paper is converted to digital, information can be managed with greater consistency across HR systems. Integration options offer the ability to connect files and records across the department. Paper is converted to digital files for electronic management using a ScanStation component that makes everything full-text searchable ColumbiaSoft. All Rights Reserved

7 Human Resources Management Workforce records under control End the chaos with electronic storage and automated workflow. Employee reviews, administrative requests, expense reports - the wide variety and quantity of workforce records is daunting. Managing these documents and their underlying processes can overwhelm even the most efficient HR department. Document Locator manages employee files in controlled, electronic folders with the added benefit of automated workflow. All documents are easily accessible, and version control maintains order and keeps information organized. Using assigned folder attributes, documents can be automatically named, routed, audited, and controlled with record policies. New documents like performance reviews can be created, versioned, and converted to PDF from controlled templates. Employee submissions such as leave requests or expense reports can be routed and tracked in workflows for efficient review and approval. Folder properties and rules keep workforce records secure and properly managed.

8 Keep information secure You control access to digital information. Unlike filing cabinets or unstructured shared folders, where you have no record of who did what and when they did it, electronic filing records a history of everything. Document Locator provides multiple levels of access security and privacy. Individual and role-based security prevents unauthorized access. Notifications and logging record every action. Files are safeguarded against loss by a digital history. The system s security and auditing capabilities, based on the familiar Microsoft NT security model, make it easy to manage and configure. Robust security maintains the tightest control over information access ColumbiaSoft. All Rights Reserved

9 Human Resources Management Track certifications, training, and licenses Never let a license or certification laps because of a deadline missed. Training records, certifications, education credits, licenses, and other important employee records must be carefully managed for renewals, expirations, and audits. Built-in records management capabilities in Document Locator tracks files with effective dates, expiration dates, hours, cost, notes, agency, location and other important identifiers. Reports make it easy to see the credentials of each employee. Audits are completed with ease, and reminders keep everyone informed of due dates. Document notification reminders and records policies keep responsible people informed of pending actions and dates.

10 Gain visibility with accurate reporting Reports build accountability and ease verification. Reports are an effective way to validate compliance, raise accountability, and verify actions. Reports in Document Locator track activities as well as review and approval cycles. Gain insight to the efficiency of processes, demonstrate accountability, and validate regulated activities. Drill-down reporting makes it easy to reveal all the details. View and analyze data, charts, and graphs to support continuous improvement in areas where productivity can be improved. Over 20 standard reports are included in the system, and custom reports can be created using standard Microsoft SQL Server Reporting technology. View and analyze data, charts, and graphs and drill down to see the details in reports ColumbiaSoft. All Rights Reserved

11 Human Resources Management Put compliance at ease Retention and records polices keep everything in order. Certain workforce files fall under regulatory requirements for document retention and privacy. Audits, assessments, and investigations that require access to this information can come in many forms worker s compensation, unemployment, I-9s, FMLA, OFLA, exempt classification, benefit questionnaires, taxes, employment verifications and more. In Document Locator, everything is electronic, easy to retrieve, and secure. There is no pulling of files from filing cabinets. Searchable text and descriptive metadata (facts about the files) make it possible to retrieve single files or any number of records based on a combination of file attributes in an instant. Audit trails maintain the entire history of records over their complete lifecycle. Retention polices can assist with managing information as well. For example, a retention policy can be created to take automatic action on a record three years following employee separation. Record polices can also place documents on automatic legal hold for discovery. Flexible searching, and access to complete document histories, make it easy to retrieve information.

12 Human Resources Management About ColumbiaSoft Document Locator Information managers use Document Locator software to control and share paper and electronic documents, , faxes, and other electronic files with accuracy and precision. The software reduces costs, increases productivity, and automates business processes, while helping to ensure continued compliance with regulations and policies. ColumbiaSoft is a Microsoft Partner and an Adobe Solutions Network developer. Our products are fully integrated into popular applications such as Microsoft Windows, Office, Outlook, Adobe Acrobat, AutoCAD, and more. Founded in 1998, ColumbiaSoft is headquartered in Portland, Oregon. For more information, visit ColumbiaSoft. All Rights Reserved

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