Document Management Provides HR Departments With Considerable Benefits

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1 Document Management Provides HR Departments With Considerable Benefits David Avino M arketing Technical C oord inator d a vin we s tb rook te ch. com

2 I n n ova tive con ten t m a n a ge m en t softwa re com p a n y fou n d ed in B a sed in B ra n ford, C T M ore th a n 2 4, 000 u sers world wid e A vera ge cu stom er: , 000 em p loyees L ifecycle m a n a gem e n t for d ocu m en ts, a u tom a ted workflow a n d electron ic form s

3 Westbrook Software Fortis Fortis SE FortisBlue Enterprise document management software Operates over LAN, WAN, intranet, Internet or extranet No limit on concurrent users Works with Microsoft SQL Server and Oracle Document management software Up to 20 concurrent users Uses Microsoft SQL Server 2005 Express as database back end Find, search, retrieve documents via a browser W ork from anywhere, anytim e D eploy by em ailing a U R L Looks, feels like d esktop app; users up and running fast Lower IT costs

4 HR Challenges P aper-intensive processes Q u ick access to em p loyee files S ensitive d ocum ents m ust be secure C ertain im ages and /or p hotos on this p age are the cop yrighted p rop erty of E P IC TU R A L im ited, its C ontribu tors or L icensed P artners and are being u sed with p erm ission u nd er license. These im ages and /or p hotos m ay not be cop ied or d ownload ed withou t p erm ission from E P IC TU R A Limited.

5 Webinar Agenda H ow H uman R esources benefits from document management Westbrook Software for H u m a n R e sou rce s S uccess stories D emo O verall ad vantages C ertain im ages and /or p hotos on this p age are the cop yrighted p rop erty of E P IC TU R A L im ited, its C ontribu tors or L icensed P artners and are being u sed with p erm ission u nd er license. These im ages and /or p hotos m ay not be cop ied or d ownload ed withou t p erm ission from E P IC TU R A Limited.

6 How HR Benefits from Document Management Track d ocu m ents throu ghou t em p loyee lifecycle Provide document security, privacy protection Comply with HIPAA, SOX, EEOC Share data and documents with other departments P revent m isp lacing files and losing inform ation C rea te d ocu m en t-cen tric workflow F acilitate d isaster recovery I n te gra te with H R M S

7 Westbrook Software for Human Resources W eb-based form creation and processing W orkflow C ollaboration Secure electronic repository for vita l d ocu m e n ts

8 Reno County, Kansas Organization R u ral cou nty with p op u lation of 65,000 HR challenge N eeded to efficiently archive, retrieve and share information among eight county offices Solution Fortis stores inactive and active em ployee files for quick access to Results W -4 ta x form s, b e n e fits e n rollm e n t via W e b a cce s s or e m a il S hare d ocum ents am ong geographically d ispersed offices R eno C ounty won best practices award from K ansas chapter of International P ublic M anagers A ssociation for H R

9 Walton County Public Schools, GA Organization N early 1 3,000 stu d ents HR challenge M anage teacher and staff personnel records M aintain background checks on all em ployees Solution U se F ortis to scan, ind ex, retrieve volum es of d ocum ents P rocess up to 1 00 background and fingerprint checks per week Results Im m ed iate access to stud ent files E liminate printing lengthy files Secure docum ents M eet gov t m a n d a tes on record s reten tion

10 Banner Health, Phoenix, AZ Organization N ot-for-p rofit healthcare system 34 hospitals and healthcare facilities throughout western U.S. 35,000 + em p loyees HR challenge M anual processes O ffsite storage of d ocum ents costly and inconvenient R educe expense of copying, m ailing and faxing docum ents Solution U se F ortis to sca n, a rch ive, retrieve em p loyee record s S h a re d ocu m en ts a n d d a ta a cross th e en terp rise Results H igh e r s ta ff p rod u ctivity Add hospitals and clinics with minimal additional H R staff S avings in office supplies and equipm ent, storage, m ailing costs

11 Fortis Demo

12 The employee record is maintained in one place All files that make up an employee record can be seen by HR Only certain files can be seen by managers security policies determine who can see what documents

13 Records Retention F ile s ca n b e s e t to a u tom a tica lly e xp ire D a ily tim e rep orts a re kep t for 5 yea rs th en d eleted E m ployee contracts are kept for 7 years then deleted P aychecks are kept perm anently never deleted

14 Overall Benefits Secure personnel files and other sensitive docum ents for privacy and compliance R educe file storage and retrieval costs T ra ck d ocu m e n t a ctivity with in te gra te d A u d it T ra il S u p p ort d isaster recovery for p erson n el record s I n te gra te with e m p loy m e n t tracking, H R M S, payroll and other line-of-business applications

15 Questions David Avino M arketing Technical C oord inator westbrooktech.com

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