Human Resources Solutions: Digital Personnel File

Human Resources Solutions: Digital Personnel File

Human Resources Solutions: Digital Personnel File Content Introduction 3 All personnel data under control 4 Our solution portfolio 5 The Digital Personnel File 6 Performance highlights 7 Cloud-based management of personnel files 8 System architecture and core components 9 Your bonus with us 10 Your benefits 11 2 l Human Resources Solutions: Digital Personnel File

Our Human Resources Solutions provide all components required for a largely automated lifecycle management of personnel data - from the capturing of paper-based and electronic HR documents and their centralized management to their audit-proof archiving and legally compliant deletion. Even today, many HR departments still print, copy and file... This means: For every active and retired employee, a more or less comprehensive paper file exists that will be kept as long as required by legislation and internal policies. However, paper archives are expensive and at the same time very risky. Without even addressing the issue of printing, copying and space costs, all too often the question arises: Where is the record of Mrs. Meier? Time-consuming queries associated with waiting times for physical documents that must be salvaged from archives or requested from colleagues, considerably impede business processes. Hereby, companies can barely ensure the protection of sensitive personnel data or only through the implementation of extensive usage barriers. Additionally, it is neither possible nor dependably traceable when or by whom information and documents have been added, altered or released. HR Management becomes the center of attention... Along with the increasing competition for qualified employees, the HR department is gaining in importance as a strategic key factor - as a business card of the company, as an active creator of jobs and as an forward-looking contact point for multiple personnel services. The modern information and communication technology (ICT) is hereby setting new standards for HR Management. ICT has dramatically changed our working environment. It facilitates the development of virtual organizational structures and enables new forms of interaction. This also increases the demands from the management, employees and their superiors regarding the efficiency and availability of personnel services. Human Resources Solutions: Digital Personnel File l 3

Keep your personnel data under control... How you can benefit... With our solutions for professional information and document management in HR departments, you are able to create ideal preconditions for successful HR management - today and in the future. The Human Resources Department will become a proactive business partner and enhance the quality of HR services through... the cost-effective management of information. saving in time and a strong focus on strategic personnel tasks. an innovative information and communication infrastructure. high security standards and compliance with legal archiving obligations and data protection rules. 4 l Human Resources Solutions: Digital Personnel File

Our solution portfolio Document creation Rule-based filing of emails & attachments via drag & drop Fine-grained authorization concept Access via user desktop, web, iphone/ipad & co. Intelligent search options Personnel Data» Incoming letter post» Emails & Attachments» Electronic documents» Existing files Input Management Automation» Full text recognition» Auto-indexing» Assigning of key words DMS/Archive: Personnel File» HR-specific filing structures» Support of operating processes» Versioning» Audit function» Audit-proof archiving Terminable deletion Digitalization of existing personnel files Diverse scanning systems Integration with Microsoft Office & Outlook Interfaces for ERP systems Digital availability: fast and dependable Our Human Resources Solutions provide an integrated capturing component. This ensures that incoming letter post and/or paper documents piled on the desks of the HR staff to be stored in the electronic personnel files can be converted in a highly efficient and dependable manner. Input Management Automation (IMA) imports document images and meta data from workplace scanners and peripheral multi-function devices as well as from high-volume scanners in service centers. The automated electronic capturing process and state-of-the-art procedures for the recognition, classification and (full-text) indexing of the documents provide the basis for the unified filing of personnel data in digital employee files and for the execution of quick and targeted queries. Centralized management: simple and intelligent The DMS/Archive component provides a structured overview of all personnel files. You benefit from time and location-independent access to personal information - dependably controlled through the fine-grained authorization concept. Various functions support the simple and audit-proof electronic management and processing of sensitive personnel data. Thanks to the open interfaces Human Resources Solutions can very easily be connected to the specific systems and work processes used in the HR Department. Flexible use: on-site or directly from the Cloud Our Human Resources Solutions are available as a solution package for purchase and as a Cloud Service for a monthly rental fee. Human Resources Solutions: Digital Personnel File l 5

You can create your personnel files according to the pre-defined register structure that is based on the current guidelines for personnel files. If you prefer individual structures, authorized users can easily adapt these default settings to the specific needs of your company with the provided configuration tools - without restrictions regarding the number and granularity of the subregisters. The Digital Personnel File Flexible filing structures according to requirements The Digital Personnel File provides a file type which already contains HR-specific property values such as employee number, department, etc. Files can already be provided with a sub-structure according to your needs when they are created. Time and locationindependent access Depending on your specific requirements and internal policies users can access the electronic personnel files via the availabe WebClient, the DesktopClient or the MobileClients. Fine-grained authorization concept Customer-specific user profiles allow you to define the read and/or editing rights regarding personnel information for individual files, registers or documents individually and perform a flexible adaptation whenever necessary. Intelligent search options According to your preferences the index or full-text searches, the navigation or predefined queries can be used to access the requested information quickly and directly from your desktop. Legally compliant storage The authorization concept, versioning and auditing functions and evidence-securing, unalterable longterm storage in a tamper-proof archive provide the solid basis for the fulfillment of the legal requirements regarding the storage of personnel data. Efficient management of HR processes The Digital Personnel File can be easily integrated into your HR system environment, since it supports collaborative processing and approval processes just as efficiently as the timely completion of important tasks. 6 l Human Resources Solutions: Digital Personnel File

Performance Highlights Flexible view of your personnel data You can adapt the structure of your personal files at any time and expand it to any desired granularity. For a comprehensive view, structures can be hidden with a mouse click or a selection based on predefined keywords, for example, to display all employees of a department or documents marked for resubmission. Secure information access Data access and traffic are protected with state-ofthe-art encryption methods. Corresponding to the granted access rights, each user is able to access the information relevant to him. Every access and action is logged and traceable by authorized users at any time through the audit function. Seamless integration of HR processes The combination of Human Resources Solutions with your leading HR systems ensures lean and productive business processes. As an option, the seamless integration with Microsoft Office and Outlook creates a centralized communications hub for an easy filing, processing and routing of documents and emails. Precise timing of file deletion In Human Resources, there are strict rules on how long certain personnel files must be retained. If you have opted for the audit-proof longterm storage with Human Resources Solutions your legally compliant behavior is supported with features for the accurate scheduling and monitoring of the retention period. Human Resources Solutions: Digital Personnel File l 7

Cloud-based management of personnel files Our Cloud Services consolidate the required knowhow for the management of sensitive personnel information in the Cloud. With Human Resources Solutions we provide you with a customized service package based on a monthly rental fee. You will benefit from a solution which is developed and operated by experts and usable at clearly calculable costs. Human Resources Solutions from the Cloud is an all-inclusive package that gives you on demand usage access via the Internet. You will be able to use your electronic personnel file solution with a minimal investment literally overnight and additionally benefit from: market-leading technology at clearly budgeted prices. a scalable scope of services which is expandable at any time. usage-dependent billing. professional support. Maximum security and data protection For the fulfillment of the statutory data protection and compliance requirements, our Human Resources Solutions come equipped with the respective security features which are combined with the highly secure hosting and operation of the solution. These include the certified data center, the organizational and technical client separation, the data storage on redundant mirrored systems and the encrypted data transfer based on the current banking standards. M A I N T E N A N C E Certified Data Center Access via web, desktop, mobile clients Software Applications Input Management Automation Document Management System Intelligent Content Search Intelligent Archiving & Retrieval Infrastructure / Platform server, databases, storage media, archive, etc. O P E R A T I O N 8 l Human Resources Solutions: Digital Personnel File

Document Lifecycle Management: From Input to audit-proof archiving. Workplace Scanning Desktop Client Web Client Mobile Client iphone, ipad, Blackberry Digitalization IMA Input Management Automation Capturing of paper-based documents, import of electronic documents DMS Document Management System Processing, management, enterprise-wide use E-Mail-Service Inbox in DMS ICS Intelligent Content Search Full-text search, index search and format-independent bundling IAR Intelligent Archiving & Retrieval Long-term archiving, index- and full-text search, online display Workflow Optional available Administration and configuration External scanning and capturing services Import service for electronic documents (e.g. File-Server, DMS, etc.) Applications (e.g. ERP, etc.) IMA - Input Management Automation IMA ensures high-quality digitalization and capture of files and documents. The scanning is effected via IMA scan software or through dynamically connected multifunction devices. DMS - Document Management System The DMS supports the team-minded and caseoriented processing and filing of documents. Appropriate versioning and auditing functions are available for this. IAR - Intelligent Archiving and Retrieval The integrated archive allows for audit-proof archiving of documents in accordance with the statutory retention periods. ICS - Intelligent Content Search ICS is a modern search engine providing the entire database integrated as digital knowledge. Intuitive search technologies ensure quick retrieval of required information. Human Resources Solutions: Digital Personnel File l 9

Your bonus with us A comprehensive understanding of the challenge is essential for a good solution. We are constantly expanding our professional know-how for the development of our Human Resources Solutions in close cooperation with HR professionals and service providers. Proven technology Our Human Resources solutions have been in use for many years in several medium-sized companies, large corporations and service providers in the documentrelated environment. Top-class partners We develop our solutions in close cooperation with the market leading hardware and software providers. Our partner network is well established and highly effective. Thus, you benefit from a qualified team, perfect technical and commercial structures and professional services ensuring a smooth and troublefree provision of our solutions. Strong customer focus We support the optimization of HR-specific business processes with customized applications - from the step by step analysis of the actual situation and the integration into your existing system landscape to the productive operation of the solution. Integration into the HR systems Thanks to the open interfaces our Human Resources Solutions support the seamless integration with the specific systems and work processes in the Human Resource Department. These include: the leading ERP applications. Microsoft Office & Outlook. workflow solutions for the creation of documents. scan systems of major manufacturers. external, document-based HR services. Conversion of existing file inventories Furthermore, we offer you an all-round carefree package for the digitalization of your existing file inventories. Our services include the collection of the personnel files and their electronic capturing (scanning, classification, indexing) as well as the returning or destruction of the paper documents. 10 l Human Resources Solutions: Digital Personnel File

Your benefits... Easily accessible personnel information Our Human Resources Solutions offer you a central information hub providing worldwide 24-hour access for all authorized users. The connection of the electronic Personnel File with the HR-relevant applications and many useful functions significantly optimize the work processes in Human Resources Departments. Saving in time and quality assurance The time required for administrative tasks decreases, while the quality of the Human Resources Management is increased through the reliable and quick availability of information. This enables a close and service oriented cooperation within the Human Resources Department, and beyond that with the employees and their superiors. Security & Compliance A comprehensive security concept reliably protects your information from risks such as loss, destruction or access through unauthorized persons. Transparent and traceable HR processes and audit-proof archiving of personnel data support the fulfillment of the legal requirements regarding the retention of documents. Future-proof and reliable solution We work with foresight and market leading technology standards to make sure that our solutions fulfill today s and future requirements in equal measure. Thanks to the unlimited scalability and open interfaces of our Human Resources Solutions you benefit from a high degree of flexibility in the long term. Human Resources Solutions: Digital Personnel File l 11

Swiss Post Solutions AG Integrated Document Solutions Sägereistrasse 25 CH-8152 Glattbrugg Phone +41 44 838 35 00 Swiss Post Solutions AG Integrated Document Solutions Roggenbachstraße 1 D-78050 Villingen-Schwenningen Phone +49 7721 9175 0 More info: www.spsids.com