A company’s collective human resources are among its most valuable assets, yet overseeing the HR department’s vast documentation is challenging for nearly every business.  The origin of resources means “to rise again,” but the flood of required paperwork can give human resources (HR) staff the impression they are drowning. From job applications and contracts through certifications, personnel files, policy documents, benefits, reviews, disciplinary actions, termination, and retirement records, abundant information must be managed.  Stored on paper, in PDFs, photos, emails, faxes, or spreadsheets—and in HR applications such as Lawson, PeopleSoft, and SAP—files can be hard to find and act on quickly.  Regulations governing access and the need for timely response increase the challenge.  Complaints, stressed managers, and penalties for non-compliance are too often the unwelcome consequences.

Can you help clients:

• Ease the burden of managing HR document?
• Help them store information in one central, searchable location?
• Enable staff to find information within
• Seconds, directly from their desktops?
• Guarantee secure file access?
• Mechanize task distribution, helping management ensure timely responses?

Your ability to help is limited only by your understanding of your clients’ needs and your imagination.  Hardware, software, services, and training are available in the marketplace, ready to be pulled into a cohesive solution.  You might not be promoted for your innovative solutions, but your clients might secretly dub you Superhero of the Year.  greatly benefit HR.

StepONE Intelligent capture–sure to enrapture
Electronic document capture, while increasingly common in larger enterprises, hasn’t yet been embraced by everyone. However, as the gap narrows between managers who have embraced technology and those who know they must join the bandwagon to remain competitive, more are adopting electronic capture. Scanning with multi-function printers, standalone and desktop scanners, document imaging software, and through companies that offer back file conversion services mean more choices than ever.  Web-based forms, data encrypted in bar codes, digital fax and image capture, and screen scraping add to the possibilities.

Getting information into an electronic format is just the first step toward efficiency.  The real value surfaces when they can search, retrieve, manipulate, and manage data to make better decisions.

StepTWO Web-based EDM–the central storage gem
Digital storage doesn’t improve file retrieval unless documents are categorized properly. An EDM system complements basic indexing offered by capture hardware, letting users index documents like an encyclopedia. EDM systems store documents in native file formats for future access, or direct the user to data in other storage systems upon demand.  Consider, for example, an employee who has just been terminated.  Assume a court subpoena demands the company must produce contracts, written warnings, documentation showing disciplinary action, and emails to demonstrate fair treatment.  With data stored in multiple places, collecting diverse documentation would demand precious time and create considerable frustration.  EDM with robust search would enable staff to search electronically through multiple systems simultaneously, replacing tedious manual searches.  A list of relevant documents—in video, forms, email, and more—would be available within seconds, directly from their desktops. Complying with these demands is then significantly easier.

StepTHREE Office transformation– process automation 
Digital document archives are springboards to true efficiency.  Process automation software that is part of your chosen vendor’s EDM software suite, or a product that integrates well with your imaging and storage system, can transform your clients’ HR offices.  After your clients have analyzed their standard processes and streamlined them for consistency, digital workflow mechanizes the procedures in accordance with your client’s business rules.  Customizable workflow software lets you mandate the appropriate hierarchy for decision making; determine who is responsible for which tasks; allot deadlines for processing; and route work to multiple people simultaneously for review and action.  It ensures that applications, contracts, terminations, and other standard procedures follow policies consistently, and standardizes handling of exception cases.  Remote access allows designated staff to respond wherever they are, keeping tasks and processes on schedule.



Expediting the job application process
The application process involves numerous documents; cover letters,  resumes, references, letters of support, supporting documents, photos, and portfolio samples.  EDM makes documents available immediately, yet securely.  Workflow can collect applicant materials, sending them to appropriate staff for review.  It can also evaluate applications against pre-specified criteria, notifying pre-designated staff of strong candidates.  Applicants are guaranteed fair and consistent treatment.  Your clients can make offers to the best people before they are snatched away by other companies.  Managing your critical data is the ultimate bottomline.