How Document Management Solutions Benefit Human Resource Departments

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Document Imaging in Phoenix How Document
Management Solutions Benefit Human Resource
Departments
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How Document Management Solutions Benefit Human
Resources

• Human resource departments manage a great deal of
  complex paperwork. As a result, HR personnel
  spend an inordinate amount of time on lower-level
  tasks.
• Document imaging in Phoenix lessens the
  paperwork burdens and frees human resource
  professionals to focus on more meaningful
  projects.
• Additionally, document imaging reduces costs,
  increases efficiencies, improves security and
  ensures compliance with government regulations.

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How Document Management Solutions Benefit Human
Resources

• Document imaging in Phoenix helps human resource
  departments avoid drowning in paper. Processes
  such as recruitment, hiring, employee reviews,
  and benefits management create tremendous amounts
  of paper. If no digital archive of human resource
  paperwork exists, the company risks losing
  valuable information.
• In addition, human resource departments must
  ensure compliance with numerous regulatory acts
  such as the Health Insurance Portability and
  Accountability Act (HIPAA), Family Educational
  Rights and Privacy Act (FERPA), Fair and Accurate
  Credit Transactions Act (FACTA), and Family and
  Medical Leave Act (FMLA). To avoid
  non-compliance, employee documentation must be
  secure from theft, intrusion, fire, natural
  disasters and other threats.

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Focus on People, Not Paper

• Few departments within an organization manage the
  tremendous amount of paperwork that commonly
  flows through human resources. Because of this
  crushing volume, human resource personnel often
  find themselves spending more time pushing paper
  than on higher value tasks.
• For example, the average personnel file contains
  more than 50 different records. An employees
  file begins the moment he or she applies for a
  job and grows considerably with each year of
  service. The sheer volume of information
  associated with each employee can be
  overwhelming. As a result, storage and management
  of personnel documents in paper format no longer
  remains a viable option for most human resource
  departments.

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Focus on People, Not Paper

• Specific human resource data that must be
  electronically captured, managed and protected
  for both past and present employees include
• Job Applications
• Resumes
• Recruiting Information
• Insurance Information
• Benefits Elections
• Workers Compensation Documents
• Performance Reviews
• Payroll documents
• I-9s

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Boost Department Performance

• The goal of document imaging in Phoenix is to
  lessen the paperwork burden so human resource
  professionals can focus on a companys most
  important asset its people. In addition,
  document imaging creates meaningful benefits that
  enhance department operations. Some of these
  benefits include
• Reduced storage costs digital records eliminate
  physical space requirements and the associated
  costs. Space previously reserved for document
  storage then becomes available for more
  productive uses.

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Boost Department Performance

• Improved document retrieval time industry
  statistics calculate an average of seven minutes
  is spent every time an employee looks for a paper
  document. Once digitized, document retrieval can
  be accomplished in seconds.
• Increased document security documents in digital
  format provide unlimited control. Access to
  human resource documents can be granted on a
  variety of levels. In addition, access can be
  immediately allowed or revoked if an employees
  status changes.
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• Integrated compliance documents documents
  required to comply with regulatory acts can be
  incorporated into the system as they are created.
  Integration eliminates the need to duplicate and
  move heavy paper files to a secure facility for
  safe keeping.

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Transitioning to a Document Management System

• The first step in transitioning to a document
  management system is to assess the applications
  and processes currently in place. Any new system
  should easily integrate with your current
  environment. Once installed, the system must
  allow existing information and processes to
  transfer smoothly.
• You should not have to recreate entire department
  processes to fit a new document management
  system. If significant changes are required with
  a particular solution, you should continue your
  research and analysis to determine a more viable
  option.

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Transitioning to a Document Management System

• Document imaging in Phoenix creates a more
  efficient human resource department with less
  paper shuffling.
• By reducing the time employees spend on
  low-level tasks, document imaging allows
  personnel to work on more essential things like
  finding and keeping the best employees, meeting
  compliance standards, and managing time-sensitive
  payroll processes.

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About the Author

• Ron Thompson, Jr. is the owner and CEO of OSAM
  Document Solutions, Inc. OSAM provides dynamic,
  customized document management solutions. For
  more information about document imaging
  solutions, visit http//www.osaminc.com/index.html
  .