Records Management Blog | Practical Records Management

HR Document Management - There's still paper there?

Posted by Michael Thomas on Fri, Apr 23, 2010 @ 12:09 PM

Over the past two or three years, I've noticed a significant increase in the number of human resource departments looking for document management solutions to help them reduce the amount of paper and improve their overall business process related to access and maintenance of employee files. To me, It makes perfect sense that human resource departments are looking for document management solutions, when you consider all the filing organization and storage that goes on inside, and the increased pressure to do more work with less resources and time.

Human Resources - PeopleLast night, I was at a dinner with some friends and we were talking about our businesses and the areas in which we help our clients. During the discussion I brought up how we've recently finished scanning over 1,000 employee files for a large insurance firm. One of my friends, who owns a Professional Employer Organization, or PEO, asked the question "there's still paper there?" I confirmed this fact and shared with him some more about just how many projects we're seeing in this space recently, and he mentioned that he always operated under the assumption that most HR departments were early dealing with documents in an electronic format, and he was surprised to find how much paperwork we're seeing HR departments still working with. Well for those of you who are not in HR, you may be surprised too.

When I first started working with human resource departments I quickly learned that HR is not really one department, but rather an amalgam of many different business units loosely tied together under the term "Human Resources". Human resource departments may include payroll, recruitment, benefits, employee relations, employee development, risk management, and many other specialized departments. While many, HRIS systems and HR service providers offer fantastic solutions for their specific area, the main employee file is often still printed and stored in traditional file cabinets to avoid scattering the various documents throughout disparate systems.

Document management offers a unique opportunity to address this challenge. Human Resource Document Management allows you to create folders and organize data based not only on the employee but also into subsections for medical benefits, correspondence, training, emergency contact information, payroll and more. In short, an effective document management solution will allow you to create in a digital format what the employee folder provides in a physical format by tying together loose pieces of employee data into one easy-to-use system. In addition to helping to consolidate this information, a document management solution can help human resources to operate more efficiently by reducing the time spent accessing and searching for files and essentially adding capabilities to existing HR software.

In most cases when we talk about human resources document management with the client were talking about our enterprise-level solution, OnBase. OnBase is unique because it offers a number of features designed to integrate with other applications which is a common concern in HR. Whether you're using PeopleSoft, Lawson, or any number of other products OnBase allows you to scan paper files and integrate electronic documents into groupings in folders that can be retrieved directly through those application interfaces. Equally as important are the capabilities of OnBase to incorporate workflow to help drive HR related document processes. Workflow helps automate a number of the repetitive tasks that HR administrators deal with on a daily basis by allowing improved employee self-service and automated notifications of changes in status and other employee related updates.

In some cases, the budget or need for a full-blown document management solution is just not feasible right now. For HR departments that aren't ready to make an investment in a document management solution however we also offer outsourced scanning services for human resource documents to help archive and provide immediate retrieval for employee files. This option allows HR departments to box up and ship us both active and inactive employee personnel folders which we will scan, index, and provide access to via either CD or ImageSilo, our hosted document management solution. For many companies, outsourced backfile scanning services provide an excellent first step towards making the transition to a more robust document management solution.

In the end, human resources is like many departments within companies today, technology is takingthem closer toward the paperless office, but paper still provides a valuable medium for archiving, storing, and retrieving information on a daily basis. Through the use of a HR document management solution or outsourced document conversion services, though, firms can help reduce cost and focus on improving the quality of service to employees instead of spending time searching for documents.

Tags: Paperless Office, Document Management, File Storage, Records Management, Document Scanning