More efficient processes mean improved HR results
Resumes, contracts, transfers, recommendations, salaries, expense reports, vacation requests - that's just the tip of the paperwork iceberg managed by a Human Resources department.
And all of these critical documents must be edited, stored and retrieved in a way that is quick, reliable and absolutely confidential.

Description

When the pressure is on to improve costs and staff, even the Human Resources (HR) efficiencies department comes under scrutiny.

This means a growing number of tasks have to be handled by fewer employees. In addition, meeting the latest legal requirements is an enormously critical aspect that also adds to a department's work and document pile. A way to succeed in this environment is to handle routine tasks as quickly and efficiently as possible. The key is an Integrated Document Management System (IDMS) and electronic personnel files.

Inner-Office Communication
Questions from employees, management, and colleagues from Accounting can be immediately answered thanks to DocuWare. The time previously needed to research and return calls is eliminated.

Increased Productivity
From recruiting to mentoring, promotions to salary calculations - all of the processes handled by HR become more efficient. Employees feel better supported and management is aided daily by the DMS to make better-informed decisions. Improved job satisfaction is the natural result.

Discrete and Tamper-Free
The sensitive content of documents and the requirements of privacy laws mean that paper documents, computer files, and e-mail must be handled with great care. The growing number of electronic documents and the variety of available media make it even more challenging to keep up with today's requirements. Being able to securely set up access rights, tamperfree electronic filing, and integration within HR's existing IT system, all make a DMS system virtually irreplaceable. Properly configured, even the system administrator can't access sensitive HR documents.

The Processes

Personnel Administration
Personnel files include documents such as resumes, application letters, contracts, transfers, promotions, evaluations, report cards, goals, training certificates and much more. To provide employees with the best support, it is key to be able to access all this data quickly. Whether it's for a transfer, promotion, legal dispute or annual goal setting, this information is critical. In many companies, HR staffers spend much of their time managing paper. Working with paper documents is not only inefficient - it's a critical waste of time.

Benefits of DocuWare
With a DocuWare solution, you significantly increase productivity: an electronic file gives all HR staff and managers a way to centrally access relevant employee data and documents.
Individual access rights restrict entry to parts of "Personnel Files" - this guarantees confidentiality. Routine processes are significantly accelerated through simple-to-operate electronic workflows, such as authorizations of vacation requests, paid/unpaid leaves, overtime, etc. The system makes sure that documents are moved automatically from one station to another to speed up authorization. Tracking features help managers to identify (and remedy!) any bottlenecks along the way.

Accessing Critical Information
To work productively, HR employees must have quick and easy access to the most current documents, such as job descriptions, guidelines, requirements, laws, publicly displayed regulations, union contracts, corporate by-laws, etc. Often, the latest documents are distributed in various departments, in different locations. Managing multiple data sources, tedious search routines and twice the workload are the result.

Benefits of DocuWare
When all documents are stored in one central DocuWare document pool, employees can access all general information from HR with a mouse click.

Colleagues in HR are relieved of routine tasks and are better and more quickly informed. Productivity and job satisfaction grow.

Meeting Legal Requirements
A growing number of national and international laws require long-term, secure storage of personnel files and documents. Administering paper documents separately from computer files and e-mails is both not secure and a huge waste in both space and warehousing costs. And as time goes on, it becomes harder and harder to quickly retrieve information.

Benefits of DocuWare
Legal requirements are more easily met when using a DocuWare solution: All personnel documents can be electronically filed as long and securely as required. Authorized staff may retrieve any information at any time.

Office and warehouse space is saved, since it's no longer necessary to store documents in binders and file cabinets.

E-mail is filed automatically, without printing, hole-punching and storing them in a binder. Complying with locking and notification schedules and deletion of data beyond retention schedules is guaranteed.

Real World - Independent School District 196

The Human Resource department of Independent School District 196 streamlined hiring and other HR functions - all with the help of DocuWare. Employee files are electronic and applicant resumes are now available online for principals, from over 30 different campuses, to search and review, ensuring that the right applicant is matched to the right position. New efficiencies allow resources to be redirected to students, assisting them to reach their full potential.

Previously, resumes were stored in the district office and "checked out" to principals needing to fill a position. This was a time intensive process due to the size of the district and volume of applications. Unfortunately, only one principal could review a resume at a time and they were often unreturned to the district office for weeks.

Today, resumes are scanned, indexed and available online. They can be searched and sorted, speeding the hiring process and giving each principal more time to focus on the students. Electronic employee files are more secure and the HR department is able to easily comply with governmental and internal regulations. The district is reducing recruitment costs and limiting legal exposure by putting the right person in the right job - the first time.

Challenge:
Streamline hiring practices to allow resumes to be retrieved, sorted, and reviewed simultaneously. Increase the security and confidentiality of employee files.

Solution:
DocuWare, AUTOINDEX and INTERNET-SERVER

Benefit:
Efficient HR processes results in qualified employees placed in the correct position the first time, while improving regulatory compliance and document security issues. Principals are able to spend more time focusing on their students.

If you would like to find out further information, please contact us.