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.

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 a 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.

Benefits of DocuWare

• Only authorized staff has access
• No lost documents
• Quick retrieval of documents
• More support for employees and management
• Reduces storage space

DocuWare - Software for Integrated Document Management The DocuWare DMS takes documents of any format and from any source and stores them all in one central document pool - records, letters, lists, protocols, files or e-mail…you name it. With DocuWare, these documents can be scanned, indexed, filed, displayed, edited, printed, faxed and e-mailed. With the help of the Internet, this central archive can be accessed from around the world, around the clock, by only the people you designate.

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.

Motivated Employees

Employees expect that vacation requests and travel reimbursements are quickly authorized. This process can often involve several employees/departments, yet should be resolved within a few hours (or days at the very most). Making these processes seamless, fast and well documented is hugely important for employee satisfaction. DocuWare integrates workflow applications that are easy to use yet give you the power to significantly speed up core tasks and processes. As an example, the system steers documents automatically to parties responsible for authorization, from one station to another within the company.

Transparency is key: you can always see exactly where an authorization request stands and where the bottlenecks in the system might be. When an employee returns from a trip, both authorization and payment of T&E expenses will occur at lightning speed. All materials such as current T&E guidelines, forms, authorized requests, receipts, records as well as any other Motivated Employees documents can all be instantly accessed — by authorized users only – instantly from the DocuWare document pool. If questions arise after payment has been made, they can immediately be answered during the same telephone call. In this way, the HR department and management are freed from tedious routine tasks and both productivity and employee satisfaction improve. With DocuWare, you automate your processes and rationalize their administration.