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Human resources is one of the most document-driven functions in the organization. The documents derive from many sources, some available in digital form and some not. Laws and regulations govern what information must be maintained and in what form. Many documents are applications and forms which have been filled out by the employee and must be preserved in their original form. And with even average turnover, keeping the files up to date is a never-ending problem. An effective scanning, indexing and archiving system can vastly reduce the HR workload, help ensure compliance with regulations, and allow fewer people to do much more. How? Significant improvements in the productivity of HR departments are achieved through instant access to all paper files. No more wait time for a paper file to get to your desk, or out-of-file-room delays. - Mountains of paper files are eliminated, which reduces storage space and other requirements.
- Multiple users can access the same document at the same time, increasing the speed and flow of information throughout the organization.
- Database records can be linked to all digital images relating to an employee by social security number or other identifier, allowing instant access to the original documents.
- Documents are hosted on a secure site with full backup to prevent loss of valuable information, which can play a critical role in ensuring business continuity in the event of a disaster.
HR departments can deploy an imaging solution in any of three ways: - Through departmental systems that are custom-designed for their needs
- Through enterprise systems that provide the entire organization with scanning, indexing, storage and retrieval
- Through an applications service provider that provides secure access to images over the Internet and the highest possible level of business continuity protection
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