Benefits of Digital Human Resources Documents

human resources documents

Are you swamped with too many paper documents

Human resource departments tend to be very paper intensive handling a wide range of document types from day to day. Keeping track of high volumes of human resources documents in paper format does presents a number of problems such as:

  • high administrative and paper storage costs
  • difficulties in policing unauthorised access
  • greater risks of losing tribunal cases or failing audits

However, with the right solutions in place its is very easy and cost effective to switch to an electronic document management system.

Using document scanning software, HR teams can convert a wide range of human resources documents into digital format whenever they are received. Kofax Capture software allows departments to index the scanned documents with useful metadata ready for storing in a document management system.

Key benefits of digitising human resources documents

records and document management

hr document management

By systematically converting HR documents to indexed digital format and storing them in a document management system, HR departments can realise some significant benefits. There are also particular benefits in using an online document management system which allows secure access via a standard web browser from any web enabled location.

Potential benefits include:

  • Management of all human resources documents in one centralised system.
  • Fast document search and retrieval.
  • Reduced paper storage requirements and costs.
  • Share documents quickly and securely.
  • Enhanced disaster recovery through off-site cloud storage.
  • Easier tracking of documents electronically through workflows.
  • Easier compliance with the Data Protection Act with tight control over user access.
  • All document access is recorded with audit trail logging which aids compliance with BS BIP 0008.
  • Reduced administrative cost and effort in managing records in systems accredited to the ISO 15489 standard.

Departments with extensive paper archives of human resources documents can convert these relatively rapidly using a document scanning service. For one client in the security sector, UK document scanning service Data Capture Solutions report digitising 9000 employee records (over one and a half million pages) in less than 30 days.

Data Capture Solutions and HR Document Management

For assistance in assessing and finding the right HR document management and scanning solutions that full meet your requirements including industry regulations and legal compliance talk to DCS on +44(0)1753 616720.

DCS are experts in a wide variety of document management and document scanning software, systems and services that will not only improve your productivity and reduce costs, but also keep you on the right side of document compliance requirements – visit Data Capture Solutions at  http://www.dcs.co.uk for more information.

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How to manage employee documents digitally

Do you struggle with too much employee data still being stored in paper format, then its time to switch to digital employee document management.  Switching is easy and will save your HR team time and money find out how.

employee documents

Are you swamped with too many paper documents

Your HR team can use document scanning and capture software such as Kofax Capture to convert employee documents to digital format not only that, but the software allows you yo add file metadata such as name, department, employee ID number, start date and other criteria used in the management of employee information. This makes each file easy to locate and store correctly.

You can scan and index a wide range of employee related documents including:

  • Contracts, appraisal documents, time sheets, absence request slips and other signed forms and documents.
  • Paper correspondence and résumés.
  • Copies of qualification certificates, work permits, visas, passports.
  • Insurance documentation
  • Accident books

Once in digital format, these documents can be stored in a networked folder or ideally in a dedicated document management system.

A dedicated document management system helps you store your electronic data correctly and securely while also allowing for easy access and retrieval by searching on the indexed fields or conducting keyword searches within documents.

Benefits for the HR department

document capture

benefits of digital employee documents

Systematic scanning and capture of employee documents offers numerous advantages to HR departments:

Less paper storage – Reclaim office space and reduce paper document management costs.

More efficient admin – Spend less time searching for documents plus share data quickly and securely online.

Automation of document-based workflows – Easily track documents through workflows giving managers greater visibility of document-based HR processes.

Centralised records management – Using a document management system gives you a single centralised platform for managing all staff documents including scanned documents, emails and other electronic files. You can also link these records with back end databases and HR software.
Also web-based document management systems such as FileStore allow authorised staff to view documents from any web-enabled terminal using standard browser software.

Improved security and compliance – Systematically digitising employee documents improves traceability from receipt to final archive. Features like complete audit trail are inherent to mature document management systems such as FileStore from DCS.

Data Capture Solutions and HR Document Management

For assistance in assessing and finding the right HR document management and scanning solutions that full meet your requirements including industry regulations and legal compliance talk to DCS on +44(0)1753 616720.

DCS are experts in a wide variety of document management and document scanning software, systems and services that will not only improve your productivity and reduce costs, but also keep you on the right side of document compliance requirements – visit Data Capture Solutions at  http://www.dcs.co.uk for more information.

Reducing paper storage with backfile scanning

hr solutions

Storing employee records as paper documents can be costing and error prone.

Storing employee records as paper documents has a number of financial and logistical implications. Filing cabinets and storage systems obviously take up floor space for which there will be associated costs. Where space is limited, office space or entire rooms taken up by filing cabinets could also be put to more productive use.

For any personnel departments faced with relocation, the transportation of paper-based personnel records can cause real headaches. The requirement for storage in new premises can also place limits on choice of premises or increase floor space costs.

To resolve these issues, departments can use an archive scanning or backfile scanning service to convert entire records archives to digital format. Document scanning companies can supply the scanned records on media such as compact disc, or upload them to a secure online document management system. In terms of the time to undertake such projects, UK document scanning company Data Capture Solutions report digitising 9,000 employee records (about 1.7 million document images) for a security firm client in under thirty days.

Data Capture Solutions and HR File Management

For assistance in assessing and finding the right HR document management and scanning solutions that full meet industry regulations and legal compliance talk to DCS on +44(0)1753 616720. 

DCS are experts in a wide variety of document management and document scanning software, systems and services that will not only improve your productivity and save resources, but also keep you on the right side of document compliance requirements – visit Data Capture Solutions at  http://www.dcs.co.uk/ for more information.

Avoid Keeping Customers Waiting

document scanning

Much of the interaction with customers takes place via documents.

Much of the interaction with customers takes place via documents such as application forms, claims, supporting documents, change requests or letters of complaint. When dealing with high volumes of such inbound documents on a daily basis it is easy to see how delays, backlogs and lost or misfiled items can have a negative effect.

With document scanning software such as Kofax Capture, all incoming documents can be converted to digital images as they arrive. Indexing the captured documents enables efficient filing and retrieval which ensures they do not get lost, while significantly improving traceability as they move through the system.

Document recognition and data extraction software such as Kofax Transformation Modules can automate the classification of these incoming documents by type, enabling them to be sorted and routed to the correct handler or workflow much faster than can be done manually.

As a result, document scanning software can be used to reduce backlogs by removing paper and expediting the receiving, sorting and routing process. Documents can be tagged with the appropriate level of priority to ensure prompt actioning.

Straight-forward integration with back end systems means customer-facing staff can view captured documents on screen without having to leave their CRM or other line of business application, enabling them to deal with customer enquiries much more effectively.

UK Kofax reseller Data Capture Solutions have been able to help clients integrate Kofax Capture with workflow management software to enable automated tracking and monitoring of documents and avoid backlogs in approvals workflows.

DCS – Document Capture and Scanning Services

For assistance in assessing and finding the right solutions for your document scanning and capture talk to Data Capture Solutions on +44(0)1753 616720. 

DCS are experts in a wide variety of document management and scanning solutions and can help your organisation find the software, systems and services that will not only improve your productivity, but also save resources. Visit http://www.dcs.co.uk/ for more information.

Point of Origination Capture

data capture

Capture documents from different locations using multiple devices

In today’s business environment, there are advantages to be gained from getting information into a business process as early as possible and from processing information in the least number of steps.

Whilst these many capture systems are very effective, they are generally based on a centralised production scanning or a “digital mailroom” operation model. This creates a delay in document accessiblity while you wait for it to be scanned onto the company system.

Advances in device technology combined with improvements in cloud-based services are now allowing organisations to extend the capture process beyond these centralised systems to the point where transactional documents originate, and this is termed point-of-origination capture.

What point of origin capture means for your organisation!

Customer-facing web portals – Rather than go through the process of preparing and submitting documents via the postal system with the inherent delay and risks, customers can link home scanners to the internet to submit documents via the organisation’s web portal.

Branch offices – Capture technology such as Kofax Front Office Server allows documents to be submitted to central back office processes via low-cost front office scanners, multifunction devices and fax machines. The user simply selects the appropriate button on the device to submit the documents to the correct business process, eliminating the cost and delay of document shipping.

Field-based operatives – Organisations can now leverage the advances in camera-enabled smartphone and tablet PC devices to allow field-based personnel or even customers themselves to capture and submit documents direct to processes. Typical examples are documents submitted by loss adjusters, healthcare and social workers or couriers, as well as expense receipts or personnel forms submitted by employees or trailing documents required to complete a mortgage application captured during a visit to the client.

DCS – Document Capture and Scanning Services

For assistance in assessing and finding the right capture solutions for your organisation talk to Data Capture Solutions on +44(0)1753 616720. 

DCS are experts in a wide variety of document management and capture solutions and can help your organisation find the software, systems and services that will not only improve your productivity, but also save resources. Visit http://www.dcs.co.uk/ for more information.