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HR e-Records Project. The Case for Change…. Need to review every employee file (content & organization) Need for easy, quick, and appropriate access Need to maintain file integrity/security (audit) Need to manipulate file information Need for space. Key Findings of Paper Elimination.
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The Case for Change… • Need to review everyemployee file (content & organization) • Need for easy, quick, and appropriate access • Need to maintain file integrity/security (audit) • Need to manipulate file information • Need for space
Key Findings of Paper Elimination • Paper processes hinder productivity and increase cost. • Paper negatively impacts security and trust • Digital is key to attracting new talent and going green. • Digitalization allows you to save money and be more efficient • Digitalization is easier to file documents, manage documents, and simplifies work.
The Cost of Handling Paper • According to Gartner Research, documents: • Cost about $20 each to file • Are copied, either physically or electronically, on average 10 times at a cost of about $18 each time • Cost about $120 each to retrieve if misfiled • Additionally, it costs about $250 to reproduce a paper document (text, graphics, photos, layout). • The average typing speed of the business user is < 50 words per minute) • In the end, 7.5% of all paper documents get lost altogether. • Re-creation costs: inestimable.
Positives/Negatives of Paper Source: Adobe Survey
“Miss Farber, would you please tell me what this piece of paper is doing on my desk?”
The Setup… • Use Banner Xtender/BDMS for data integrity and integration • Quickly learn about Xtender process • Establish data categories & levels (application/group/document) • Sort files • Scan documents • Index scanned images
Data Categories and Levels HR Groups for B-H-EMPL Document Menu
Scanning Process 4 Step Process… • Document Preparation • Batch Scanning • Image Quality Control • Indexing
Prepare Your Documents Before You Scan • Remove all paper clips and staples before scanning. • Do not write/stamp or highlight shaded areas or critical information. • Remove duplicate copies and other unnecessary papers. • Handwritten notes must be legible and horizontally aligned. Use Black/Blue ink only. Red ink does not scan. Do not make comments with the highlighter. • Rubber stamps must be well inked. Use Black or dark Blue only. • Avoid the use of Highlighters. When necessary use only Yellow – Green, Purple and dark Pink are scanned as Black. • Avoid rich colored documents. Put them in separate batches before scanning. • Avoid spreadsheets with shaded table cells. Spreadsheets with light colors (even gray) do not scan very well. • Do not use staples to affix small documents to a standard page. Use only scotch tape across the top to secure small sized attachments. Make sure the attachments do not cover important information - use a blank page if necessary. • Try to use standard 8.5 X 11 paper. Otherwise, it would be better to create multiple batches based upon paper size. • The top edge of perforated invoices and other documents should be clean cut not ragged. • Indexing data must be clear and consistently placed. Always place the Banner Document ID in the upper right hand corner.
HR Employee File Project Statistics • Project Dates: June 18, 2012–September 30, 2012 • Temporary Employees: 12 • Work Days: 73 • Hours Worked: 6,266 ($12.50/hr = $78,000) • Average Hours/Day: 85.8 • Files Processed: 11,572 (avg = 1.85hrs per file) • Half million pages processed (avg = 6.7 pages/person/hr)
Record Access • Restricted through application level, group level and document level security in Banner • Each user has a defined functional role (group) within an application • When users are removed from Banner INB, they are also removed from Xtender
Record Access • Application Level Security • Profiles can be created to grant access to all applications or specific applications • Document Level Security • Groups can be created to allow access to specified documents in an application • HR has determined groups for appropriate access based on Document List
Ongoing File Maintenance • Each HR unit is responsible for the scanning/indexing/redaction of employee file information within its specific unit. • Employee Relations maintains responsibility for access and/or copies of employee file information as described in the Public Records Act.
System Security • Oracle Enforced • Passwords • Defined Roles • Banner Enforced • HR Pay and Position Roles • Employee Class Code Security and Organization Code Security are enforced through the combination of ID and Position Number. • Finance FUND/ORG Roles • BDMS Enforced • User profiles • Group profiles • Document Level Security
Space: The Final Frontier… • New e-docs are stored securely on campus and backed up off campus. • Space saved via reduction of 30+ file cabinets • New document images are stored securely on campus and backed up off campus. Very little physical space used. • Physical space saved via removal of 30+ file cabinets will be repurposed for people to provide expanded customer service to the ECU community.
Implementation Tips • Secure support (fiscal; technical; operational) • Be prepared to make decisions—frequently and quickly—to sustain progress. • Build partnerships with key depts and individuals (ITCS; other units who have e-Records experience; etc.). • Create quality check points and review them frequently.
What We Learned • Be prepared to devote resources both technical and functional to project • Be prepared to make changes to the way you do business • The need to print should be reconsidered • Imaging may require you to build new forms or reports • Consider the impact the changes you make will have on other offices
What We Learned • Document Preparation • Get It Right the First Time (Costly to do it over) • Carefully define expectations • Once implemented, the unanticipated realities of day-to-day functioning and operational logistics in the workplace take over.
Rethink Your Work Processes “The significant problems we face cannot be solved with the same level of thinking we were at when we created them.” Albert Einstein
ECU FAQ’s How long do you maintain the original personnel file once all documents have been imaged? • Check to see what retention standards your institution or state may have. At ECU we moved our paper files that had retention standards to the archives until the retention guidelines have been met. If there were no retention standards we shredded the originals after we had completed our quality review. The point is that going paperless means NO PAPER. You have to move the paper out or the project will not be effective. Everyone must become dependent on the new paperless process or it will not work effectively. This is a BIG change and people have to get on board with it. The paperless format is not the backup—it is the ONLY file maintained. That takes some people a little time to get used to. Who has access to the electronic file? • External access is the same after the scanning as it was before. All requests for access go through HR and the same steps are followed in the paperless record as they were in the paper-based record. Basically, for external access someone in HR will review the documents, determine what can be shared and provide access as needed (this last step often results in the printing of one or more documents if allowed by University policy and state law). Internal access is determined by approved security levels. (It is important to note that any access to any record is automatically noted in the computer system so there are auditable tracking lists of what computer and what account accessed what record at what time).
ECU FAQ’s Do you image documents once the contents of the personnel file are complete, or is it best to scan and index on a piecemeal basis as you receive completed personnel forms? • With the BANNER BDMS system you can scan and index as you wish. The electronic file is exactly like the paper file—except it can be viewed by multiple people simultaneously, is automatically backed up in multiple locations, etc. We chose to scan and index what was in the file at a point in time and then used supplemental scans to add or update documents as needed. Effective recordkeeping is more dynamic than static. We use the BDMS to be as dynamic as possible. The biggest challenge is to track when a file is “complete”. Each institution has to develop its own logical process for ensuring completeness is achieved. Do you image all documents in a personnel file or just specific forms ; employment application, job description, W-4, I-9? • We imaged all documents that were determined to be appropriately stored in the file. BDMS allows for easy deletion of files after the scanning process so having inappropriate documents was not a permanent long-term problem.
ECU FAQ’s How do you audit imaged documents to ensure they are scanned properly and correctly on an ongoing basis? • Quality control is something that has to be built into the scanning and indexing processes. The original records must be legible and must remain so when a copy is made of them. The biggest challenge is with colored or shaded paper and pictures. We took extra effort to review the I-9 documents to be sure that they were at least as legible as the original (in some cases the legibility was questionable on the source document). Our core standard is that the electronic record must be at least as legible as the original. A review was built into the process after the scanning/indexing activity to ensure that the standard was consistently achieved. We have FMLA and Benefits files that are maintained separately from the personnel file that we would also like to scan. Are there any specific challenges/issues with these special records? • We took special steps with the “sensitive” or personal file information. First, we made sure that there was a special indexed area for these documents and that access to these documents was limited to as few people as necessary. (Basically, only a few Benefits staff and the individual employee have a need to have access to this information). We can monitor who has accessed these records after the fact and can tighten up any gaps. Our goal has been to replicate our “manual” process via the electronic process. For instance, if the manual file was “locked” and/or had limited access, the electronic file is locked down as well. The BDMS allows for extensive attention to this detail. The real challenge is to feel confident enough with the system to shred the original documents. We are keeping our original documents in these “special” categories for 3 months to ensure that nothing goes wrong.
legality of scanned copies • Under the Federal Rules of Evidence a "copy" is the same as an "original." • There is no distinction between originals and copies, unless the original has some unique characteristic that is relevant to the case, for example, an original might be required if there is some unique characteristic of a signature (say the signature is being questioned and the actual ink used on the original is important). • There is not a requirement that the original be produced absent such an unusual situation. If questioned, the only foundation needed for admissibility in evidence of the copy is testimony from someone that it is an accurate copy. • Under federal evidence law, there is no distinction between copies and originals unless special circumstances apply which make the state of the original an issue in the case. • Another "special circumstance" would be if there is evidence that the offered copy is not a bona fide copy - i.e., it has been altered in some way. The person seeking to use the copy only has to show that it is an accurate copy. • Federal Rule of Evidence Rule 1003. Admissibility of Duplicates. "A duplicate is admissible to the same extent as an original unless (1) a genuine question is raised as to the authenticity of the original or (2) in the circumstances it would be unfair to admit the duplicate in lieu of the original." • Rule 1001(4) defines Duplicate. A "duplicate" is a counterpart produced . . . by other equivalent techniques which accurately reproduces the original.
HR e-Records Project Summary • HR Employee Files (completed) • Temporary Employee Files (completed) • Position Description Files (completed) • I-9 Forms (completed) • Benefits/Leave Files (completed)
The End… …and a New Beginning…
Questions ??? John Toller (tollerj@ecu.edu) Joshua Ronau (ronauj@ecu.edu)
