how document management solutions benefit human resource dep

1. Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments

2. How Document Management Solutions Benefit Human Resources • Human resource departments manage a great deal of complex paperwork. As a result, HR personnel spend an inordinate amount of time on lower-level tasks. • Document imaging in Phoenix lessens the paperwork burdens and frees human resource professionals to focus on more meaningful projects. • Additionally, document imaging reduces costs, increases efficiencies, improves security and ensures compliance with government regulations.

3. How Document Management Solutions Benefit Human Resources • Document imaging in Phoenix helps human resource departments avoid drowning in paper. Processes such as recruitment, hiring, employee reviews, and benefits management create tremendous amounts of paper. If no digital archive of human resource paperwork exists, the company risks losing valuable information. • In addition, human resource departments must ensure compliance with numerous regulatory acts such as the Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA), Fair and Accurate Credit Transactions Act (FACTA), and Family and Medical Leave Act (FMLA). To avoid non-compliance, employee documentation must be secure from theft, intrusion, fire, natural disasters and other threats.

4. Focus on People, Not Paper • Few departments within an organization manage the tremendous amount of paperwork that commonly flows through human resources. Because of this crushing volume, human resource personnel often find themselves spending more time pushing paper than on higher value tasks. • For example, the average personnel file contains more than 50 different records. An employee’s file begins the moment he or she applies for a job and grows considerably with each year of service. The sheer volume of information associated with each employee can be overwhelming. As a result, storage and management of personnel documents in paper format no longer remains a viable option for most human resource departments.

5. Focus on People, Not Paper • Specific human resource data that must be electronically captured, managed and protected for both past and present employees include: • Job Applications • Resumes • Recruiting Information • Insurance Information • Benefits Elections • Workers Compensation Documents • Performance Reviews • Payroll documents • I-9s

6. Boost Department Performance • The goal of document imaging in Phoenix is to lessen the paperwork burden so human resource professionals can focus on a company’s most important asset – its people. In addition, document imaging creates meaningful benefits that enhance department operations. Some of these benefits include: • Reduced storage costs: digital records eliminate physical space requirements and the associated costs. Space previously reserved for document storage then becomes available for more productive uses.

7. Boost Department Performance • Improved document retrieval time: industry statistics calculate an average of seven minutes is spent every time an employee looks for a paper document. Once digitized, document retrieval can be accomplished in seconds. • Increased document security: documents in digital format provide unlimited control. Access to human resource documents can be granted on a variety of levels. In addition, access can be immediately allowed or revoked if an employee’s status changes. • Integrated compliance documents: documents required to comply with regulatory acts can be incorporated into the system as they are created. Integration eliminates the need to duplicate and move heavy paper files to a secure facility for safe keeping.

8. Transitioning to a Document Management System • The first step in transitioning to a document management system is to assess the applications and processes currently in place. Any new system should easily integrate with your current environment. Once installed, the system must allow existing information and processes to transfer smoothly. • You should not have to recreate entire department processes to fit a new document management system. If significant changes are required with a particular solution, you should continue your research and analysis to determine a more viable option.

9. Transitioning to a Document Management System • Document imaging in Phoenix creates a more efficient human resource department with less paper shuffling. • By reducing the time employees spend on low-level tasks, document imaging allows personnel to work on more essential things – like finding and keeping the best employees, meeting compliance standards, and managing time-sensitive payroll processes.

10. About the Author • Ron Thompson, Jr. is the owner and CEO of OSAM Document Solutions, Inc. OSAM provides dynamic, customized document management solutions. For more information about document imaging solutions, visit http://www.osaminc.com/index.html.