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Human Resources (HR) department

Human Resources document management.

Management of company records such as policies, training materials, and workforce records are critical to HR initiatives. Document Locator® helps professionals in Human Resources take a paperless, electronic document management approach that improves efficiency and control of HR records and processes that are essential to the success of the company.

Manage workforce records such as application materials, resumés, new employee forms, W-4s, and insurance forms, and store files in an electronic, searchable format. Automate the electronic distribution of company policies and workforce training materials, and develop review procedures for creating and updating materials. Manage workforce processes such as employee reviews, administrative requests, and expense reports using automated, electronic procedures.

Compliance and confidentiality in the HR Department.

Certain documents in Human Resources are confidential, and can also fall under regulatory requirements for restricted access and retention. Document Locator provides security for electronic files to control who has access, records a history of activity that can be reviewed and audited, and establishes control to secure against information loss. Additionally, version control, workflow, notifications, and other document management tools help streamline the development process for creating and updating policies and procedures, improving compliance company-wide.

Convert HR paper documents to digital records.

Integrated, optional scanning components convert paper documents and forms to digital files. Electronic filing of HR documents increases efficiency in the Human Resources department by eliminating the need for filing cabinets and off-site storage and making it much easier to file and retrieve information.

Workforce training.

Employees are kept informed with the latest company policies, and new employees are brought onboard quicker, with a more efficient method for developing and delivering workforce training materials. Electronic procedures that drive successful workforce training include document version control, check-in/check-out, and workflow. Training manuals, company policies, templates, and forms are reviewed and approved in a systematic approach.

Automate Human Resources processes.

Document-centric administrative processes, such as time off requests, expense reports, and employee reviews, are more efficient when automated and performed electronically. Eliminating the manual flow of paper, and instead routing, notifying and capturing approvals electronically, speeds the transfer of information, reduces the likelihood of files being lost or misplaced, and keeps everyone informed of the status of files in the process.

Benefits of HR document management.

  • Establish an electronic repository for HR documents and policies.
  • Restrict access to HR files to those who are authorized using security.
  • Search and retrieve records, instantly, from a computer.
  • Manage records in compliance with regulations and company policies.
  • Scan and convert paper documents to searchable digital files.
  • Automate notifications and review processes.
  • Electronically distribute policies, training documents, resumés, and other files.
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Related Info

  • Paperless Office
    Reducing use of paper is an environmentally sustainable, money-saving approach.
  • Compliance
    Manage information in compliance with regulatory standards and requirements.
  • Records Management
    Capture, identify, store, and dispose of documents, email messages, and files according to policies.