Human Resources departments are inundated with new documents usually in paper form, filled with sensitive information. Compliance regulations govern not only how this data is stored, how long must be retained, but most importantly, who can access them.
Maintaining compliance in a paper-centric HR department is almost impossible. By transforming HR's paper dependency with document scanning, you company will save time, space and lots of money. Here is why:
Traditional paper filing systems can be tedious and difficult to work with. Finding a document can take from 30 minutes to countless hours if misplaced, or not found at all.
Document scanning makes it easier for your staff to work with personnel files.
2. Audits and Other Compliance:
Document scanning makes it easier for your company to fulfill its legal and regulatory obligations. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.
3. Saves Your Company Time and Money:
Scanning human resource files will save you and your staff from spending countless hours manually searching through and organizing paper documents and free up time for more important tasks.
According to PricewaterhouseCoopers, finding a lost document will cost a company $122 on average. It is also estimated that 7.5% of all company documents are lost completely. The study also indicates that an average office employee will spend some 400 hours every year searching for documents.
Document scanning makes it easy to share documents and collaborate on personnel files without having to reproduce information on paper. Staff in multiple locations can access and view electronic documents simultaneously.
5. User Security and Permissions:
Employee packages are segmented by sections with view permissions by user account.
Mary can view application, resumes & references, employee contracts, retirement and pension files.
But can not view I-9 & W-4 Forms, Medical/Insurance Records.
John can view I-9 & W-4 forms, medical/insurance records only.
Diana can view all sections including master file which combines all sections.
6. Secure Document Storage:
Your paper HR files may be susceptible to deterioration or damage from unfavorable climate conditions or unexpected disasters.
Digital personnel files are securely encrypted and backed-up to prevent your information from being permanently lost or accessed by an unauthorized third parties.
Scanning Assistant offers enhanced disaster recovery options to minimize impact.
7. Reduces Storage Space:
Office space costs money.
Less paper clutter.
Save money on office supplies for folders, separators, stickers, etc
Unlimited HR & personnel document scanning.
Create entire employee packages with sections and permissions to view.
Allows importing of external electronic documents (pdf, images) to combine with scanned paper files.
Optional color scanning.
Easy to use touch screen, one click to scan HR files.
After scanning employee file can be easily verified via our secure portal document viewer.
Reporting and alerts for date sensitive documents like certifications or required trainings.
How to Scan Employee Files?
Place the employee documents in the document scanner.
Press the Scan button on the touch screen.
The document pages will be scanned both front and back.
For new employee files enter basic information: Employee #, Name, Position, Hire Date and section being scanned.
Document pages are then automatically stored as a PDF file which can be retrieved via our secure online viewer.