More Efficient Processes Improved Results
Sensitive employee records are kept secure and easily accessible to HR personnel.

Resumes, contracts, transfers, recommendations, salaries, expense reports, vacation requests- that’s just the tip of the paperwork iceberg managed by a Human Resources department. And all of these critical documents must be edited, stored, and retrieved in a way that is quick, reliable and absolutely confidential.

When the pressure is on to improve cost and staff, even the Human Resource (HR) department comes under scrutiny. This means a growing number of tasks have to be handled by fewer employees. In addition, meeting the latest legal requirements is an enormously critical aspect that also adds to a departments work and document pile. A way to succeed in this environment is to handle routine tasks as quickly and efficiently as possible.

Inner-Office Communication
Questions from employees, management, and colleagues from accounting can be immediately answered thanks to DocuWare. The time previously needed to research and return calls is eliminated.

Increased Productivity
From recruiting to mentoring, promotions to salary calculations- all of the processes handled by HR become more efficient. Employees feel better supported and management is aided daily by the DMSto make better-informed decisions. Improved job satisfaction is the natural result.

Discrete and Secure from Tampering
The sensitive content of documents and the requirements of privacy laws mean that paper documents, computer files, and e-mail must be handled with great care. The growing number of electronic documents and the variety of available media make it even more challenging to keep up with today’s requirements. Being able to securely set up access rights, tamper free electronic filing and integration within HR’s existing IT system, all make a DMS system virtually irreplaceable. Properly configured, even the system administrator can’t access sensitive HR documents.

Personnel Administration
Personnel files include documents such as resumes, application letters, contracts, transfers, promotions, evaluations, report cards goals, training certificates and much more. To provide employees with the best support, it is key to be able to access all this data quickly. Whether it’s for a transfer, promotion, legal dispute or annual goal setting, this information is critical. In many companies, HR staffers spend much of their time managing paper. Working with paper documents is not only inefficient- it’s a critical waste of time.

Benefits of DocuWare
With a DocuWare solution, you significantly increase productivity: an electronic file gives all HR staff and managers a way to centrally access relevant employee data and documents. Individual access rights restrict entry to parts of “Personnel Files”- this guarantees confidentiality. Routine processes are significantly accelerated through simple-to-operate electronic workflow, such as authorization of vacation request, paid/unpaid leaves, overtime, etc. The system makes sure that documents are moved automatically from one station to another to speed up authorization. Tracking features help managers to identify (and remedy!) any bottlenecks along the way.

Accessing Critical Information
To work productively HR employees must have quick and easy access to the most current documents, such as job descriptions, guidelines, requirements, laws, publicly displayed regulations, union contracts, corporate bylaws, etc. Often, the latest documents are distributed in various departments, in different locations. Managing multiple data sources, tedious search routines and twice the workload are the result.

Benefits of DocuWare
When all documents are stored in DocuWare, employees can access all general information from HR with a mouse click. Colleagues in HR are relieved of routine tasks and more quickly informed. Productivity and job satisfaction grow.

Meeting Legal Requirements
A growing number of national and international laws require long-term, secure storage of personnel files and documents. Administering paper documents separately from computer files and e-mails is a huge waste in both space and warehousing costs. Security is more easily compromised with paper documents.

Benefits of DocuWare
Legal requirements are more easily met when using a DocuWare solution: All personnel documents can be electronically filed securely as long as required. Authorized staff may retrieve any information at any time. Office and warehouse space is saved, since it’s no longer necessary to store documents in binders and file cabinets. E-mail is filed automatically, without printing, hole punching and storing them in a binder. Complying with locking and notification schedules and deletion of data beyond retention schedules is guaranteed.

Case Study