Optimizing Personnel Records Management

Human Resources software applications add a much-needed structure to workforce management processes. By creating structured data files for all employees, HR can optimize workforce transactions - such as recruiting, reviews, pay raises, benefits, vacation accrual, transfers, and relocations. While most organizations have brought their HR systems online using their ERP's HR application, there is one component of each employee's personnel information that remains outside this application - the personnel file.

Even in highly automated HR organizations, there can be two, or more, distinct sets of files that make up a complete personnel file. Beyond the employee database, there are numerous filing cabinets containing documents such as resumes, letters of recommendation, performance reviews, and more, for each employee. Some organizations will have another set of filing cabinets dedicated to medical benefit documentation. Managing multiple sets of records requires clerical support and administrative overhead.

On a day-to-day basis, the use of paper-based employee personnel records presents some significant challenges for HR. Managers require HR staff assistance to access and view an entire employee record and these records take time to collate and assemble. Misplaced documents can disrupt transactions and divert HR staff from other responsibilities. Privacy and security are difficult to manage across dissimilar systems and compliance with state and federal worker regulations such as HIPAA requires special records retention and disposition management.

Online Documents Enhance HR Processes

The solution is to place all the components of a personnel file online using document management technology to provide controlled access to information, while ensuring security, privacy and regulatory compliance. 170 MarkView for Human Resources automates HR processes by capturing, managing and integrating offline documents with the structured data files of your existing ERP HR application. Any document -- regardless of its source -- can be managed by the 170 MarkView™ system, including paper documents, emails, word processing files, and spreadsheets. Paper documents are digitally scanned for online storage and access.

Enabling Self-Service HR

The 170 MarkView for Human Resources centralizes HR records by integrating all associated documents with the master personnel record, so anyone with the proper authorization can view the personnel record online, as well as all associated documents. Through a web browser, employees and their managers have self-service access to HR information. This eliminates the delays associated with manually sorting and sending files. Online file access enhances security by preventing lost or misplaced documents.

Benefits of Automating the HR Process

• Improved Management - All HR related information is available on-line providing managers more information upon which to base their employee management decisions.
• Increased HR Manager Productivity - 170 MarkView for Human Resource's self-service capabilities reduce inquiries to HR from both employees and managers, freeing HR managers for other tasks.
• Lower Administrative Costs - Document transportation costs are eliminated, as are the cost of physical storage space: office space, filing cabinets, offsite storage, microfiche equipment, etc. Clerical time is no longer spent looking for lost or misfiled documents.
• Leverage Existing ERP Investments - HR managers, line managers and employees continue to use their existing ERP interface and tools, assuring rapid adoption of the optimized processes and reducing training time.
• Improved Control and Compliance - With the system's workflow enforcing accountability and all actions automatically recorded in an audit trail, compliance with corporate standards and legal regulations is improved.
• Enhanced Security - 170 MarkView for Human Resources restricts access to personnel file information, enabling adherence to regulations such as HIPAA, EEOC and the Data Protection Act in the UK.
• Smoother Audits - With all HR related documentation available on-line from within the ERP system, internal and external audits are completed in less time with fewer people affected.
• Less Risk- With important documents on-line, the risk of lost or damaged documents is eliminated.

Click on the links below to learn more about 170 Systems solutions.

Collateral

• US Government Agency - Customer Success Story (PDF, 57 KB)