Human Resources Document Management
Bring data and speed to your HR department
How we help Human Resources departments
We are seeing a new global workplace emerge that’s different from the last century. The shift away from the corporate center requires strategic change across departments. Nowhere is this more felt than in Human Resources. Properly managing HR is one of the most important functions of a business. You need assurance that your employee personnel records are secure and that onboarding employees (and later managing them) is a seamless process. That’s what HR document management does for your staff and your company.
Streamline employee onboarding
First impressions count. Make a great one with a seamless onboarding process from application to hire date. Start by ditching paper files in favor of a software solution that incorporates digital forms, digital signatures, document management software, workflow automation, and access-from-anywhere cloud storage. Your paper HR documents become indexed, searchable digital files.
Secure HR file management
Only authorized people should have controlled access to confidential HR documents and employee records. Over the years, outdated paper and electronic systems have been cobbled together in a patchwork way. Replace them with an updated, modern, and agile solution that saves time and money while increasing productivity and employee happiness.
Document scanning for HR
Eliminate the security risks and storage problems associated with paper by outsourcing the scanning of your files. This can be done over a few days, if the budget allows, by outsourcing data capture to a professional company. We come to you, load up years of employee archives, and transport hundreds of thousands (to millions) of sheets of paper to our secure facility. With the highest privacy protocols in place, we begin the dirty work—document preparation. We feed all your document assets into our high-production scanning equipment with all staples removed, ripped sheets repaired, and folded corners flattened.
Revolutionary HR automation
Automation transforms HR processes, making them faster, more accurate and significantly reducing manual workload. With our HR automation solutions, you can automate repetitive tasks such as resume screening, interview scheduling, and employee data entry. This saves time and ensures consistency and compliance across all HR activities. Automated workflows streamline processes from onboarding to offboarding, enhancing the employee experience and allowing your HR team to focus on strategic initiatives that drive business growth.
Benefits of going digital in Human Resources
⚡ Instant access to HR files
Searching through filing cabinets for employee files takes too much time and costs too much money (in employee time wasted and in storage costs). HR needs the ability to quickly find employee documents with no lag time. Walking down the hall or down the stairs to the basement—or down the street to a storage facility—simply doesn’t work anymore. By scanning paper files to digital and indexing the files with accurate meta-data fields like employment status, name, employee ID, and department, you will always be able to locate documents when you need them. And you won’t need to walk anywhere. All documents are stored in a central repository accessed by online software. A secure login and a search field are all you need to locate personnel records in a few clicks. This can be done from anywhere if company files are stored in the cloud.
🔐 Document security
Imagine if your employees had access to each other’s personnel files. By storing documents in filing cabinets, you run this risk every single day. Also, you need document management software that has permission-based security so that unauthorized users can’t access files that aren’t meant for their viewing. Cardboard banker's boxes and metal filing cabinets don’t cut it. These days, compliance regulations pretty much forbid old manual practices because paper isn’t secure. Paper is subject to misplacement and natural disasters like fires and floods (including the fading and discoloration effects of time). The good news is that investing in document management for HR is an investment in security. A DMS adheres to your industry protocols. Encrypted logins gate access and user permissions prevent the same file from being opened at the same time, meaning there will be no duplicates. Your system is streamlined, manual errors are minimized, and accuracy becomes the new norm.
💻 Electronic onboarding
Employee onboarding is one of the most important stages in the employee lifecycle. But you don’t need paper to hire someone anymore. And you don’t need to be face-to-face to oversee the onboarding process anymore, either. Handle this process with an electronic HR document management solution and put your file cabinets out to pasture. Your new employee can review contracts and complete all of the necessary forms digitally—from wherever they are. At each step, you can keep track of when employees view and sign each document.
As an added bonus, you will already have one electronic personnel file created when the employee clicks submit—not a pile of separate papers. With electronic onboarding, automate offer letter creation that dynamically replaces text for every new employee. New hires enter their personal info and digitally sign. Done. A great first impression for the new hire joining your company! Plus, you’ll never lose an important document again. All digital files are backed up and immune to natural disasters.
🤖 Efficiency through HR automation
Streamline your HR tasks with automation for HR, allowing your team to focus on what truly matters—your people. Automation eliminates the need for repetitive manual processes such as data entry, form submissions, and approval workflows. This leads to faster processing times, reduced errors, and a more productive HR department. Automating these processes not only enhances operational efficiency but also improves employee satisfaction by providing quicker responses and more accurate information. Embrace HR automation and transform your department into a hub of efficiency and innovation.
Streamline your HR processes with our HR automation solution
At RDS, we offer a comprehensive HR process automation solution that transforms HR operations by combining expert business process consulting, advanced document scanning, and state-of-the-art software tools.
Comprehensive business process consulting
Our experienced consultants analyze and optimize your HR processes, identifying inefficiencies and streamlining workflows to enhance accuracy and efficiency while reducing manual intervention and costs.
Advanced document scanning
We digitize your paper-based HR documents using cutting-edge scanners and document imaging software, creating a centralized, secure digital repository for all HR-related data and records.
Cutting-edge software tools
Our suite of tools includes automated data capture software, Document Management Systems (DMS), and workflow automation tools. These tools automate tasks such as employee data entry and resume screening, significantly improving HR operations.
OpenText AppEnhancer (formerly ApplicationXtender) is our flagship enterprise content management solution, seamlessly integrating with leading HR systems like Workday, SAP SuccessFactors, and Oracle HCM.
AppEnhancer for human resources automation is quick to implement, user-friendly, and cost-effective, meeting all your HR automation needs.
RDS: The right choice for HR automation
RDS is your partner in revolutionizing HR operations with a mix of document imaging and conversion services, business process consulting, and HR automation software solutions.
Our service bureau handles all your scanning needs, whether digitizing a backlog of employee records or managing new documents as they come in.
We also offer digital mailroom services, setting up dedicated mailboxes and email addresses for your incoming HR documents.
As a leading reseller of OpenText AppEnhancer, we have deep expertise in its implementation and support. Our proven experience spans various industries, including government, insurance, energy, healthcare, and more.
Talk to us for comprehensive HR automation services like:
Business process consulting: Ensure your AppEnhancer system is configured and implemented correctly for your HR processes.
Outsourced data capture services: Combine data entry specialists and intelligent capture software to automate HR transactions.
Preferred scanning services provider: High-volume scanning of sensitive HR documents.
Choose RDS to transform your HR department with efficiency, accuracy, and innovation.