Over the
years, Human Resources has transitioned from a support role
to a strategic one; doing more than hiring, professional
development, pay scales and benefits.
Think of the paperwork. Think of the accountability. Then,
think of the business or agency starved for time and
resources. A close examination of the situation reveals that
today's human resources management must revolve around
document management. In fact, the requirements of both the
enterprise and governmental regulations put HR executives in
the epicenter of planning and compliance. They are the ones
responsible for managing and reporting the most sensitive
and regulated information related to an organization's most
valuable asset – its people.
Yet, with more responsibility, come more challenges. The
challenges begin with organizing a wealth of information.
While some information needs to be available to the general
public, other documents should only be obtainable to those
with authorized access. Maintaining clear, complete and
correct documentation is the only way to reduce and
eliminate the risk of litigation
This balancing act includes structured and unstructured
documents from a variety of sources, in a variety of formats
– paper or electronic job applications, resumes, benefit
forms, employee reviews and performance appraisals,
training, certifications and professional licenses, security
photos and authorization signatures. The challenge is
compounded by the large volume of diverse documents, all of
which require long-term archiving and many of which require
periodic updating.
Plus, there's the challenge to share information throughout
the organization. The advent of the "home office" and other
remote locations brings about new challenges of sharing
information via a dispersed, non-centralized organization
module. Luckily more and more records are starting life as
electronic files – but what about legacy paper files,
diverse systems and archiving?
Beginning and ending with complete and accurate document
management is the first step towards efficient human
resources management. WebXpress Document Services is the
leading solution for the capture, management, delivery and
secure preservation of every HR-related piece of
information, regardless of its original form.
Relying on WebXpress for outsourced document management
services means that all relevant communications (including
seemingly innocent e-mails) can be found in a single, secure
integrated archive ready to be routinely updated, called
upon to defend the organization in the event of an employee,
labor or governmental action or "mined" to uncover the next
new talent in a vast sea of resumes.
Recruiting
Recruiting – establishes an electronic repository of
applicant information with resume retrieval by keyword. The
secure environment can electronically "shred" aged or
unwanted application information.
Compliance
Compliance – ensures that publicly available/required
documents are viewable in a secure, non-revisable
environment, sufficient to assemble certifiable information
for compliance reporting.
Payroll
Payroll – provides a secure, non-revisable environment where
employees can securely access their own payroll information
for reference purposes and provides the HR department with a
repository for fast, accurate access to payroll trends.
Employee Self-Service
Employee Self-Service – provides a unified, secure
self-sufficient environment where employees can browse and
access pertinent individual benefits information. Not only
does this free administrators from servicing the employee,
it also means management can track benefits data. Security
features limit liability with regard to HIPAA compliance.
Personnel Review
Personnel Review – for the organization or for the employee
(in cases where they are allowed by policy or law to view
their personnel folders), WebXpress means fast, appropriate
access to the "personnel folder" for work and training
histories.
Complete Documentation
Complete Documentation – supports the organization's
compliance officer by archiving e-mail and other
communications regarding the employee in pre-emptive
anticipation of compliance or personnel challenges
HR: Strategic Thinking Required
These days the HR function is responsible for the management
and reporting of information related to an organization's
most valuable resource – its people. |
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