Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments

Human resource departments manage a great deal of complex paperwork. As a result, HR

personnel spend an inordinate amount of time on lower-level tasks.

Document imaging in Phoenix lessens the paperwork burdens and frees human resource

professionals to focus on more meaningful projects.

Additionally, document imaging reduces costs, increases efficiencies, improves security and

ensures compliance with government regulations.

How Document Management Solutions Benefit Human Resources

Document imaging in Phoenix helps human resource departments avoid drowning in paper.

Processes such as recruitment, hiring, employee reviews, and benefits management create

tremendous amounts of paper. If no digital archive of human resource paperwork exists, the

company risks losing valuable information.

In addition, human resource departments must ensure compliance with numerous regulatory acts

such as the Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and

Privacy Act (FERPA), Fair and Accurate Credit Transactions Act (FACTA), and Family and Medical Leave

Act (FMLA). To avoid non-compliance, employee documentation must be secure from theft,

intrusion, fire, natural disasters and other threats.

How Document Management Solutions Benefit Human Resources

Few departments within an organization manage the tremendous amount of paperwork that

commonly flows through human resources. Because of this crushing volume, human resource

personnel often find themselves spending more time pushing paper than on higher value tasks.

For example, the average personnel file contains more than 50 different records. An employee’s

file begins the moment he or she applies for a job and grows considerably with each year of service.

The sheer volume of information associated with each employee can be overwhelming. As a result,

storage and management of personnel documents in paper format no longer remains a viable option

for most human resource departments.

Focus on People, Not Paper

Specific human resource data that must be electronically captured, managed and protected for

both past and present employees include:

Job Applications

Resumes

Recruiting Information

Insurance Information

Benefits Elections

Workers Compensation Documents

Performance Reviews

Payroll documents

I-9s

Focus on People, Not Paper

The goal of document imaging in Phoenix is to lessen the paperwork burden so human resource

professionals can focus on a company’s most important asset – its people. In addition, document

imaging creates meaningful benefits that enhance department operations. Some of these benefits

include:

Reduced storage costs: digital records eliminate physical space requirements and the associated

costs. Space previously reserved for document storage then becomes available for more productive

uses.

Boost Department Performance

Improved document retrieval time: industry statistics calculate an average of seven minutes is

spent every time an employee looks for a paper document. Once digitized, document retrieval can be

accomplished in seconds.

Increased document security: documents in digital format provide unlimited control. Access to

human resource documents can be granted on a variety of levels. In addition, access can be

immediately allowed or revoked if an employee’s status changes.

Integrated compliance documents: documents required to comply with regulatory acts can be

incorporated into the system as they are created. Integration eliminates the need to duplicate and

move heavy paper files to a secure facility for safe keeping.

Boost Department Performance

The first step in transitioning to a document management system is to assess the applications and

processes currently in place. Any new system should easily integrate with your current environment.

Once installed, the system must allow existing information and processes to transfer smoothly.

You should not have to recreate entire department processes to fit a new document management

system. If significant changes are required with a particular solution, you should continue your

research and analysis to determine a more viable option.

Transitioning to a Document Management System

Document imaging in Phoenix creates a more efficient human resource department with less paper

shuffling.

By reducing the time employees spend on low-level tasks, document imaging allows personnel to

work on more essential things – like finding and keeping the best employees, meeting compliance

standards, and managing time-sensitive payroll processes.

Transitioning to a Document Management System

About the Author

Ron Thompson, Jr. is the owner and CEO of OSAM Document Solutions, Inc. OSAM provides

dynamic, customized document management solutions. For more information about document

imaging solutions, visit http://www.osaminc.com/index.html.