HR Tip: What to Do when Employee Files Drag You Down
For decades, companies have managed employee files, accounting documents and other important information on paper. Often, even when companies grow and the number of locations expand, they continue to maintain paper files.
This means that invoices, purchase orders, expense reports and bank statements end up being faxed or shipped to the main office, or handle hodge-podge from one location to another. Oftentimes records are stored in multiple locations. One firm we know even had paper files stored in an old attic and in several large shipping containers!
In cases like this, document retrieval slows processes for many different departments and affects the work of various office managers and executives, who frequently needed access to paper files. Thus, companies like these can expect to lose as much as 32 hours in profit-producing productivity each week.
When archived paperwork is out of control,
the amount of labor needed to go through it is incredible.
The situation can be exacerbated in the event of flood or fire. If there is no disaster recovery system in place for hard copies, companies who depend upon paper archives can be seriously impacted. If you are concerned about what would happen to your company if you lost your paper records, then it’s time to empower your team with simple information access, faster document retrieval and reliable data redundancy.
ECM Technology is the Answer
Enterprise content management (ECM) is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content.
Look for an HR Records Management system that offers ease-of-implementation, scalability and integration as well as both desktop and web-based application options. The web-based application (or thin client) is beneficial because the network server does most of the work. Plus, it allows simple installation and ease of maintenance.
Most people and organizations today are comfortable with on-line software and applications. (Who doesn’t do online banking; order from Amazon; and use Apps to stay informed, entertained and on time?) One of the benefits of online applications is the unlimited scalability the offer. Scalable ECM solutions also allow companies implement ECM department by department, usually starting with the high-paper use departments such as Human Resources and Accounts Payable. We find that solutions like ImageSilo® really fit the bill, because we can easily roll it out to other departments as our clients need.
One other feature that our clients like is the ability of ImageSilo to integrate with the other solutions that they’re already using for accounting, email, and other applications.
Whatever ECM solution you ultimately decide upon, make sure that it has the flexibility you need, not only for today’s business, but for the business you envision tomorrow. Implementation should be fast and should create very little interruption to your regular work schedule.
And, don’t forget training. No matter how simple a program is to use…it’s new and your people need to be trained. We find that training on ImageSilo is simple, because the software is so intuitive. Within minutes even the least technical employee is able to use it.
One Company’s Recognized Benefits of ECM
- One company has saved 1,600 hours of productivity each year, adding up to an annual savings of $25,000
- The same company saved $80,000 in printing, filing and shipping costs across all locations the first year it enabled ImageSilo
- In the accounting department, the biggest benefits are instant document retrieval and collaboration with branch offices and project managers in the field. Integration with Microsoft Business Solutions provides hotkeys that enable one-touch access to supporting documents tied to invoices and payments entered in the accounting software. By managing records electronically, the accounting department has decreased paper storage space from 6,000 to 2,500 square feet.
- Project managers no longer call headquarters to get information, because they retrieve documents from their desktop.
- Most importantly, all files are automatically backed in multiple locations offsite for disaster protection.
- The HR department is able to consolidate all employee documents into a single electronic file, making information management fast, secure and mobile. When employees transfer to a different branch, they no longer fill out new paperwork. Files are transferred electronically.
ECM is a foundational technology that helps companies, government agencies and other paper-intensive organizations ensure professional service for their staff, personnel and clients.