the 5 c's of human resources document management
TRANSCRIPT
THE5C’S OF HUMAN RESOURCES DOCUMENT MANAGEMENT
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HR SERVICE DELIVERY SOLUTIONS
EmployeeOnboarding
Employee Portal, Knowledgebase & Case Management
HR Document Management HR Shared Services
HR DOCUMENT MANAGEMENTA BRIEF HISTORY
A Brief History of Document Management
1. The File Cabinet
2. The Server 3. The PC
4. Electronic Document Management Systems 5. The Search Engine
6. The Scanner 8. The Smartphone7. The Cloud
- source: AIIM http://info.aiim.org/digital-landfill/newaiimo/2009/08/19/8-things-that-changed-the-history-of-
document-management
The “HR” in HR Document Management Matters
• Employee-based vs. Document-based
• HR administration vs. IT administration
• Security and Access
• Compliance
• HR Strategy
THE 5 C’S OF HR DOCUMENT MANAGEMENT
CENTRALIZE“On average, companies
use 3.1 HR systems to manage their HR operations in 2013”
CollectinformationfromallexistingHRsystems,paperdocuments,andemails
Eliminatefaxes,movingboxes,filingcabinets,PAPER
COMPLY “3 out of 4 businesses have sufferedconsequences as a result of brokendocument processes. A third of those failed to meet compliancerequirements and 25% had a major IT breach.” - IDC
DefineretentionschedulesforeachtypeofHRdocument
MaintainanaudittrailtotrackactivitieswithHRdocuments
COLLABORATEImprovecommunicationbetweenHR&employeesbyrouting&monitoringrequests
AccelerateHRservicedeliverywithadvancedsearchfunctionality&automatedworkflows
CONTROLControlwhoseeswhatwithHRspecificsecuritycontrols
Controlwhatuserscandowithadocument(restrictfunctionssuchassharinganddeleting)
CONTAIN COSTSBygoingpaperlessandimprovingHRproductivity,companieshaveseendocumentmanagementcostsdecreasebyupto50%
HR DOCUMENT MANAGEMENT STRATEGY
An HR Document Management Strategy
1. Develop overall vision
2. Assess processes that need to be updated
3. Assess gaps in technology
4. Develop strategy for change management
5. Get buy-in from key stakeholders
6. Implement in phases
1. CENTRALIZE
2. COMPLY
3. COLLABORATE
4. CONTROL
5. CONTAINCOSTS
THE 5 C’s
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