Digital employee records management

Where are your employee files?

If you’re still going through the digital transformation process — which most organizations are — the answer to the "Where are your employee files?" question is, quite simply, everywhere.

An ECM solution not only digitizes all critical content — paper, electronic forms and data — from any location, but also consolidates documents and data on a single platform to give HR departments one system to navigate. This is a necessity for HR departments — and workforces — that are operating remotely.

Ideally, the system will also:

Mimic your existing HR folder structure

Turning a paper file into an electronic file that looks exactly the same makes using the new solution structure more comfortable for HR employees. A good solution is also capable of keeping employee documents separate from the employee file for compliance purposes.

Ensure that documents are secure and automatically categorized auto-foldered

A good solution will not only make employee documents easy to view in one system, but will also make it easy to pull in documents from other systems. It will also allow you to easily add files on an ad-hoc basis.

Help you identify missing documents

In a paper-based world, HR workers can see the documents that are in the folder, but they can’t see if there are documents missing. An ECM solution gives users visibility into what documents are missing for an individual or group of employees.

Streamline document acknowledgement

With a remote workforce, it has become nearly impossible to efficiently and effectively create, distribute and track employee acknowledgement of policies and procedures in any sort of timely fashion. ECM solutions simplify every step of this process, while reducing or eliminating associated administrative tasks such as filing, copying and mailing physical documents.

How do you access employee information?

A good ECM solution provides HR departments with visibility into the full history of every touch, view and edit to employee files. It also provides a way to secure them — usually with role-based access. Any good ECM solution should provide encryption when data is at rest (not actively being used), in transit (moving between servers within the database) and in use (being accessed by authorized users).

A key component of HR content solutions is making critical HR content available to the people who need it, wherever they are — even when disaster strikes. Content services is the first and last line of defense against catastrophic events, securely storing information during its entire life cycle with built-in data redundancy.

Content services essentially removes the burden of employee records management from HR staff, saving time and minimizing the organization’s compliance risk. When a document enters the system, it's automatically identified and assigned a record type, and the appropriate retention policies are applied. Documents are redacted, retained and removed at the right time to ensure compliance with federal, state and organizational policies, and the organization’s specific legal retention requirements.

How many systems does HR staff use?

Taking HR operations to the next level requires one very important piece of functionality: Integrating content seamlessly with core applications — such as ERPs, HRIS, HCM and other HR systems — without requiring custom code.

Even if documents are digital, without a centralized ECM solution, HR staff must log in to a separate system, spreadsheet or source to retrieve data they use in and around the HCM, HRIS or other supporting niche solutions. The complex time and event-based retention policies that HR departments must maintain for different employee files require a better-than-average solution to manage. 

Intelligently linking HR files and processes to the corresponding employee data in other applications gives HR staff all the information available for each employee, on one screen.

For example:

• A company has an applicant tracking system that manages prospect applications, interviews and hiring. When a new hire is made, the documents from the applicant tracking system need to become a part of the employee file.
• Data in a company’s HRIS system changes when an employee who was active is terminated or resigns. The employee file in all other systems needs to be updated with that information to ensure consistency.

A quality ECM solution will seamlessly manage the transfer of information that takes place in both of these cases.

What do your HR processes look like?

HR performs a lot of complex processes that most HR technologies are not built to handle. Bridging these gaps with an ECM solution helps disparate HR systems communicate and builds true end-to-end automation for HR processes.

With today’s intelligent automation capabilities, HR staff are free to do the valuable work of managing the “human” component of HR, while the ECM solution is in the background handling compliance requirements, classifying and updating employee records and keeping processes moving by automating repetitive tasks and decisions.

Processes such as employee onboarding and offboarding, harassment claims or investigating safety incidents involve multiple stakeholders who need to take specific actions and contribute information, which may also need to be tracked for reporting or compliance purposes. With a case management approach, it’s possible to store and track all the information and activity surrounding these kinds of HR processes on one screen. Nothing gets lost, and stakeholders have one source of truth. HR is better able to maintain consistent processes for handling employee complaints, grievances, safety violations or misconduct, and has a holistic view of all tasks, conversations, notes and documentation surrounding an employee issue.

The entire employee life cycle exists together, from application and onboarding to acknowledgements and offboarding. HR can more easily identify and eliminate bottlenecks and prepare for audits with immediate insight into what information they have and what information they need — without involving IT administrators.

What does HR need to succeed?

The HR department makes critical choices every day. How to optimize your HR system doesn’t need to be one of them. To capitalize on digitization trends, look for an ECM solution that provides:

Employee file management

• Digitize employee files
• Automate folder creation
• Role-based security
• Quickly identify missing documents
• Mobile/email access to processes and documents

Records management

• Mitigate risk and maintain compliance
• Automate records retention
• Time- or event-based retention
• Ability to place holds on records

Policies and procedures

• Create, approve and distribute policies and procedures
• Report on acknowledgements
• Quickly identify delinquent users and send reminders

Recruiting and selection

• Manage the interview and hiring process
• Track applicant resumes and recommendations
• Create offer letters and route for approval

Onboarding and offboarding

• Remote access to new hire paperwork
• Manage multi-department checklists
• Add/remove access to sensitive information

Employee relations

• Manage grievances, incidents, performance improvement plans and employee leave
• Report on resolution, time to close and related cases
• Collect supporting notes/documentation

From content management to intelligent document processing, knowledge discovery and seamless integrations with HCM systems, Hyland helps organizations increase HR efficiencies, accelerate processes and improve employee experiences. Review the capabilities above with your team, and consider what an ECM solution can do for the critical HR processes — and people — that keep your organization running.

Contact us or request a demo to see our solutions in action.