Use Case: HR Personnel File management solution
A secure and simple way to manage HR Files
HR departments lose a large amount of time on the hassles of filing, organising, and retrieving paper documents. These manual processes create room for error and put secure information at risk
people confessed to reading printed confidential information left unattended
Capture and store paper and electronic personnel files securely in one organised central repository.
MANUAL SOLUTION
HR Personnel File Management
SMART SOLUTION
FILING AND STORAGE
FILING AND STORAGE
Personnel files such as handwritten forms, wet-signed agreements are stored in physical storage facilities.
Documents are scanned and stored in a centralised repository.
LOCATING PERSONNEL FILES
LOCATING PERSONNEL FILES
Documents are retrieved from stacks of paper files and standalone file systems.
Search and retrieve digital documents based on content and attributes such as employee ID, job role etc.
APPROVAL PROCESS
APPROVAL PROCESS
Documents are sent for approval via email or passed by hand to superior.
Approval workflows route documents to approvers with notifications.
Records Maintenance
Records Maintenance
Manual update of employee records is not controlled. Lack of permission controls over sensitve information.
Permissions are applied to files automatically based on user roles. Audit trails are recorded to track changes on your data.
on average is spent on HR paperwork management per employee annually
NEW FILES
Scanned documents are stored in a central repository. Personnel records can be viewed from anywhere at any time.
File Search
Tight association of employee records with metadata. Easy search and retrieval of records based on content or attibutes.
APPROVAL WORKFLOWS
Kick start approval workflow from M-Files system, route documents to approvers with notifications.
RECORD MAINTENANCE & PERMISSIONS
When you check out documents and edit with Office 365, the updated version is uploaded automatically to the server, with a record of version history. Permissions are automatically assigned to documents based on meta data, saving admin staff the trouble of manually assigning permissions for each user.
on average are stored in an employee’s records file
Keep track of who is accessing HR documents.
Ensure that employee privacy is protected.
Retrieve employee data quickly and accurately.
Keep employee records up-to-date.
We help offices integrate paper processes seamlessly into digital workflows. We partner with you to simplify processes and reduce workflow complexity. Our goal is to enable you to improve efficiency and decision making and drive business performance through technology.
Explore how our HR Personnel File Management solution can transform your work.
