Human Resources and Human Capital Management are among the most document-intensive areas of your organization. For the employees working in your HR department, the amount of documentation flowing into your organization can feel truly endless. Everything from employee applications to contractor 1099s need to be dealt with quickly and efficiently — and there’s always more coming in.
Enterprise Content Management (ECM) is a valuable resource that can help boost the resourcefulness of your HR department. With ECM, your business can automate the information processing activities that your HR department faces every day. As new HR documents enter your organization, whether in-person, by mail, fax, email, or otherwise, every record is captured, digitized, and organized for quick, secure electronic access and archival. It’s a low-cost, long-term approach to managing your HR resources that will help you maintain records compliance and avoid lost or damaged records.
Getting Started With ECM for HCM
HR automation leverages ECM to capture and digitize information for convenient use across your HR department. Once this is complete, documents can only be retrieved through a password-protected digital repository that integrates seamlessly with HRM/HRIS. Employees in your HR department can utilize search features for instanteous retrieval of any document or record —from any desktop or mobile device. Documents that have been saved to your ECM system can then procssed automatically using workflow automation that routes documents to managers, contractors, and other decision-makers for review or approval. Ready to get started? Here are five ways to improve Human Capital Management with ECM:
1. Consolidate Documents Regardless of Format
HR managers have to deal with both paper-based and electronic documents. You need a solution that can uniformly format and convert paper documents into electronic files with minimal input. From there, that system needs to organize your documents based on specific criteria, giving you a single, searchable system for document storage.
2. Validate Data Effortlessly
ECM helps you validate data quickly and with minimal effort. The faster and more accurate you’re able to transfer information from paper to digital, the lower your HR costs will be. Plus, as a bonus,when your documents are stored electronically, the cost of on- and off-site paper file storage is reduced or eliminated.
3. Improve Functionality Through Seamless Integrations
Integrating ECM with your Human Capital Management software will allow you to get the most out of both systems. Premier ECM solutions sync data with your HCM database or ERP in real-time. This way, you only have to process information once, from a single platform, and it’s automatically updated from there on out.
4. Eliminate Information Silos
Improving interdepartmental workflows is one of the most common reasons why enterprises implement ECM for HCM. HR connects multiple departments and often involves frustrating information silos. However, these can be eliminated with an enterprise-class solution designed to scale to multiple departments post implementation. ECM can help you route your documents, secure approvals, and increase visibility to significantly streamline your internal procedures.
5. Secure, Audit-Friendly Storage
Are you protecting the integrity and long-term accessibility of your records. If a disaster were to occur, what would happen to your company’s records? Secure archival is imperative to business continuity through temporary and catastrophic occurrences. Digital storage even protects against inadvertent storage errors caused by manual filing. Arguably the most impressive feature of ECM technology is the ability to apply automtion rules to virtually any task that is being executed using your digitized documents. In other words, you can set automated retention policies to ensure that you have what you need, when you need it — nothing extraneous clogging up your system.
Are You Ready to Improve Human Capital Management Productivity?
According to Forrester Research, “Human Resources departments typically use 50% of their staff’s time handling manual, mostly paper-driven personnel administrative tasks.” As the impact of Human Capital Management continues to expand, you and your staff are losing half your time to non-strategic tasks. Your company needs you to focus on more critical contributions. To make this happen, you need to become more resourceful – and IntelliChief is here to help.