The idea of document automation is not new. Techniques that implement scanning, data capture, document management and electronic storage are used in many important enterprise functions. Companies from all industries have for years successfully used document automation and enterprise content management to save money and build more efficient business processes.
Despite the steady drive toward digitization, the human resources function in many organizations continues to be mired in paper copies and manual workflow. As other areas of business and commerce have become more and more paperless, the HR process remains burdened with printouts and paper forms, faxes and scanned documents, and a variety of e-mail and attachments (often printed) that can be a nightmare to manage.
As a result, a new strategic focus is emerging in business today that brings attention to the document management challenges that plague HR and ways document automation can bring order to the chaos.
More and more organizations are shifting their attention to HR document automation. But a successful transition requires more than installing a few scanners; it begins with a careful assessment of the different types of documents involved, the volumes and formats, and the amount of time spent working with each one.
Managing the human capital of an enterprise requires a staggering amount of documentation that starts even before an employee is hired and continues well after a person has left the company. New Hires cause a variety of forms and documents for background checks, state and federal taxes, health insurance, non-disclosure, and more.
During employment, any number of events generate even more paperwork for things like workplace claims, training and certifications, and annual benefits re-enrollment…to name just a few.
Employee retirement and turnover generate yet additional forms, documents and information that all must be secured and retained for years after termination.
How do you find solid ROI in HR document automation? One way is to consider that each one of these routine documents takes valuable time to process. Studies show that a simple resume takes over a minute to onboard, while other standard documents like a W2 form or a job application can take two or three minutes to handle. And the bigger the company the bigger the burden.
By automating these common HR documents departments find that they save significant time, money and effort, and boost the productivity of HR staff and professional resources.
In the past some executives regarded HR as strictly a cost center and not value center. But as organizations come to realize that people are one of their most important (and often most expensive) resources, that value proposition is beginning to quickly change.
In today’s competitive business environment it makes sense for organizations to invest in technologies and methodologies that will remove undue administrative burden and empower HR professionals to concentrate on finding the best talent and fostering the best environment for organizational success.
It takes the right tools to take advantage of HR document automation, and not all solutions are created equal. Leverage the industry trend toward more affordable, less complex solutions designed specifically for HR.
Look for advanced capture capabilities that use common input devices and can easily integrate into your existing workflow. Look for solutions and partners that provide the right mix of experience, vision, and advanced capabilities that will help you capture the full value of HR automation.