Human Resources (HR), along with many other departments, depends on document-driven processes to get work done. For example, employment contracts must be read and signed by new employees during the onboarding process. In a paper-based office, this process requires someone to make sure the contract is accurately prepared, printed, signed by the employee, received by HR and properly filed. Although the employee contract is an essential part of onboarding a new employee, spending hours of valuable time to complete this process on paper is not.
Here’s an explanation of how enterprise content management (ECM) software and business process automation (BPA) help HR professionals work more efficiently, plus a list of seven core HR functions that can be automated.
What is HR Automation?
Enterprise content management (ECM) software reduces the time it takes to complete tasks—without sacrificing quality of work. Organizations use ECM to capture, store, secure and access information by:
Importing documents into a digital repository, whether they originate on paper or in a digital format.
Organizing them in the repository, where authorized employees can search for, retrieve and edit documents.
Keeping files in a standard format (such as TIFF) that can be easily shared across devices.
Archiving records as non-editable files and retained according to a compliant records retention schedule.
Making information simpler to locate during an audit or records request.
Business process automation (BPA) facilitates these document-based processes and should be an integral part of your ECM solution. BPA handles many of the administrative tasks that, though critical, slow down productivity when performed manually. Such tasks include filing documents, creating new folders and transferring documents between employees. BPA software also eliminates the need for paper-specific tasks like making photocopies and gathering handwritten signatures. For many organizations, BPA is more than a convenience—it’s become a primary focus. Towers Watson, an HR consulting firm, performs an annual survey of global organizations’ HR goals and practices. In 2013, the survey observed that “talent management” was replaced by “reengineering business processes” as a top priority for HR. The Hackett Group’s finding that 89% of participating organizations intend to invest in technology or automation in 2014 confirms this shift in focus.
Which HR Tasks Can Be Automated?
Here are some core HR functions that can be improved with automation:
Timesheets. Send instant, regular reminder emails for employees to review their timesheets.
Benefits. Track when employees become eligible for benefits enrollment.
Health and safety. Send update emails to floor monitors when an employee leaves the organization or moves to a new floor.
Employee recruitment. Automatically store applications submitted online in the ECM repository and assign them to a recruiter for review.
Employee onboarding. Send confidentiality agreements, waivers and other forms to new hires and, once completed, send them to the corresponding folders in the ECM repository.
Tax forms. Facilitate the distribution tax documents with employee email reminders.
Employee records management. Retain employee records according to government regulations in the ECM repository.

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For free analysis of your Document Management System and a look at our ECM solution, you can contact us via our website at www.tecres.com.ng or send an email to enquiries@tecres.com.ng or call on (+234) 013427176, 08020619478

Key Benefits of Automating Human Resource Business Process

1. Automation helps HR and other departments do much with less.
2. It saves time, energy and boredom occasioned by manual routine.
3. Automation increases in productivity and profit. Saved time and energy are redirected to other activities that could benefit your company, like designing new HR strategies that can lead your company into the future.
4. Automation guarantees speed, simplicity, precision,and accuracy. HR errors that lead to tax issues, legal trouble, and unnecessary expenses are almost eliminated or minimized with automation.
5. Automation comes with tremendous data security. You document are securely saved in the cloud and this ensures safety of document against theft, fire, and other elements.

Automation is an aspect of Enterprise Content Management (ECM). In the past, #ECM was referred to as the 'Office of the Future'. Fast-moving organizations are embracing business automation was a way to remain on top. We at Tecres Technologies are helping organization achieve this.

#TecresTechnologies..... Spend time with people not papers...

Scanning, also known as document imaging, can help you deal with the rapidly increasing burden of maintaining your organization’s paper archives. Scanning allows you to convert paper documents into electronic images that can be accessed by computer, making it easier to manage millions of documents and retrieve the right one in seconds. Scanning documents requires much more than just running them through a scanner and sending them into your computer system. Efficient scanning saves time and results in an organized and functional repository.

How Will Laserfiche Benefit My Organization?
Picture this familiar scenario: An employee has misplaced a crucial document, and your team needs it now.

You’ve searched everyone’s office, and practically turned the building upside down in hopes of finding it. Time is running out. Other important processes are stalled and waiting on the retrieval of this document to move forward. Sounds like a headache, doesn’t it?

With Laserfiche, you’ll avoid nightmare-inducing occurrences like the one we just described. In fact, you’ll be able to capture, secure and automate documents from day one. A user-friendly interface makes it easy to manage all organizational content throughout its lifecycle with your desktop computer, scanner or mobile device; all it takes is one application.

Laserfiche can be used to keep track of everything from business expenses to project feedback. Users have the freedom to design and configure forms without the assistance of a developer, saving time and money.

To further streamline the process, you’ll be able to automatically pull up personal information from primary apps and approve forms by simply hitting reply on email notifications. User credentials maintain confidentiality and security. Authorization may be provided to users inside and outside your organization for easy sharing and collaboration.

Digital signatures allow users to sign off on reports. Files can be attached to these forms and submitted all from the Laserfiche interface, eliminating the need for multiple programs and processes.

If you’re wondering what else Laserfiche can do for your organization, check out the following benefits:

Accelerated business processes
Organized and prioritized user tasks
Enhanced flexibility and adaptability as an organization
Consistent and reliable information
Improved performance through increased visibility
Report progress transparency with status updates and progress bars
Failsafe security and auditing features
Efficient record management
Instant search and retrieval of content
Document management in one central location

Ready to free your organization’s critical data from physical documents and PDF files? Contact Julius Macaulay ENQUIRIES@TECRES.COM.NG

(+234) 013427176, 08020619478, 08139669536
TECRES.com.ng

Document Digitization – Not An Expensive, All-Or-Nothing Leap
Every business has documents that they must maintain for legal compliance, and operational business needs, including contracts, legal filings, personnel files, and even marketing materials.
As time passes and the business grows, the sheer volume of documents that are generated and stored regularly can overwhelm a traditional filing cabinet system.
Although many companies look for document storage solutions for their physical records, the most efficient way to manage paperwork is to create digital copies of their important files and store them on shared drive, portable hard drive, on-site document management system or on the Cloud.
Every important company record or document can be scanned and converted to digital files (digitization) because it provide quick access and instant backups (disaster recovery and business continuity) for a business’s entire collection of records.
Why a Document Digitization Is Beneficial
Reducing paper dependency and inefficiency doesn't have to be an expensive, all or nothing leap. By inserting affordable scanning, storage and paper to digital uploading into existing processes, organisations can progressively move to digital records while retaining the option of outputting key documents to paper chart.
Transitioning to digital records from a traditional or offsite file storage system has a several advantages:
Space: Anywhere from 1 to 3 filing cabinets can be stored on 1 gigabyte of disk space. This frees up a little over 3 square feet of office space.
Time: On average it takes 10 minutes to get up; go to a filing cabinet; find a file; find a document, process it (copy, fax or scan and email) and then return the file to its proper location. You do that just 6 times and you waste an hour. Time is money. Electronic file retrieval takes under 30 seconds and is done without leaving your desk. You can print a copy, email or fax from your computer.
Safety: You cannot spill coffee on, smear, tear or lose your original document. And if someone else loses the document that you sent, you can easily resend it.
Compliance: All of your documents are available for compliance inspection electronically. Compliance can inspect your file without removing them from your system so you work without interruption.
Disaster recovery and business continuity: Documents are backed up to a remote location weekly, daily or hourly and easily for disaster recovery. An electronic document management system functions as an automatic insurance policy against loss or damage to your files.
How to go about it?
Tecres Technologies Bulk Document Scanning (on and off site) is a professional services helping organization to transform manual paper records and conversion of back office operations to digital records.
Tecres Technologies can help you;
Collate – group and classify all documents
Sort – arrange and label all documents to remove duplicates
Index - create metadata of each documents in a spreadsheet (Document title, type, date and other key fields)
Digitize - scan each documents arranged in a chronological order using accepted index fields for digital preservation
Migrate - present digitized records in appropriate storage media, and or solution.

To get started, fill out the form at www.tecres.com.ng, send us an email at enquiries@tecres.com.ng or give us a call on +234 802 061 9478. Within minutes of receiving your request, you will have free quote from us.
If you’d like to learn more about document digitization or electronic document management systems, check out our blog!