HR Records Management

We'll streamline your HR records management with a paperless system that automates your human resources processes and ensures that you comply with Federal and State regulations and reporting requirements.

People on Puzzle Pieces

Your organization can't function without your employees, but if you're stuck in a paper-filing nightmare with resumes, tax forms and employee records, we can help by ensuring that your most important resources being managed efficiently and securely.

The Human Resources (HR) department maintains records for the most precious part of your company-people. Paper-based records stifle this information-intensive division. Enterprise Content Management (ECM) enhances record-keeping efficiency, increases security for compliance control, and saves you money. We'll help you:

  • Manage documents electronically for improved efficiency and productivity.
  • Enable information accessibility while controlling security, privacy and compliance.
  • Reduce document management costs to save money.

Paper Alternative has the tools to digitize and track all of your human resources documents, including resumes, cover letters, vacation requests, salary increases, sick leave, employee reviews, disciplinary actions, etc. And if there is an audit or you need to deliver an EEOC report, you can ensure your policies have been followed, your records are in order and immediately accessible.

By outsourcing your HR records management you can:

  • Streamline your HR processes, including hiring, interviewing and performance reviews
  • We'll set up workflows that enable you to route all employees' information and promotions through the review and approval process
  • Electronically store and protect all employee records, W-9's, time cards, benefits forms, etc.
  • Automatically route resumes to appropriate managers to review and schedule interviews, then route through the review and approval process
  • Keep a complete record of who viewed, modified, approved and changed information
  • Add notes to imaged documents
  • Track benefits and vacation requests in one location
  • Full Text Search to quickly find and retrieve information; easily complete reports
  • Manage all other back office documents
  • Store and easily retrieve reports
  • Ensure confidentiality, and security and compliance.
  • Reduce document management costs to save money.

Electronic Records Improve Efficiency

The amount of information flowing into HR is continuously increasing. From the moment a position is created or becomes available until well after an employee is no longer with the company, detailed information must be documented, archived and accessible. Paper Alternative solutions enable you to quickly convert paper records to electronic documents, improving your efficiency while managing employee services.

  • Capture information and convert paper documents to electronic files with an unprecedented level of power, efficiency and ease.
  • Manage all personnel documents in a single, searchable system that improves information retrieval capabilities.
  • Streamline internal procedures by automating document routing and approval.

"People are the key asset of a company that is capable of growth and development. Though a company does not have absolute power over this asset, they can make use of certain tools and techniques to better control the records of this segment. The concept is known as Electronic Human Resource Management (e-HRM)."

— A Chamaru De Alwis
     E+M Economic Management

Enable Accessibility while Maintaining Control of Security

Whether paper or electronic, personnel records must be archived and protected. Federal and state laws require records retention while maintaining employee privacy. At the same time, it is important that information be accessible quickly. We can help you maintain information security effortlessly, while safeguarding information and allowing secure accessibility.

  • Control employee access using sophisticated security settings.
  • Hide or redact sensitive information within personnel files, adding control but also keeping non-sensitive parts of the file available.
  • Track who received what information, when and why using disclosure reports.

Reduce Costs and Save Money by Outsourcing

Storing paper documents and managing information across multiple systems can be costly and time consuming. Save money with ImageSilo®, cloud-based ECM for your HR records; it doesn't require any Information Technology (IT) resources, which provides a lower cost of ownership.

  • Implement a comprehensive ECM system without costly capital investments.
  • Remove paper filing systems and save on both storage space and storage costs.
  • Get a quick return on investment with minimal impact to employee services.