imageOne's Kim Coots explains how to automate HR paperwork and processes.
Relieving the HR Burden
Our Software Specialists at imageOne are often asked, “How can you relieve the HR burden of extensive paper files and inefficient processes that leave staff struggling to complete tasks in a timely manner while staying focused on the human elements of HR” (can you relate)?
Our answer: automate HR paperwork and process with a digital document management solution that we offer called Laserfiche. This software can significantly improve and optimize many of the processes HR is responsible for, including employee recruitment, employee relations, benefits management, travel/expenses and more. Let’s take a quick look at what Laserfiche is and why it’s so powerful
What is Laserfiche?
Laserfiche is an electronic document management system that also includes automation tools to help create online forms, reduce human error, and replace the need for paper documents that can get lost or mishandled. In simple terms, it can become your electronic filing cabinet on steroids while also acting as your mail courier, moving documents automatically from one desk to the next in a process. It also features reporting capabilities to highlight where you can improve your processes to help meet your business goals.
Automating HR Processes
In the world of Human Resources, there are many paper processes that could be completed online with Laserfiche Forms, then automatically routed to an employee’s folder for secure storage. Here are a few examples of paperwork/processes you can automate with Laserfiche:
- Travel requests and authorizations
- The onboarding process with each department being tracked for compliance
- Team member status and wage changes
- Benefits enrollment
- PTO requests and approvals
- Employee reviews
Powerful and Efficient Employee Reviews
One of the many ways we utilize Laserfiche here at imageOne is our annual employee review process. Our process starts with the manager selecting 3-5 peers to do a review. Laserfiche sends a message to the manager, the employee being reviewed and the 3-5 peers to fill out the appropriate form. Built-in reminders notify participants if the forms are not filled out in a timely manner to nudge the review team to finish a task
The individual reviews are automatically routed into the team member’s folder for secure safekeeping. When all the review components are completed, Laserfiche automatically combines the data into a single overview document for the manager and team member to review during their meeting. This saves time for the manager and provides them with a single document to capture goals for the coming year. The review is electronically signed by the manager and team member, and the overview is electronically stored in the secured digital employee file.
On the back end, Laserfiche security ensures that only authorized personnel are allowed to view team member digital file folders. HR staff can see every folder while managers only have access to people on their team.
Other Laserfiche Benefits:
In addition to the automation features I mentioned above, Laserfiche provides enhanced security, integrates with existing HR applications and reduces the need for physical file cabinets that take up space.
The Laserfiche repository also makes it super simple to find documents with powerful search tools. For instance, I-9 compliance is as simple as using built-in metadata to search for all I-9 files narrowed down by a date range. The entire system is also designed with a familiar “Microsoft Office” feel so it’s easy for end users to learn and be comfortable with quickly. There’s even a Microsoft integration so you can save documents in the Laserfiche repository directly from Excel, Word, and Outlook.
See What Laserfiche Can Do For You
The automation and ease of use Laserfiche offers make it easily accepted by end users, while the paper reduction and time savings create a great return on investment for your organization. We’d love to hear more about your processes to see how we can make your life easier.
If you’re interested in seeing how imageOne can help your organization save time and money while increasing efficiencies, schedule a complimentary discovery call with one of our specialists by completing and submitting a request below. Our team will reach out to schedule a quick call at a time that’s convenient for you: