Finance & Accounting

Accounts Payable
Accounts Receivable
Procurement
Tax

Human Resources

Benefits Administration
Payroll
Pension Administration

Legal

Records Management
Governance, Risk and Compliance
E-mail Archiving

Human Resources Issues

More and more, organizations recognize that their people are the greatest asset they have. Recruiting, developing, compensating and servicing a productive and creative workforce is a significant undertaking where the work is never finished. When considered against the backdrop of the current state of regulation, e.g., HIPAA, FLSA, ERISA, ESA, ADEA and the desire to follow best practices one can understand why there is so much documentation required in this area—and further why managing this documentation is a critical business and risk management issue.

If a Human Resources organization is spending time creating, filing and looking for paper from, about, and for its employees, at best, it may find itself at a competitive disadvantage, at worst, in severe financial risk. When failure to provide a single immigration form (I-9) for an employee when requested carries a six figure fine, this is a function that certainly begs attention.

Organizations still handling paper employee records encounter many challenges:

• Paper files grow bulky over time and are difficult to keep organized or audited
• File integrity suffers (misfiles and lost items) as paper folders are regularly worked.
• Records are in a single place (in the field or at corporate), but access is required at several locations
• Hard copy folders are subject to loss as employees transfer between divisions and locations- its had for the files to keep up
• There’s no practical “backup” to paper and many HR-related records require long-term if not permanent retention
• Securing confidential employee information recorded on physical pages is daunting

DataBank Solutions for Human Resources

We help our customers improve efficiency, enhance compliance initiatives and reduce costs by replacing the manual paper-intensive processes in Human Resources with our outsourced document conversion services and enabling image management technology.

You can improve records management and automate numerous common document-centric processes within Human Resources when your existing employee files are scanned and indexed by DataBank in our SAS 70 Level II certified (pending) operation centers and managed as digital images. Stop physically filing updates and new document additions as these items may be added to the electronic “file” as part of a routine service program, or readily accomplished by scanning at the desktop.

Any number of common administrative and functional processes that previously required the creation and movement of paper documents for review and approval can be advanced. Use DataBank Online Services as your image-enabled processing system handling processes such as recruitment and selection, performance evaluations, compensation plan changes, credential renewal, FMLA and PTO requests, Workers Compensation claims, and more. Our systems engineers will configure Human Resource workflow lifecycles that fit B way you want to work, integrated with your ERP system.

Manage not only scanned pages, but Word, Excel, Adobe (PDF) and other e-forms you may have already been generating in a single system. You can even distribute new policies to groups of employees using collaboration and secure auditable verification that material has been received and acknowledged.

Benefits of DataBank Human Resource Solutions

Our solutions will allow you to eliminate the clear challenges of working with paper resulting in measurable efficiency gains and improved accountability that reduces business risk. The list of advances you can make, driving benefits and advantages in your organization includes:

Document Scanning-Indexing for Human Resources

• Stop continuous paper handling, filing and re-filing in the department
• Eliminate lost, misplaced documents
• Reduce storage space requirements and costs
• Include your Office documents (Word, Excel, and other document formats and types.) and electronic forms in one system

Work Process Automation for Human Resources

• Automate routing and distribution of documents requiring approval and processing. Example functions may include:
• Approve new position
• Recruiting and selection
• Welcome and orientation
• Accreditation and training
• Performance evaluations
• Salary changes
• PTO/Vacation requests
• Absence administration (FMLA)
• Workers compensation claims
• Distribute employee communications and audit reading compliance
• Reduce time performing routine functions such as changing name and address data, entering vacation dates, etc. by using e-forms and workflow

Image Management for Human Resources

• Establish a centralized, unified electronic repository of all employee related documents—offering on-demand access to required information
• Audit files for completeness and accuracy, avoiding fines, potential legal liability, loss of accreditation, etc. (Report on missing documents!)
• Gain a comprehensive backup of employee records supporting disaster recovery/business resumption efforts
• Facilitate permanent retention or automate retention policies according to business rules
• Implement security features to protect employee privacy and comply with HIPAA and other regulations
• Reduce storage costs and virtually eliminate any document loss by providing an electronic central repository for all records

• Link related employee documents together and present in their electronic “folder” organized for review, secured by document or section, possibly including
• Resumes
• Applications
• W-4s
• Direct deposit forms
• Signature cards
• I-9s
• Drug screenings
• Letters of reference
• Signed offer letters
• Certifications/licenses
• Signed employee policy statements
• Performance evaluations
• Peer reviews
• Discipline/reprimands
• Termination agreements
• Vacation requests
• Leave requests
• Salary changes
• Benefit enrollment forms
• Flex plan submissions
• 401K/403B - Investment forms
• Insurance documentation
• Health/medical histories
• Change of Beneficiary forms
• Accident reports
• Worker’s compensation claims
• Pension applications
• Enjoy on-demand retrieval from your system screens

Contact a DataBank Expert
To learn more on how DataBank can help you manage your documents more efficiently, lower your operating costs, and improve your organization’s access to information in a highly secure environment, contact us today.

DataBank Receives
SAS 70 TYPE II Unqualified Opinion READ MORE

Bob Zagami (General Manager,
New England) becomes Chair of the AIIM International Board of Directors READ MORE

Verizon Business recognizes DataBank's Network Solution
READ MORE

Paperless Court System in Garland, TX Receives National Recognition READ MORE

Digitech Writes About
DataBank READ MORE

National Document Scanning Company Expands Chicago Operations READ MORE