A company policy has changed within your organization and you are responsible for ensuring everyone has acknowledged the modification. How do you distribute the required reading document, enforce deadlines for document review and gather evidence of acceptance from the entire workforce?
A manual process might be easy if you are a human resource manager for a small company. You could email the form to the entire workforce, and then have the 100 employees print, sign and return the acknowledgement form to you. Once you receive the policy change acknowledgment form, you can mark each employee off your printed excel sheet. This seems simple and safe enough – right?
Okay, now lets pretend you are the head of the national human resource department, and you need to send the policy change out to 1,000+ employees. It is starting to sound like much more effort and time. Let’s say 130 individuals did not get the document in by the deadline, which is not only set by your company, but a regulating body as well.
Are you going to call each of the employee’s managers or contact them directly yourself? What if you miss one of the employees’ forms and are later found liable, since there is no evidence of policy change acknowledgement? What if 6 of those employees misplaced the form, and it was only meant for internal viewing? How are you going to manage all of these scenarios?
OnBase’s Document Knowledge Transfer module can help solve many of the issues that human resource departments are faced with when updating their company’s policies and procedures. The module enables organizations to rapidly distribute required reading documents to an entire workforce and easily audit mandatory reading compliance for legal, regulatory or educational purposes.
Here are some ways this policy and procedure solution can help streamline and create efficient business processes within your human resource department:
- Reduces time and costs of distributing policy documents across the organization
- Prevents risk of non-compliance or accident liability
- Allows you to redirect resources towards other strategic initiatives
- Updates your entire workforce at once
- Ensures secure, flexible access to documentation
- Manages your process globally
If you want to know how our document management solution has revolutionized other human resource departments, check out our webinar recording below – Putting the “Human” Back in “Human Resources.”
