Supporting your personnel (and your mission) by going paperless

There’s no doubt that your base and your personnel are involved in vital work for the security of our country. However, this effort might be happening in the context of tight budgets, old technology and paper-based processes.

Your base’s technology solutions need to manage information, but they probably don’t include the ability to eliminate paper, the associated manual processes and those not fully managed by your current enterprise system of record. Your modernization efforts may have consolidated many personnel functions into your enterprise systems of record, but personnel specialists and program managers continue to use mission-focused applications, spreadsheets, paper forms and manual processes that often require base-specific solutions to perform daily tasks.

This hampers fast and accurate records review, case management and collaboration. It also negatively impacts efficiency and eats personnel time that can be spent on higher-value tasks.

Overcoming file management challenges

That’s where a Military Personnel File Management (MPFM) solution suite can help. The right solution brings instant and secure visibility to your most document-intensive processes. This solution complements existing systems with workflow functionality so you can easily capture, access and route documents to service members, supervisors, colleagues and other agencies on base.

The result is faster, more efficient management of the entire service member’s personnel record, including solutions for in and out-processing, sexual assault prevention and response management as well as substance abuse program management.

Simplifying military personnel file management

For busy administrators looking to improve collaboration, facilitate compliance reporting and streamline daily processes, here’s some of the key benefits of an MPFM:

  • Enhances systems of record

Boost the power of core applications with integrated document and content access, customizable process routing capabilities and built-in notifications, timers and alerts

  • Provides a dashboard view

Easily view in-process tasks for improved oversight from first-line supervisors through commanders

  • Drives efficiency and contains costs

Establish consistency of operations and processes across the organization while eliminating costs and delays caused by duplicate forms and multiple copies

  • Protects privacy

Allow digital access only to authorized users and create audit trails to track who accessed critical information at what time; quickly and automatically redact and detect unauthorized disclosure

  • Automates processes

Leverage automation to speed in and out-processing of transferring or temporary duty service members; eliminate mishandled or lost paper documents during transfer

What’s your action plan?

If an MPFM looks like it could add value to your base, here are some features and functionalities you should look for as you evaluate solutions:

  • Eliminates cumbersome paper files and outdated manual processes with a digital content repository
  • Has integration tools that empower you to integrate your content (files) with core systems to enhance the power and value of your existing technology investments
  • Offers electronic forms stored in a centralized document repository whether from email, fax, mail or electronic sources
  • Uses workflow to automatically route documents for processing based on work queues and tasks
  • Has security features to restrict access to only those who need to review forms and access files
  • Has integrated records management features that support automatic deletion and archiving of expired forms
  • Offers tools like processing checklists to keep users compliant and on-track with routing and reminders

By eliminating paper and embracing these tools, you can overcome the challenges of paper personnel files and paper-based manual processes while improving the security and access to personnel information. Improving processes allows for better decision-making and is vitally important when systems of records, even new ones, don’t capture the paper that our personnel files rely on.

Terri Jones is an enterprise advisor with Hyland’s Global Services team. Before coming to Hyland, in her 10-plus years in both state and local government, she’s managed IT departments, implemented ECM strategies and written legislation and program policies. As an enterprise advisor, she uses her background in IT deployment, change management and strategic planning to lead workshops that help Hyland customers get the most from their solution investments.
Terri Jones

Terri Jones

Terri Jones is an enterprise advisor with Hyland’s Global Services team. Before coming to Hyland, in her 10-plus years in both state and local government, she’s managed IT departments, implemented... read more about: Terri Jones