Tackling HR with Enterprise Content Management

The human resources department has to deal with a difficult combination of paper, compliance and records management. These challenges are accompanied by security concerns and any number of regulatory requirements, depending on your organization’s mission and size.

Managing personnel records is just one of the many key responsibilities in HR departments. Often, the burden of paper – filing, printing, copying, shredding – overwhelms other tasks. Information is trapped in paper and hard to retrieve quickly. Providing convenient, yet secure, file storage consumes more and more space with each employee’s tenure. And improperly filed documents can mean audit or legal repercussions.


HR departments are also obligated to maintain staff credentials, providing timely training and certifications and ensuring compliance with internal policies. Add this to the need to test staff for their understanding of policy changes, new legal mandates or other responsibilities, and the burdens of managing a paper-based HR system results in far too much time spent pushing paper.

With such a dependency on paper, it’s logical to explore enterprise content management (ECM) to re-point your HR staff toward the critical work they do for your organization.

Some ECM benefits to consider:

Files without filing – ECM creates virtual files that maintain familiar file folder structure, but allow for quick retrieval, regardless of location. As documents are scanned into the system they are available immediately, with no filing, and only authorized users have access. You can even manage documents to your records policy, setting timers to remind you of destruction deadlines or records holds.

Compliance, automatically – Imagine having an automated system remind you if a document is missing from an onboarding file, or having a timer remind staff members that they need to re-take or apply for training and certification. With OnBase ECM, HR Managers run reports identifying any gaps in employee records prior to an audit or a legal action, saving you from liability and lost time and money.

No more routing slips – ECM lets HR departments notify staff of documents to read and acknowledge, and even test staff comprehension. Behind the scenes, ECM provides a record of notification automatically and can spot any employees that have not read and acknowledged policy documents.

The challenge for human resources departments shouldn’t be how to find time to file paper documents or find more space to store files. ECM helps human resources dedicate time where your organization needs it – creating a compliant, informed staff and eliminating policy errors that expose you to liability, loss of funding or legal consequences.

With ECM, HR helps you reduce costs – and helps your entire organization work better and smarter.

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

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