FileBound Document Management – An Easy Choice

A recent Forbes Magazine article highlighted the top 4 Key HR Trends in 2018 – number one on the list is “Shift from Employee Engagement to Employee Experience.” But with the constantly expanding spectrum of responsibilities that HR departments are tasked with, how can there possibly be time for focusing on employee experiences? The answer is – Take Everything Digital. “Race to Digitalize HR” is the second trend on the list, and it’s essential to allow HR teams to work smarter not harder. Eliminating paper from HR is the first essential step in making a digital transformation and here’s why: Save Time According to a survey by the Society for Human Resource Management (SHRM), HR professionals who have gone paperless report spending 35% less time on HR administration – leaving time for critical business relationship building and strategic initiatives to be developed. Reduce Errors Since HR and Payroll can be so complex, mistakes and human error can cause compliance problems. Taking everything digital and automating processes can greatly reduce errors and allows companies to be up-to-date with the latest legal requirements and HR practices. Make Better/Faster Decision Instead of spending time on getting employees started, have more time to understand the legal requirements in benefit plans (i.e. Health, Dental, Life, Disability, Long-term Care, Vision, Prepaid Legal, Legal, and 401K’s). Going paperless will ensure that HR personnel are easily up-to-date and informed to support employee questions and concerns. Readjust Staffing A paperless office allows companies to grow substantially without adding new staff. Onboarding and other labor-intensive tasks can be automated, and key-strokes can be significantly reduced so HR personnel can focus on other areas of the business. As the article concludes, “All of these trends point to having a slightly better workplace for all of us in 2018, and while companies have new challenges in making this possible, they are likely to be rewarded by higher productivity and greater employee loyalty.” [blogpromo type=’webinar’ link=’https://www.netatwork.com/resource/go-paperless-in-hr-digitally-manage-your-employees-from-hire-to-retire/’ btntext=’Watch Now’ iconlabel=’Recorded Webinar’] Go Paperless in HR – Digitally Manage Your Employees From “Hire to Retire” Have More Time to Concentrate on Your People and Not the Processes to Manage Them[/blogpromo] To learn more about how your company can make a digital transformation, please contact us.

One area where many companies feel the pain of paper and the need for a Document Management solution is in the Human Resources Department. When it comes to record keeping in the Human Resources department, two of the most crucial elements are privacy and legal compliance. This often means making sure things are filed in the proper place, securely locked up whenever the Human Resources Manager is gone, and keeping boxes of old employee records at a storage facility either onsite or offsite in the interest of space. Adopting a Document Management system in the Human Resources department allows you to have all the space and security you need from your computer. Space Space becomes an issue because each time an employee leaves the company, the HR department is required to keep all of their documentation for a specific amount of time depending on the particular document type and what the state and federal laws require in their particular location. This probably means shipping boxes of files to a storage facility, paying the storage fees for however many years are required, and then paying to have them destroyed when the time requirement has been met. If information was required of a former employee, there would be another charge to ship the particular box back, find the document, and then ship the whole box back to the storage facility. This process is not very cost effective or timely. Security Human Resources Employees have to be very prudent about making sure they don’t leave confidential information on their desk or in any place where it can be accessed by anyone besides them. Having printed copies of these confidential documents leaves them more vulnerable to misfiling or being left out on someone’s desk. [blogpromo type=’live webinar’ link=’https://www.netatwork.com/resource/expanding-your-document-management-to-human-resources/’ btntext=’Watch Now’ iconlabel=’On-Demand Webinar’] Topic: Expanding Document Management to Human Resources
[/blogpromo] Simplicity If these documents were captured and stored in a document management system, they would be secure and easily retrieved in a moment’s notice. Even for a large company with thousands of employee records to manage, the ability to retrieve documents by index property values like social security number, name, document type or date makes searching for a particular document very simple. Eliminating paper from the human resources department leads to cost savings, increased efficiency and increased security. The costs associated with printing, filing and off-site storage would be eliminated. Getting a needed document would mean typing in an index value rather than going to a file cabinet, finding the employee file then finding the particular document. Practices would always follow legal compliance because former employee files could be easily kept in the system, and the security would ensure that private information could only be viewed by authorized staff. Many different areas of company operations are heading toward electronic storage, and for human resources departments, it is easy to see the benefits of having the storage, security and ease of retrieval that document management provides. As an example, DocLink, document management for Sage comes with an effective solution to store and manage documents securely for Human Resource Department. If you are interested in learning more about Document Management, visit our learning center full of relevant whitepapers, webinars and recorded demos on the topic.

Most agree that clear communication is key to success – as a leader, coworker, friend, spouse, and parent. That good communication is also the key to successful relationships with your customers and vendors. Just as relationship experts suggest you ask your partner how they prefers to communicate, so too should you ask your customers how they prefer to communicate. Some may want phone calls, while others request emails or faxes. Communication with Customers and Vendors Are you communicating with customers and vendors clearly, professionally, and in a timely manner? Document management can help with all of the above. With a document management solution integrated to your ERP, you are granted the flexibility to specify what is distributed to whom as well as how and when. You can use your solution to automate the distribution of a document – and its associated files – to individual recipients. This ensures that you not only keep up with necessary communications but even stay ahead. Sending Documents in Different Formats Not all vendors or customers ask that you send documents to them in the same format. This can make life difficult as you manually customize each process based on the person you’re dealing with. Instead, you can use software such as Sage endorsed solution Doclink to message recipients in their preferred method, whether that is email, fax, FTP, etc. Accounts Receivables (AR) One popular use of this automated output is in Accounts Receivables (AR), as AR employees can capture and send AR invoices and statements quickly, along with the signed delivery receipt and customer PO. By automating collections, you improve cash flow, increase customer satisfaction, control receivables and invoices, expedite DSO and inbound cash, and lower your costs (as you no longer print and mail nor waste employee hours manually searching for documents to attach to emails). Uses are not limited to Accounts Receivables. Anyone who routinely distributes any sort of document can benefit from automated delivery. Plus, you can utilize templates to customize the look and feel of your automated emails or take advantage of cover sheets to accompany your faxes. [blogpromo type=’webinar’ link=’https://www.netatwork.com/resource/doclink-sage-output-manager/’ btntext=’Watch Now’ iconlabel=’Recorded Webinar’] DocLink for Sage: Output Manager – Automate Document Delivery to Customers & Vendors – With this Sage endorsed solution, you can streamline the document delivery process based on preconfigured routing rules. [/blogpromo] If you are interested in learning more about Document Management, visit our learning center full of relevant whitepapers, webinars and recorded demos on the topic, or register above for our upcoming webinar on DocLink for Sage: Output Manager – Automate Document Delivery to Customers & Vendors.