Financial services corporation increases their HR department’s productivity levels
Challenge
A government-sponsored financial services corporation had a growing information accessibility problem in their Human Resources department and required a centralized means of leveraging and sharing HR documentation. They also did not have the office resources to promptly digitize and archive new paperwork onsite. Without being able to scan their documents in a timely fashion and having no central repository in place, locating and referencing important HR information became a laborious and time-consuming process. In addition, they had difficulty keeping their document approval workflows in-line and efficient given the lack of a digital collaboration platform that could facilitate the review of pending documents.
Solution
To help increase this client’s accessibility to employee information and speed up HR processes, GRM stepped in and provided them with a comprehensive information management solution that was simple to implement and would immediately address their challenges. To start the implementation phase, we transferred their HR record inventory to our storage facilities and initiated the digital conversion process. Our imaging centers are equipped with the latest scanners on the market and played a vital role in making sure the quality of each scanned file was optimal.
Once their files had been digitized, we uploaded them onto our cloud-based digital repository for authorized users to access online. After we had established a central document repository for employees to leverage, we then implemented our workflow automation technology in order to streamline the way pending documentation circulated through a chain of approvers. With our repository serving as the means of delivery, HR documents requiring approval were automatically sent to the appropriate individuals and would continue upon a pre-determined approval cycle until a document has been fully approved. If a reviewer does not interact with a document within an allotted period of time, email notifications are sent to that user as a reminder to deny or approve a file.
Implementation
After executing this complex information management solution, their Human Resources department was able to quickly and easily access important employees files and avoid wasting time searching and retrieving physical HR documents. Another way productivity has increased in their HR department is that now HR employees can focus on other important administrative tasks rather than handle the day-today record indexing, storing and scanning of new documentation. From a document approval perspective, automation technology was able to streamline and accelerate the collaborative process between approvers and ensure the approval process did not stall.
Overview
Products & Services
- Physical Record Storage
- Scanning Services
- Vendor Neutral Archiving
- Workflow Automation
Benefits
- Higher Productivity From Human Resource Employees With Document Scanning, Indexing And Storing Being Handled Offsite.
- Enhanced Document Sharing And Accelerated Approval Of Sensitive HR Documentation.
- Increased Accessibility To Employee Files.
- Greater Employee Satisfaction Levels Throughout Their Organization.
- Reduced Physical Storage Costs Related To Housing Their Patient Charts And Pathological Samples Onsite.
- Increased Their Available Office Space And Re-Allocated Office Labor Previously Leveraged For Indexing, Archiving And Scanning To Other Areas Requiring Attention Such As Patient Care.
- Boosted The Accessibility Of Patient Chart Information Throughout Their Health System.
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