Document Management for Human Resources
The Human Resources department is home to some of the most complex paper processes in business today. HR professionals spend considerable time and labor processing corporate and personnel documents – and experience the paper pain that goes along with it. Proper management and storage of HR files is critical to complying with employment and financial management regulations and reducing the risk of litigation.
Future Perfect Solutions provides electronic document management solutions (EDMS) that simplifies information retrieval, streamlines employee reviews, processes new hire packets, tracks payroll reports and benefits and updates W-2 statements.
Instantly Locate Employee Records without Leaving Your Desk
The average personnel file contains more than 50 different records.
Personnel documents in paper format are simply no longer a viable option for most HR departments, and retrieving paper records is not cost effective and wastes valuable time. Future Perfect Solutions delivers a simple, effective system to electronically capture, manage and protect business-critical HR data including:
| Applications | Resumes | Employee Correspondence |
| Recruiting Information | Non-Disclosure Agreements | Non-Compete Agreements |
| Confidentiality Agreements | Insurance Information | Benefits Elections |
| 401K Documents | Medical Plan Documents | Workers Compensation Documents |
| Performance Reviews | Payroll documents | I9's |
| W-4 Forms | 1099 Documents | COBRA Forms |
| Separation Agreements |
A Success Story
We implemented an EDMS that enabled a HR team to scan large batches of new hires without placing separator sheets between individual packages or between each new hire document. The solution automatically classified each unique “New Hire” package as well as each document within the package. With the ability to retrieve any employee record with a few keystrokes, a team of three people supports the hiring of over 100 people per month. The timesavings, supply savings and increased employee productivity paid for the solution in eight months.
Our classification system works with all major EDMS, so if your organization already has started down the electronic filing path, we can take your operation to the next level.
For departments that do not require automatic document classification, our simple point and click solution makes short work converting HR paper forms to digital files.
Improve Operational Efficiencies
An example of how we can streamline your hiring process is through web-based electronic forms. Employment data is cost effectively captured and automatically stored in the document management system. Once the data is saved, a new employee hiring workflow is automatically started. This provides instant visibility to the users involved in the process and allows them to make decisions automatically about the candidate. All of this functionality collapses the time and reduces the cost that it takes to process employment applications and provides the documents and decision data you need for regulatory compliance.
Maintain Regulatory Compliance and Document Retention
Future Perfect Solutions helps companies take the complexity and cost out of complying with document retention regulations. Retention rules can be assigned to document categories, making it easier to follow industry and EEOC regulations and statutes without having to maintain archival file cabinets or invest in costly off site storage.
Seamless integration of our EDMS into your existing HR processes will instantly improve organization and revolutionize productivity. You’ll see immediate returns on your investment – whether it’s creating a centralized electronic cabinet for storing personnel documents or responding to employee and management inquiries quicker.
Future Perfect Solutions provides you the ability to retrieve specific records within a file using document categories, index values or even the OCR text itself. This rapid search capability helps HR professionals save countless hours compiling information and looking for specific files.
Controlled Access to Any File
Our solutions are built with a sophisticated technical architecture that includes tools to help your business maintain compliance with of all major personnel and human resources regulations including HIPAA, eSign, Department of Labor, IRS and Homeland Security. Our EDMS features system, cabinet and drawer permission features as well as role-based security to ensure that confidential documents are accessible only by the authorized personnel your organization determines.
HR departments easily control and monitor user access to documents and files stored within the database. This feature helps protect confidential employee information, and works to ensure that files are not compromised, misplaced or accidentally deleted.
Accessibility to Files Anytime, Anywhere
For managers who work remotely or at satellite locations, our web module provides secure, real-time access to company files and documents via a Web browser.
Future Perfect Solutions looks forward to helping you quickly transform your HR department from a paper-intense environment into more productive, structured and resourceful electronic office.