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North America’s Largest Building Products Manufacturer Improves HR Operations with Electronic Personnel File ManagementHR Personnel File Compliance

In today’s fast paced building environment, time is money, and architects, developers, builders and contractors are looking to maximize efficiencies wherever possible including North America’s largest building products manufacturer.

The challenge

Managing paper personnel files had become overwhelming for the growing company. With over 2000 employees and growing, the HR department felt as if they were drowning in paper. Keeping track of paper across multiple locations was causing files to be duplicated or copied and faxed from one location to another.  Additionally the HR Generalists lived in information silos and could not easily share and collaborate on information with each other. As they continued to grow they also wanted to ensure they continued to meet ever changing compliance regulations and knew that moving to an electronic solution was the answer. Instant access to exactly what they needed no matter who the requestor was.  

The Solution

They were already using DocuVantage OnDemand® to manage their AP files so it was a natural fit to expand into the HR department.  Due to the nature of their business, they chose not to scan the paper documents of inactive employees. Instead, they chose a “day forward approach” to converting to electronic documents as well as scanning the active employee files.  Older files containing information about in-active contractors or employees are regularly purged according to the company’s records retention policy and therefore did not need to be scanned.

Today, the company’s HR Professionals no longer have to dig through boxes of paper to find information they need. Instead they use DocuVantage OnDemand® to capture, share and access the personnel files.  They have greater transparency into what files are available to them and the ability to search and view multiple files at once. The solution has been so successful they plan to continue expanding into other departments within the company.

As a result of their new personnel file document management solution, they were able to:

  • Clear space for additional team members as the company continues to grow.
  • Eliminate duplicated documents.
  • Save time searching for personnel files.
  • Access specific files i.e. I-9s within seconds in case of an audit and providing the auditor access to only the files requested instead of using hours of their team searching through boxes and buildings.

For more information on how document management can improve personnel file management at your company download this free whitepaper, or contact us for a free consultation.

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