Document Management System
for Human Resources

ZoneDM, the Document Management System for human resources provides The ability to keep and file detailed records, access them quickly when they are needed, inform the right parties of important occurrences, and enable proactive decision making is critical in daily HR processes.

Human resources managers are tasked with managing information from job applicants, employees, and even board members, and the challenges can be daunting. From the posting of a position through an employee’s hiring, management, and departure, detailed information has to be provided, collected, and available to meet organizational and regulatory requirements. Applications, resumes, contracts, credentials, records of disciplinary actions, reviews, union vs. non-union forms and contracts, vacations, overtime, comp time, time off requests, and productivity reports are the documents which ZoneDM can manage.

Managing the Contracts: Employee Compensation, Benefits, and Obligations

ZoneDM will store the information date of employment, date the vacation period renews, date the employee is eligible for comp time or is due for a review, and more. An Document management system can store all of this information, and it can be indexed in a way that simplifies management of the dates and related actions that need to take place at specific times. Digital workflow greatly enhances efficiency in the process. It can enable pre-defined automatic alerts and emails to inform the appropriate personnel that a specific action or review is needed. Workflow can be instructed to automatically solicit signatures and return signed documents to designated recipients. From time off requests through disciplinary action and performance reviews, the right people have secure access to the right information, and both rewarding and corrective action can be swift.

Monitoring Productivity: Helping Employees to Succeed

A caring human resources team works proactively to identify deficiencies in both their system and their employees, giving the latter the tools and training to improve poor performance as well as the recognition to encourage and reward strong performance. With a digital workflow system, management can proactively identify weaknesses in routine HR procedures (such as slow responses to job applicants or inconsistencies in granting comp time based on rules and records). Reports make it clear who is processing the lion’s share of work as well as who is unable to keep pace with demands, and work can be reallocated accordingly. Management can immediately identify systematic procedures that are ineffective, or employees who cause slowdowns early in a process.

As a result, proactive action can be taken to transform performance into a positive review. If training or coaching is needed, the employer has an opportunity to provide it. Alternatively, duties can be reallocated to help the department and individual to be more successful and productive. The high cost of staff turnover from mismatched talents and skills—or employees who are frustrated by deadlines they can not meet—can be avoided by proactively analysing processing challenges with digital workflow and its analytical tools. Training or other necessary actions can be taken to address concerns.

Managing Employee Files: Keeping the Details Straight

The HR world would be much easier to manage if every employee started working on the same day of the year, received the same compensation and benefits, and earned the same time off. Reality tells us that this is not possible. Union versus non-union contracts and forms, overtime hours, sick time and bereavement, jury duty, disciplinary actions, severance, and numerous other factors make each person’s records, needs, and rights different from the next. The details are challenging to manage in a paper-based system.

ZoneDM contains Digital record-keeping. It brings numerous benefits, eliminating the paper chase and potential lost records, and making it possible for employees to view their own information via the Web if they are granted access. This reduces time spent by the HR team in searching for files, and guarantees that each employee will be able to see as much or as little information as they have been permitted to view. Time otherwise spent chasing information can be reallocated to services that are more meaningful for the company and more fulfilling for the HR staff.

Employee files that are stored electronically and linked to digital workflow become the launch pad for a series of automated procedures. For example, when an employee registers a time off request or bereavement, the data entered into the system can automatically kick off a request to the department manager or appropriate person for approval. The electronically rendered authorization can automatically send a request for a countersignature from HR, and the signature can promptly send an approval email to the employee (or a denial noted on the form can send a separate email). Incomplete forms can automatically enter separate workflows requesting completion of the missing data. By automating routine procedures like these, processes that previously might have required several days can be completed in hours, and in some cases even less. This eliminates costs and frustration for both the employee and staff.

Integrating with Your Line-of-Business Applications

ZoneDM Document Management system for human resources integrates with your HR and other software applications leverages the value of data that is already stored in these applications, avoids the errors that occur with data re-keying and redundancy, and enables better and faster service. EDM and workflow solutions should be able to integrate thoroughly with the systems in which your applicant, employee, or other internal and external HR “customer” data is stored. Relevant data from the payroll software and HR applications can be housed in the central EDM repository. Changes or updates to the system can be used to initiate standard, routine processes, saving considerable time and money, as well as efforts previously required to chase and update information manually.

ZoneDM Document Management system for human resources is the starting point for organisational efficiency. It enables staff search accurate information quickly, at any time and from any location, and to ensure that only those who are permitted to access and act upon sensitive data are able to do so. Audits and demonstration of compliance with regulations are significantly easier and information is not lost or misfiled. Equally important for the HR department is the availability of data to ensure good service and fair treatment for each and every one of its constituents—from the potential employee’s job application through hiring, employment, and eventual departure.