As an HR professional, what could you be doing besides filing paperwork? You probably didn’t go into HR for the paperwork. You got into HR because you like working with people and because you’re great at managing and growing human capital. It requires plenty of time and energy to strategize and execute on projects and initiatives to bolster employee job satisfaction as well as improve their job proficiency.
Unfortunately, projects like these get sidelined due to busywork which is mundane but needs to be completed in order to stay organized and stay compliant. As a company grows and takes on more employees, the more paperwork for onboarding purposes there’s going to be. You need to create new files and folders for all of the records created while they’re with the company. As time goes on, certain documents meet their retention requirement and you need to purge them. It can be hard to keep on top of if you don’t have help.

What You Could Be Doing Besides Filing Paperwork

In order to keep employees engaged and happy with their positions, they need to feel like their needs are being fulfilled by the company and that the HR department is receptive to their needs. This not only includes decent benefits but other perks as well. For ambitious employees, continued training and resources for improvement are the signs of a good company that’s invested in its employees’ careers.

Automated Routing

Think of the time you’d save if documents literally filed themselves. Manual data entry is the bane of productivity, but it can be accomplished automatically with Rubex by eFileCabinet. With the use of Zonal OCR, you can program your document management system to identify what type of documents are being uploaded, and automatically route them to the correct locations. 

The system uses OCR templates that capture text within predefined fields, recording all the essential data and attaching it to the document as metadata. For example, if you have a standard form for employee information that you have them complete, upload it with Zonal OCR, and it will route it to the employee’s folder using the text it reads. If it’s a new employee that doesn’t have a folder created yet in the system, it will create one.


HR requires documents to be filed according to a uniform system, as well as have certain documents stored separately in order to stay compliant. Careful filing and organization are required, but you shouldn’t have to repeat your hard work over and over when there’s a way to easily replicate it. Whenever you onboard a new employee, you need to create a new folder structure with the necessary subfolders and documents.

The best way to accomplish this is by creating folder templates for you to copy and paste into your system each time you need a new folder for an employee. However, there’s more work that needs to go into your folder structures such as establishing permissions and other settings to each one. 

Templates with Rubex allow you to set up your folder structure as well as the required access preferences, so you don’t have to set them each time. You can also set up retention rules and other automation actions. 

Combining these features together allows you to create a system where onboarding employees is effortless. All you would need to do is upload the documents and they’ll be routed into the correct folder along with all the necessary permissions and retention preferences. And you can do this for just about any HR document process. 

Eliminating this busy work will leave you with plenty of time to plan all the human capital initiatives you’ve wanted to. To learn more about how Rubex can change your work for the better, fill out the form below to view a free, personalized demo.

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