Rubex by eFileCabinet provides all of these features and controls, making it a perfect addition to any HR firm’s tech stack.
Being able to file and retrieve documents at any given time in the shortest amount of time possible would be an invaluable asset to just about any business, but especially to HR companies that deal with massive volumes of documents. The filing and upkeep of records alone likely warrant the cost of hours of labor. Rubex was built with the goal of assisting businesses to focus their resources on worthwhile projects that help them grow rather than tending to the mundane tasks of maintaining records and paperwork. The better a company is organized the more efficient it will be, but only if the process of becoming organized doesn’t stifle actual growth.
Rubex has the ability to make files file themselves, as well as make file retrieval simple and so effective that you never lose a document again. With Zonal OCR, you can set up templates for your standardized forms, so the system can actually recognize the text on digitized documents. Furthermore, you can program the system to automatically route certain documents to the right locations, based on what kind of form it is and the information contained on it.
Finally, the full-text search function utilizes OCR technology to help you locate any file within the system by searching the text within a document rather than just the file name. In most cases, you should be able to locate an employee’s file by simply searching the employee name, company, date, etc. You can also search in specific containers such as client drawer or employee folder to help you narrow down your search.
We understand there needs to be limitations and controls set in place when housing multiple clients’ HR-related documents on one, central platform. Not every employee in the firm needs or should have access to all client data, but still needs some level of access to the system. Rubex has several measures that allow everyone within your firm and your clients to do their jobs without compromising the confidentiality clients entrust you with.
Group-based permissions allow you to categorize your users and place them in a group with certain levels of permissions. For example, your payroll experts can be granted full access to client payroll folders, but nothing else. Perhaps you want to give one of your HR representatives full access to that specific client’s drawer, but not any other client. Users that don’t have permission to read folders and files won’t even see them within the system.
Paperwork in HR is inevitable, but it doesn’t have to be the whole job. Instead of spending your labor resources on upkeeping the constant flow of paperwork, you can direct them to more productive tasks. You’ll be able to take on more clients and deliver better service. To find out more about Rubex, fill out the form below to receive a free, personalized demo.