While it’s important for HR to fill the role of maintaining employee records and performing duties like audits, it shouldn’t have to consume a majority of your time. If you could mitigate the impact these tasks had on your day-to-day, you could spend more time on employee-centric projects like researching new benefits, working on individual employee recognition, planning career training seminars, and many other undertakings that make your business a more desirable place to work.
File Records in an Instant
Staying organized with the wealth of different employee records can be a full-time job on its own if you don’t have help. Every employee requires a file that will no doubt expand as their career with the company goes on. For every new record created, that’s time spent having to organize it into the filing system. Depending on how many employees your company has, this could be a daily occurrence. If your company just went on a big hiring spree, there’s a lot of work to be done that could take weeks of document gathering and organizing.
Instead of manually organizing and filing records, use a system that could automatically identify records and file them in the correct location. It just takes a small amount of set up to make a system route documents on its own, with minimal input from you.
Rubex by eFileCabinet uses the advanced scanning software Zonal OCR to process documents and automatically route them into the system. Zonal uses predesigned templates to identify the text in important fields of a standard form and records it as metadata in a document profile. Using this data, it can follow some pre-established rules for routing the document into your Rubex system.
For example, if you need to file an I-9 form, process it with the I-9 template so it can record the essential data from the form including employee name, address, and everything else. The template can also be programmed to route the document based on the first name and last name contained in the document. Zonal also has the unique ability to automatically create a new folder in the system if the destination doesn’t exist. So if the employee is new and doesn’t have a folder in the system, it will create one automatically, using the identifying information you choose like their last name.
By setting up the software to process the common types of forms you deal with, you can instantly file a document just with a scanner and a few mouse clicks. This method also helps avoid human error by decreasing the opportunities for typos or documents to misfiled.
Don’t Sweat the Small Stuff, Automate It
Alongside filing employee documents, there are a lot of other mundane tasks HR is responsible for. When certain forms need approval from multiple people in the organization, rather than chasing signatures, Rubex by eFileCabinet provides you the ability to set up a workflow that automatically routes documents that need review and approval to the correct people.
Document governance allows you to set timetables on documents that require follow-up after a set amount of time. For example, you can attach a notification to a semi-yearly review to be sent to you and the employee’s supervisor after six-months.
When it comes time to conduct an audit to check for compliance, audit logs are constantly updated for each individual document as well as the entire system. Each action along with a timestamp and the involved user are recorded so you can ensure that certain records are kept private and you are complying with government and industry standards.
To learn more about how Rubex by eFileCabinet can be your gateway to working more with people and less with documents, fill out the form below to view a personalized, free demo.