Post on 12-Apr-2017
BJ JohnsonVP SolutionsArchive Systems, Inc.
bjjohnson@archivesystems.com
@ArchiveASIU
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2
+ 7HR Systems
+ 5 Document Repositories
Source: Bersin by Deloitte, Predictions for 2014 Source: Docurated, State of Document Management Report
15 51% or greater productivity
savings
minutes spent daily looking
for info
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Source; AIIM Industry WatchPaper-Free Progress: measuring outcomes
• Documents at rest
• Documents in transit
• Documents on-loanSecurity
• Who – Access by document, ESS/MSS
• What – Share, Print, Edit, Delete
• How – Browser, Device, LocationAccessibility
• Automation – Distribution, Completion, Filing
• Workflow – Routing
• Monitor – Complete, Missing, ExpiredEfficiency
• Ease of use
• Minimal training
• FeaturesUsability
• What’s in the box?
• Custom, Coding
• Implementation – Process, Support, Price
Cost & Complexity to Implement
Search & Retrieve Document Attachment
Enterprise Content Management
Business Process Document Management
Technology Options
Approach
Secu
rity
Acce
ss
ibilit
y
Eff
icie
ncy
Usab
ilit
y
Co
st
/
Co
mp
lex
ity
Overa
ll
Discussion
Search & Retrieve
The approach with the least options for functionality.
Simply converting documents to images, and storing those digital images in network directories or rudimentary databases. This option does not delivery significant gain for the Human Resource department.
Document Attachment
An attachment model delivers a one-dimensional structure for attaching an individual’s documents to HRIS records. It falls short on meeting the process needs of the Human Resource department for tasks that include multiple employees, and it is generally not the robust environment needed for secure document sharing with external parties, such as lawyers and auditors.
Enterprise Content Management (ECM)
An ECM is a scalable IT tool, but is rarely implemented in a manner that truly meets the unique needs of the HR department. The cost and complexity of configuring and maintaining an HR solution is generally beyond most organizations’ available IT resources. There are also security issues that arise as a result of the internal IT having access to sensitive HR data.
Document Management Application
A purpose-built application that specifically matched the needs of the HR department, and delivers dramatic benefits across the board. Recognizing the sensitivity of personal information contained in HR files, a true HR Document Management application provides comprehensive security while preserving accessibility, efficiency, and usability.
Source; AIIM Industry WatchPaper-Free Progress: measuring outcomes
~50 hours per month
= ~30% of one person
30% of ~$60,000 = $18,000
New HiresFile RequestsFile Maintenance
} 30 minutes each
~100 per month_______________
= ~$7,500 per year
Temporary LaborHR Staff Overtime } 3 Audits per
year
~$2500 per audit (~2 weeks)_______________
~10 minutes per audit
= ~$200 per year
vs
CertificationsTracking Reporting
= ~$7,000 per year
SpreadsheetsDocumentsCampaigns
} 4 hours each
~12 reports per year
~4 Campaigns per year
__________ } 4 days each
~10 minutes per report
~ 2 hours per campaign
= ~$400 per year
vs
“Digitizing our records has helped us consolidate a large amount of office space…We are actually in the process of converting an old “file room” into
much needed workspace.”
~$25 per sq ft prime space
=$4,000 per year!
• 2,000 employee files will require
~10 file cabinets
• Each cabinet is ~16 sq ft
160 sq ft of file space
_______________
Fax
MFP/MFD
FTP
Capture-Organize-Route-Store-Govern
HRIS
http://www.archivesystems.com/resources/webinars
Library of recorded webinars
http://www.archivesystems.com/resources/special-reportsSpecial Reports
http://hrdailyadvisor.blr.com/2015/11/16/check-out-the-2015-employee-file-management-survey-results/
HR Daily Advisor Employee File Management
http://info.aiim.org/paper-free-progress-measuring-outcomesAIIM Paper-Free Progress: Measuring Outcomes
bjjohnson@archivesystems.comTwitter - @ArchiveASIULinkedIn – BJ Johnson