GUIDE TO

PAPERLESS
HR
How electronic filing improves
efficiency in Human Resources

Document
Management
Software

[Link]/HR
HR DOCUMENT MANAGEMENT
PAPERLESS SOFTWARE

HR document management software converts paper to digital, and

together with all your other electronic files, securely stores and
manages records. It replaces the need for filing cabinets and shared
drives, and simplifies filing, finding, and archiving information.

Manage
Capture Categorize Access Share

Top Reasons for HR Document Management Secure and Centralized

• Move personnel files from paper to electronic With all your current and former employee files centralized
• Ability to search makes it easy during audits in an HR file management system, everything is in a single,
• Avoid losing or misplacing files secure location where files are easy to find. Quick and easy
• Streamline onboarding access to information leads to faster decision-making.
• Improve tracking of policies & procedures
• Improve tracking of employee reviews Once files are digitized and centralized, you have the option to
• Control who has access to files sync data across systems. As data changes in one system, the
• Set retention periods changes can be applied to files automatically without the need
• Use eForms instead of paper forms to refile or reorganize records manually.
• Connect files with data in HRIS/HCM systems

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 Familiar
and easy

Windows integration
makes HR document
management familiar and
easy to use. Web browser
access means you can
also get your files online.

Document Locator’s Windows file and folder workspace allows

WINDOWS users to remain in a familiar and comfortable environment.
Navigation is built right into Microsoft Windows Explorer and

INTEGRATION PLUS the Windows Desktop. It’s as easy-to-use as Windows, and

looks just like a shared drive.

WEB ACCESS Security controls who has access to the system, while
sophisticated file management functions are available with a
simple right-click.

A secure web browser companion makes it easy to access

your files online on any computer, tablet, or smartphone.

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FILE MANAGEMENT SOLUTIONS
Streamline productivity in the Human Resources Department.

HR File Polices and Employee

Management Procedures Onboarding

Files are automatically Prepare, distribute, and Electronic forms replace

named and filed in track acknowledgment paper to streamline the
their correct location of important policies onboarding process
with security applied. and procedures. From and other form-based
Everything is managed employee handbooks, procedures in HR.
with consistency, to work instructions, to Workflow automates
eliminating the risk of lost corporate policies, staff alerts and notifications
or misplaced records. are kept informed of the so necessary actions are
most current information. taken. You have complete
visibility into processes.

SEE HOW IT WORKS “…I highly recommend

Demo and videos available at: ColumbiaSoft’s
[Link]/HR
professional team
and their approach
to ensure a smooth
implementation.”
James Lodenquai
Human Resources Director,
Vallarta Supermarkets

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 3 ways electronic filing
improves efficiency
Significant resources are spent printing, filing, storing, and
retrieving paper documents in HR. Every aspect of paper
filing adversely impacts the efficiency of the HR department.
Here are some ways electronic filing improves the situation:

Auditing and compliance

Auditing is made more efficient with the ability
to quickly retrieve files and verify processes.
Records are searchable based on content and
metadata, and files are easily organized and
made available for review.

Record-keeping
Security and privacy requirements for information
that falls under regulatory control, such as
worker’s compensation, unemployment,
I-9’s, FMLA, OFLA, and more are all managed
according to standards for privacy and retention.

Process consistency and automation

Automation of processes eliminates errors,
interruptions, and duplications. Business steps, in
everything from onboarding, to offboarding, and
status changes are defined and repeatable, and
the process flow is streamlined.

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 1-2 months A COST-EFFECTIVE
to implement
OPTION
HR document management is considered a cost-effective

6-12 months
alternative that can be used stand-alone, or connected to
HRIS/HCM or payroll systems. It unifies file management, and

average ROI synchronizes with employee data between systems.

While HRIS or HCM systems are usually purchased on a per-

employee basis and can be costly, HR document management

100%
typically costs a fraction of a full HRIS system, and is also less
costly than add-ons to those systems. It offers tremendous
flexibility and can be purchased for teams of all sizes and
paperless
used only in the HR office, or company-wide.

KEEP YOUR HR FILES IN ORDER

I-9 files Payroll records files
I-9 employment eligibly verification forms belong in a separate Payroll-related documents like W-4’s or files containing SSN or
file of their own. Set retention policies separate from other other protected information may be stored automatically via
types of records and have the flexibility to pull the I-9, with links with the HRIS or payroll system.
other records, for a specific employee via search.
Injury files
Medical files Files related to injures while on the job, like workers’
Keep employee medical records confidential and separate compensation claim records and injury reports, and any
from personnel files. Allow only staff with appropriate additional medical records are secured with profiles
credentials to access this portion of the employee records. appropriate for these specific file types.

Personnel files
Personnel files are related to the employee’s hiring and
employment, in addition to items that may have impact on
future employment. For example, performance reviews and
corrective action records may need reminders for follow up
that you can set automatically.

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Manage employee files, automate workforce procedures, and take
advantage of eForms with HR document management solutions using
Document Locator.

Searching Scanning Auto-filing

Instantly search and retrieve Convert paper files to digital Automate naming and folder
files, use custom searches, and and they become fully-text structures for consistency and
save searches to find files later. searchable in the system. easy organization.

Security Retention Metadata

Security controls who has Records polices maintain Files are categorized with
access to files, and activity is retention requirements. Alerts descriptive facts to improve
recorded in detailed audit logs. notify when action is needed. organization and findability.

Workflow Reporting Electronic Forms

Workflow improves process Validate compliance and eForms streamline form-based
efficiency, with automated improve accountability with processes like onboarding,
routing & electronic approvals. built-in reporting. while eliminating errors.

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 PHONE ADRESS EMAIL
800.298.1172 15495 S.W. SEQUOIA INQUIRIES@[Link]
PARKWAY,
SUITE 190
PORTLAND, OR
97224

ColumbiaSoft is a leading document management solutions company.

Since 1998, we’ve been helping businesses and organizations improve efficiency and
reduce risk. Our solutions are fully integrated with Microsoft and other leading software
technologies, making it easy for people to use.