Employee files grow larger over time and legal retention requirements are long, in fact some records are permanent. In addition, HR documents are extremely sensitive. They contain payroll and medical information as well as performance reviews and applications.

HR is generally viewed three categories; active, terminated, and benefits. Terminated files are generally kept in boxes and files cabinets in a warehouse or basement. The problem grows unattended until the customer has to do something about it.

Active employee files have not been as much of a problem because people are used to dealing with paper. This is changing as HR is becoming accustomed to electronic files such as online applications. Many documents in an HR file also require signatures, so paper is expected. As active files transition to terminated files, the problem continues to grow.

The Solution

DTI can recreate many of the HR forms in electronic format for filing to an Information Processing Management solution for future retrieval. Users will complete the form online, print and sign the form or create an e-signature. The signed form is routed into a workflow with the signature and the data already in the system to access. Through an Image and Process Managament solution, security rights and user access is controlled to ensure confidential information is protected. Retention schedules can be placed on certain documents so they are removed withn the appropriate time guidelines, or kept secure from accidental deletion.