Monday, March 17, 2014

Document Management and Human Resources Management

There are a number of problems associated with documents used in managing people, in such functions as recruiting, selection, training or other administrative processes associated with staff.

Some examples of document-related difficulties that can come up with these processes include:
  • Some of the processes are very paper-intensive.
  • Administrative tasks take up a lot of time.
  • Accessing and recovering all the documents related to an employee is complex.
  • When a company is hiring for a position, a large number of resumes are received, and it’s complex to get information on the candidates who have the right set of skills.
  • Companies need to meet regulations and guarantee the privacy of the information of the candidates.  
  • It’s complex to properly maintain and centralize all of the material related to employee training.
  • Employees should submit documentation during the hiring process; and, similarly, receive information (which might be generated internally or externally).
All of these problems can be tackled by using a document management system. For example:
  • Paper-intense processes:  An ECM system helps us manage the documentation digitally.
  • Administrative tasks that take up too much time: Simply eliminating paper from processes can create reductions in the time needed to carry out processes; in addition, however, by implementing simple revision work flows, we can cut the amount of dead time when a document moves from one person to another. 
  • Accessing all of employee’s documentation: We can organize our documents within the system so that we can access all of the documentation related with an employee during his or her entire career with the organization from one specific source. In other words, we can have the employee’s entire HR file in digital format.  
  • Security and privacy: An ECM or document management system allows us to get traceability with all the things that happen to a document and to use permissions to control access to documents.
  • Keep training materials up-to-date and in a central location: Systems like Athento can be integrated with e-learning platforms such as Moodle. What’s more, version control helps us avoid having multiple versions of material and keep just one up-to-date copy. An ECM systm can also help us understand which documents are valid and which ones have expired.
  • Help with the hiring process: Smart document management tools allow us to automate processes like the automatic identification of resume, navigation using tags that are automatically extracted that make it easier to access information; the capacity to use metadata and searches to get to CVs that fit just what we’re looking for when we’re hiring for a job, etc.
In the success case of our client, Volotea, you can read about how the company controls the validity of the documentation it uses in their training courses.



  1. There are a few products out there that are paving the way for this type of technology , I think it is about time that we have a new generation of websites , users are spending more and more time online and this seems the next logical step up..@

  2. Document management software is best platform to handle all human resource activities.


  3. Definitely a great time tracking software such as Replicon's timesheet software - which is so hassle free over similar such tools like Harvest and Freshbooks etc. due to its simple calendar view interface and can be used as an integrated suite.