Automated Document Management
What is automated document management, and why does it matter?
A human resources professional's time is often spent on data entry and file management, but many of these tasks can be automated by tools that reduce the need for manual data entry. In addition, implementing an automation workflow means that human resource professionals can spend more time doing what they do best-providing guidance and care to employees.
Robotic Process Automation (RPA) allows you to design workflows as simple or complex as your HR department requires. Creating multiple workflows makes it easy to map out automated document routing throughout the employee lifecycle, from applications and payroll to retirement and termination processes. Think of it as automated document management.
Automation Anywhere’s RPA IQ Bot and pre-built task bots for HR are a must-have. You can start with small processes, like collecting e-signatures or dive in with a proof of concept to see how RPA can expand to help your organization. Then, see what implementing HR automation can do for your bottom line, as this global bank did.
What are the benefits of automated document management systems for HR?
Many HR tasks rely heavily on manual processes and human supervision. Unfortunately, many HR leaders believe that bots are impersonal and incapable of generating much value. This is far from the truth. Record retrieval automation transforms HR tasks, increasing efficiency, accuracy, and accessibility. And RPA works with most HR software so that you can keep your Workday, Jobvite, and OKTA systems going without implementation downtime. It’s a win-win.
Employee record retrieval automation (ERRA) is designed to work cross-functionally to find, promote, and train new hires while improving employee retention. However, ERRA also reduces the complexity of multi-step, multi-sign-on processes and can collaborate between multiple HR partner systems.
Automated document processing is cost-effective. It makes hiring and onboarding more efficient, but there is also less duplication of tasks and fewer demands on HR professionals. In short, the more you incorporate automation into HR, the bigger the cost savings become.
RPA bots can be trained to generate detailed reports on employee performance or workflow, and identify issues or opportunities in real-time, providing businesses with better information about their organization and their employees.
Manual, on-premise data entry tends to be highly repetitive. The more humans have to perform these actions and migrate data from one database to another, the more likely they will make costly mistakes. HR workflow automation like record retrieval eliminates the risk and makes sure you never lose documents again.
Automated record and document retrieval can include auditable logs that compliance officers and experts can use to ensure adherence to local, national, and international policies, rules, and regulations. Bots can also locate and remove PII data, conforming to governmental information management policies.
Beyond compliance, proper management of employee data - such as address changes, promotions, or vertical movements to different departments - means keeping that information updated. This process can be full of errors and time-consuming. Intelligent automation pulls the data together, reduces errors, accelerates cycle time, and reduces costs.
Take the cost out of employee document management
Cloud-based RPA can help your business cut costs through automation, increased productivity, and streamlined processes. Request a demo today to find out how!
Who benefits from automated document management?
The use of document management automation is not limited to the HR department. Any department within a company can benefit from its use, given that it can help eliminate paper-based processes and improve the productivity and profitability of any department.
Those in charge of payroll and benefits tracking find automated HR and record retrieval particularly helpful. They can update benefits such as vacation or sick pay accrual. They can also generate statements or other documents to communicate more effectively with employees and management.
Automation systems enable HR departments to plan and identify needs, such as certification expiration dates, and register employees for renewals. Most importantly, these systems are secure and allow companies to keep data safe, limiting access to private information.
Leaders can use automated record retrieval to assess work performance, make decisions about pay, or decide promotions. This software is also helpful when helping employees chart a career path, delivering training, or planning skill development programs.
Record retrieval automation is easy to deploy, adjust, and manage. They also include additional security features and reduce network demand. Lastly, automation makes it easy to develop and execute document retention schedules to purge unnecessary data without violating laws and regulations.
Dell leverages RPA to boost HR productivity by automating small tasks
"We have a large, varying amount of automations—some are very complex, and some are pretty simple. We really try to change the way we work by implementing these automations."
– Joe Cotnoir, Director HRIS—Business Process Enablement, Dell
Automations in HR deployed in 2019 alone
How document management automation can help human resource departments
Automating procedures like collecting documentation, verifying information, compliance, and filing can save HR professionals time. HR departments are often unable to focus on specialized and strategic tasks due to many repetitive document management tasks. However, combining document management and record retrieval systems with other RPA and business tasks can extend the advantages of automation beyond basic tasks.
Hiring Process Automation
- Process applications and resumes
- Match skills to jobs to find the best fit
- Document verification
- Onboarding processes
- Payroll and benefit enrollment
- Identification, account setup, and employee dashboards
- Fetch documents as needed
- Provide notifications when certifications expire
- Keep employees informed of details like vacation accrual and healthcare benefits
- Generate contracts, retirement, and termination documents
- Promote internal promotions with those who qualify
- Automatically request and update records
Intelligent Document Processing
- Track certification expiry
- High-quality report generation
- Identify Missing information or documents
- Track document use and performance metrics
- Standardize data to make it accessible to other programs
- Verify document validity
Security and Compliance Tasks
- Chain of custody logs
- Cross-referencing to bridge the gap between information systems
- Encoding, encryption, and other security measures
- Control document access
- Automate document purging
- Monitor for adequate training and certification
What to look for when choosing document processing and management solutions
The best human resource management software needs to integrate flexibility, usability, and consistent security requirements to maintain the best experience. That is certainly not an easy task, but Automation Anywhere RPA's cloud-native platform and unique blend of features can meet all these requirements, making it the prime choice for companies around the world.
Automation Anywhere's HR document management solutions use easily deployed bots, AI, and ML to create powerful, dynamic workflows. In a short time, these automated, omnichannel solutions will perform multiple tasks and provide you with actionable and measurable insights you can use to grow your business while minimizing your risks. As a result, you'll be able to maximize your HR department's performance while ensuring your business outperforms the competition well into the future.
How businesses can get started with automated document processing
To discover what Automation Anywhere and RPA can do for you and your employees, contact us now to arrange a demo. Our automation experts will be happy to show you how our various RPA solutions can save you money, increase productivity, and open the door to new opportunities not otherwise possible.