HR Process Automation with M-Files

Given the amount of information human resource departments are required to manage and secure, it’s not unfathomable that these HR processes can become difficult to organize. Enterprise Content Management solutions, such as M-Files, provide tools that can assist in streamlining and automating these activities while keeping private records in compliance and secure.

Human resources is a central department that has to deal with a lot of daily challenges. One of the biggest being that every decision is recorded and documented. Regardless of the size of the company, the HR department is in charge of collecting information and documents for every department and employee. They must collect, categorize, and share sensitive documents while providing employees the peace of mind that their personal information is being stored securely. This can become time-consuming and messy without tools that can help automate some of these HR processes.

Human Resources Means Managing Human Data

If we think of the variety of documents that HR employees have to handle on a daily basis, we could easily think of things like contracts, non-disclosure agreements, performance reviews, and legal issues. In most cases, these documents are tied to private information. Human resources, across the board, faces the challenge of completing their activities while maintaining compliance with internal company and governmental rules and ensuring the privacy and data security of each employee. These are some of the reasons to consider implementing an Enterprise Content Management (ECM) solution like M-Files in your company.

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Maintaining Compliance by Centralizing Storage

Companies have the responsibility to maintain records properly, and it is in their best interest to have good practices around storing and organizing regulated documents. Especially when companies are in highly-regulated industries, it is essential to have an effective information management system.

The best way to achieve and maintain compliance is by creating a centralized organization-tool. Otherwise, companies are very susceptible to issues and fall into non-compliance. Duplication, confusing storing, or poor management are some of the main concerns that affect most HR departments.

Ensuring Data Security

Compliance not only means keeping your records tidy; it also means making sure all data is being secured and used properly. HR departments have a critical requirement to keep data confidential and private. There are many details such as social security numbers, salaries, bank information, and personal information that could easily be accessed if the necessary precautions are not taken.

It is important to have security layers that will grant only designated employees access to such sensitive information. With an ECM solution, permissions are granted to the database, locations, and document levels, giving a granular method to security.

hr process automation with m-files

Why ECM Solutions are Effective

Having a software tool accessible, easy to use, and effective is what any human resource department desires. Here are three points that make ECM solutions a great asset to organizations:

  • Cloud-Based

    Having a cloud-based solution gives HR departments uninterrupted access to documents and data as long as they have a connection to the internet.

  • Integrations

    ECM solutions offer integrations with many platforms that companies might be using, such as Dropbox, Microsoft Office, QuickBooks, and Salesforce, among others. The best part is that ECM solutions, such as M-Files, can utilize what you have without the hassle of migrating data.

  • Workflows

    ECM solutions offer workflow management which provides an increase in efficiency to users. These workflows enable best practices and new ways to collect, access, and manage documents.

At Smartbridge, we are proud to be partnered with M-Files, an ECM solution that offers the above benefits and more. Our consultants provide cutting-edge solutions to our clients, allowing HR and many other departments the ability to manage documents better, improve efficiency, reduce errors, and enable collaboration among employees.

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