Docufree Launches Latest Enterprise Digital Mailroom Solution – Learn More
Docufree Launches Latest Enterprise Digital Mailroom Solution – Learn More
INDUSTRY. Transportation
APPLICATION. HR Records Management
LOCATION: 800 Nationwide, headquartered in Miami, FL
DOCUFREE SERVICES. Document Scanning, Document Management System, Automated Permissions Management, Systems Integration
Docufree Drives Ryder to a Successful Paperless Solution. Human resources (HR) professionals are a company’s record keepers. They collect, store, and maintain mountains of information. Everything from personnel files to organizational policies crosses their desks and fills their filing cabinets.
This responsibility is challenging in any environment, but it’s increasingly cumbersome as companies strive to become more data-driven, agile, and secure. When immediacy and accessibility are the status quo, manila folders full of paper records are an outdated, inefficient, and ineffective record-keeping workflow.
“It’s been a project on our list for quite some time,” said Galyna Kruglov, group director of HR Employee Services Operations, at Ryder. “Before Docufree digitized our personnel records, we were using paper folders and filing cabinets. With teams located across the country, this was an incredibly inefficient and outdated system.”
What Docufree does for Ryder.
“Shifting our HR service delivery model was a major undertaking. We needed to digitize a million documents while developing and deploying the technological infrastructure to make this information usable, accessible, and secure.”
Increased Compliance.
HR departments collect and store employees’ personally identifiable information (PII) and financial data. This data is highly sensitive and subject to regulatory oversight. Immediately, Docufree helped with alleviating compliance concerns created by unprotected physical files. Of course, universally accessible digital records may also pose a compliance risk, which Docufree solved by implementing automated provisioning to manage user access to employee data in the secure way.
Enhanced Automation.
With thousands of new hires each year, Ryder’s employee records are anything but static. That’s why it needed a dynamic solution that automated mundane tasks that once consumed its HR department’s time and resources. Ryder relies on Docufree to integrate digital records with its existing Application Tracking System (ATS) to automatically collect and store files when a new employee is hired. As a result, the company eliminated the manual downloading (and printing) of the onboarding files.
Docufree’s Conversion Center
For Ryder’s HR organization, digitizing records was just the beginning. Docufree provided a comprehensive cloud-based digital platform for capturing, storing, managing, accessing, and securing personnel files. The result did more than just reduce clutter and modernize outdated processes. It improved the company’s operational capacity, allowing it to embrace novel departmental models, achieve new efficiencies, and optimize critical business functions. It also improved customer service, productivity, operational capacity, and regulatory compliance.
“Shifting our HR service delivery model was a major undertaking. We needed to digitize a million documents while developing and deploying the technological infrastructure to make this information usable, accessible, and secure.”
“Our team has access to the right information, at the right time, and in the right format. It’s always at your fingertips.”
About Docufree
Docufree is a business process services provider of large-volume document scanning, cloud-based document management, and intelligent process automation. Since 1999, Docufree has securely managed and modernized how people and the systems they use every day interact with data and each other, driving measurable outcomes for both clients and their customers—from providing an on-ramp to digital transformation to automated invoice processing, human resources and customer communications.
Accessible Central Repository.
Docufree implemented its Software-as-a-Service (SaaS) and Business Process-as-a-Service (BPaaS) to create a single, secure, encrypted, and geographically redundant central repository for all employee files, providing enhanced accessibility for shifting functional demands. Ryder centralized its HR service delivery model as it continues to rely on distributed teams that need access to stored documents. “Before creating a central repository, our teams relied on a location-based person to find physical files, scan the hard copy, and send it to the appropriate person,” said Kruglov.
Integration with HRES & ERP Applications.
Digitalization is a collective effort requiring broad integration with existing systems. For Ryder, this meant creating cohesion between human resources enterprise systems (HRES) and enterprise resource planning (ERP) applications. “The Docufree team developed integrations with Service Now and Workday, ensuring integration with our existing systems,” said Kruglov.
The Bottom Line.
“Our team has access to the right information, at the right time, and in the right format. It’s always at your fingertips.”
Immediate access. Provided immediate access to employee documents.
Integrating with SSO. Eliminated the need to manage usernames and passwords by integrating with SSO.
Risk elimination. Eliminated the risk associated with files being maintained on paper at multiple locations.
Eliminated the manual downloading (and printing) of onboarding files from ATS.
Audit trail. Increased compliance by creating an audit trail to track access to any action performed on a document.
Increase productivity. Increased HR and manager productivity across the enterprise.
Smoother, cleaner audits.
Compliance and security! Increased compliance and security by limiting those who have access to highly confidential files or document types.
Ryder System, Inc. (NYSE: R) is a leading logistics and transportation company headquartered in Miami, FL.
Ryder provides services throughout the United States, Mexico, Canada, and the United Kingdom. In addition, Ryder manages nearly 235,000 commercial vehicles and operates more than 300 warehouses encompassing approximately 64 million square feet.
Ryder is regularly recognized for its industry-leading practices in
third-party logistics, technology-driven innovations, commercial vehicle maintenance, environmentally friendly solutions, corporate social responsibility, world-class safety and security programs, military veteran recruitment initiatives, and the hiring of a diverse workforce.
www.ryder.com
Did You Know?
Docufree maintains PCI compliance, the payment card industry’s information security certification, in the event that a client document requires storing credit card data. Docufree submits systems and processes to a yearly audit to maintain this compliance.
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We don’t just talk about digital transformation. We make it happen. As experts in enterprise information management and digital business process services, we help organizations unlock the full potential of information, enabling them to respond faster, make smarter decisions, streamline workflows and better meet regulatory compliance.