How to Use HR Automation to Simplify Records Management

There are quite a few challenges facing HR when it comes to records management such as security and compliance. According to HR Affiliates, the biggest challenges facing HR Departments today are Recruitment, Retention & Motivation, Leadership Development, and Corporate Culture. The role of HR is constantly changing and new technologies are introduced all the time. How do you keep up?

We’re here to introduce you to some technologies to simplify records management, including automated capture and categorization, retention and access controls, and a unified system for easy, secure access.

Automated Capture

Automated capture allows you to capture and import documents and data from all sources, including:

• Boxes
• File cabinets
• Fax
• Email
• Mail
• Web transfers
• HR systems

Categorization

• Auto-Recognition determines what kind of document it is, and looks at the content and patterns to identify each document by type.
• Auto-Classification into ADP’s 54 standardized categories and subcategories based on document type.

Retention & Access Controls

• Apply proper retention requirements.
  • File to appropriate location, apply disposition, and apply retention rules upon entry.
  • Auto-track retention and destroy on time.
• Apply proper access controls.
  • Grant or restrict access by document type, folder, department, user’s role, etc.
  • Restrict actions taken on documents (i.e. print, download, email, modify, or delete).
• Monitor and track.
  • Get notifications, an audit trail, and reporting for alerts, insights on actions, and any activity taken.

Unified System for Easy, Secure Access & Sharing

• Easy to find.
  • Search through document indexes, contents, and notes stored.
  • LinkUp allows you to retrieve documents directly from the your HCM applications.
  • One touch search allows you to highlight a search term in another application and simply press a button to retrieve related documents.

• Easy to share securely.
  • A secure email sends password-protected web links to encrypted documents. Set link expiration dates and control recipient capabilities to print, download, and more.

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