HRdocs for Human Resources and Faculty Files

SchoolDocs, LLC offers HRdocs as its compliance solution for HR and faculty document tracking. From paperless On-Boarding to inventory tracking and automated PDF Binder portfolios, HRdocs offers HR staff and managers the ability to inventory document checklists and optimize file organization in a secure and efficient manner. Integrations with DocuSign™ and HR software systems combined with important tools such as file checklists and automated PDF merge binders allow schools to manage HR and Faculty files across the entire department with ease and efficiency.

COMMON ISSUE:

HR Departments are always looking to leverage technology to save time and alleviate manual processes. Going paperless through the use of e-Forms and file scanning to a centralized database is nothing new or innovative to most HR Departments. It is important for staff to not only know which documents are On-File, but just as important- which documents are missing (NOT On-File). Without proper document tracking, inventory analysis of vital HR records can be challenging and requires a great deal of time and effort to manually keep track of. The process of HR staff having to manually track lists of required records, HR scenarios which may expand the list of mandatory files, and document statuses can be difficult to manage.

SOLUTION:

HRdocs uses various field values such as employee status changes, faculty versus non-faculty settings, campus location requirements, modifications to specific benefit plans, credentials, and other employee data sets to automatically “Link” those HR data points to slots (mandatory lists of corresponding documents) in the employee’s master file. Said field values can be triggered manually by staff or more optimally- via an Integration between your HR software system and HRdocs.

Notice the above employee folder’s contents include the ‘On File’ documents plus the automated slots in the inventory list view which report the missing/required documents.

COMMON ISSUE:

The majority of document repositories provide users the ability to view and save PDF documents, but when applying this to many different documents per employee and/or faculty folder, and covering a population across multiple faculty credentials, hire dates, time periods, and scenarios; schools need more value-added utilities and efficiency tools. The process of manually organizing and combining documents into a master PDF can be challenging, but is essential to proper records management and file preparation projects; especially projects involving the need to effectively gather copies of various documentation across multiple employee or faculty folders.

SOLUTION:

HRdocs includes a utility called DocuBinder, which automates the process of merging multiple documents into a master PDF based on a pre-defined template of record types arranged in an assigned order. DocuBinder can be used from the simplest of document retrieval needs by any standard user, to the more complex and business rules-based templates by master users via a wide array of documents, students, and files to be combined. DocuBinder also has the ability to automatically update the master Portfolio file whenever new versions of individual documents are inserted to the employee or faculty folder. This auto-revisions utility keeps master Portfolio files updated without the need for manual re-compilations, which saves time and effort.