HR Document Archival Solution
Perspective
Employee records
• Are important records that need to accessed by various authorized employees across locations and departments
• Contain many types of documents and are all stored in a single manual file Typically, 8 to 10 types of documents
Typically, 30 to 300 pages per file.
• Need to be accessed by authorized persons as they contain sensitive information • Cost of maintaining employee files becomes high as physical storage costs keep rising • Cost of protecting the physical files from water damage, rodents, fire etc. is very high • Manual workflow processes for credentialing, recruitment, testing, relocation, training,
Nature of Problem
• Time-consuming & inefficient processes • Incomplete employee files
– Missing documents – Wrongly filed papers – Damaged documents
• Access control
– Locating appropriate files / documents – Version control
• Accountability issues
– Who owns the files (HR or admin ..) – Who reviews the files and how often – Who approves the files
– Who owns the standards
• Different types of documents
– Internally generated (Word, Excel, PDF etc.) – External documents in paper form
Classification
Bank details
Address and id proof
Classificationtakes documents from the scanner and drops them into the appropriate “buckets.”
Passport Details Educational Details Work Experience Application Form Work Experience
Expected Benefits
• Faster, accurate and secure access to documents files • Maintaining confidentiality at document level – e.g.
Providing access to passport to Admn. Department,
While educational records and are allowed only to Training department, Details of employee’s assignments / achievements / training etc. to the
Department Head to consider for job rotation Leave details to Finance for salary processing • Reduction of employee file handling costs
• 24 x 7 operations
• Ability to manage variance in volumes
• Ability to manage multiple type of documents (internally generated and external documents
)
Solutions Available
• Capture solution options o Kofax o Kodak o Captiva o Readsoft o Leadtools • DMS systems options o Alfresco o Filenet o Documentum o Stellant…
• Records Management software options o IBM
o Microsoft
o Records Manager Inc o Alfresco
o Laserfiche
Typical solution cost including hardware, software, implementation and back-file
conversion for 5000 employees likely to cost between Rs 100 – 300 Lacs. This depends upon the hardware platform, software product suite, implementation vendor etc.
How can Rhombus help
HR document management system review and suggestions
• HR file system review with a view to design the adoption of automation of the system
• Data capture process review with a view to design / redesign the process • Document class definition and appropriate metadata (tags) definition • Approval / validation process review with a view to improve accuracy • Setting performance standards to measure internal efficiencies
Setting up of solutions
• Scanning / remote scanning • Document Management
Scope of Work
• Study of manual HR document process
• Study of other systems the HR system integrates with • Study of volumes
• Requirements Document • Conceptual solution design
• Architecture • Sizing
• Document type definition (up to 10 doc types) • Meta data for document types
• Taxonomy definition
• Document access control definition
• DMS solution features / functionality criteria • HR document archival solution criteria
• Scanning solution features / functionality criteria
• Short list of 3 products meeting the DMS /scanning criteria • Short list of 3 implementation vendors (optional)
• Back-file conversion process and vendor recommendation
How will Rhombus deliver
• By reviewing existing systems and suggesting improvements
• By defining requirements for new improved system and designing of new improved system
• By selecting appropriate product suite which will meet new requirements
• By helping choose the right product suite and service vendor who can deliver the new improved system
• Doing ongoing review / audit of the system so the system meets the customer, employee and organizational expectations
What can Rhombus deliver
• Scanning and capture architecture including remote capture • Document management solution system design & architecture • Document management solution selection
• Document approval workflows design
• Architecture for integrating scanning, forms processing, document management system and backend systems
• SLA’s with respect to the TAT requirements
• Design of Dashboards for internal and external performance measurements • Service vendor selection criteria, vendor shortlist
Case Study
Background
Organization with large resource pool 75,000 employees across 15 locations
Objectives
1. Enable sharing of HR documents for • Input • Review • Approve • Reuse • Reporting • Decision support
2. Creating digitized data to support HR decisions
3. Providing access to HR Documents to authorized persons with security protocols. 4. Ability to access documents residing in several repositories worldwide
Case Study
Solution
HR Document Management System to handle document creation and reuse of documents on a world wide basis by HR and other departments
Steps involved
• Scanning and digitization • Indexing
• Virtual Document Management
• Support 60+ types of records across 7+ document classes • Taxonomy development to categorise the records
• Integration with the Portal
• Metadata attributes and identifying the taxonomy
• Dynamic linkage with the portal - frequent deputations of employees on projects and hence change in access permissions
Case Study
GLOBAL CONTENT SERVER MUMBAI
CHENNAI CONTENT SERVER AND FILE STORE
BANGALORE CONTENT SERVER AND FILE STORE
DELHI CONTENT SERVER AND FILE STORE
HYDERABAD CONTENT SERVER AND FILE STORE
KOLKATA CONTENT SERVER AND FILE STORE
APPLICATION SERVER MUMBAI DOCBASE MUMBAI DOCBASE CHENNAI DOC LOADER SERVER MUMBAI INPUT ACCEL SERVER RENDITION SERVER MUMBAI INDEX SERVER MUMBAI CHENNAI SCANNING CLIENT
BANGALORE SCANNING CLIENT DELHI SCANNING CLIENT HYDERABAD SCANNING CLIENT
KOLKATA SCANNING CLIENT
HR DOCUMENTS MANAGEMENT SOLUTION ARCHITECTURE
DOCUMENT CAPTURE
USER INTERFACE
DOCUMENT ADMINSTRATOR
WORKSTATION
USERS(ALL USERS UPTO GRADE 4 INCLUDING HR
USERS)
SPECIAL USERS (USERS ABOVE GRADE 5) DATABASE (ORACLE) DATABASE (ORACLE) DR
Distributed Architecture with Centralized Repository and DR Access from remote locations across globe using BOCS at remote locations to ensure that the download
Case Study
Benefits
• Provides easy access to authorized employees across multiple locations and
different departments of the organization instant access to relevant employee
documents to enable decision makers to work in decentralized environment
• Maintains confidentiality by providing a security environment to prevent misuse. • Ensures safety and easy management of documents thereby de-risking any loss of
info in the natural events of floods, earthquake & fire, riots, rodents.
Cost of the solution (approximate)
• Software product cost : Rs. 120 Lacs • Hardware costs: Rs. 150 Lacs
• Implementation cost: Rs. 70 Lacs
• Back-file conversion cost (30,000 employees): Rs. 50 Lacs • Annual support cost: Rs. 50 Lacs