Operational, HR, and recruitment processes have all moved online during COVID-19 for safety purposes, but they are experiencing additional benefits from this transition. Users of the Amodit system, for example, have even greater benefits due to the automated handling of employee documentation. This increases convenience for both the HR staff and all the people they interact with.
What should you pay attention to when filling in, submitting, and signing documents electronically to comply with procedures? Check out this blog post. What if my company decides to only keep partially electronic employee records?
Amodit enables you to switch from paper to electronic documentation and vice versa. With its support for barcodes manual archiving is easier, and digitization can proceed in stages. However, as the benefits of digitization increase (In some cases exponentially!) as the costs associated with processing and storing paper are reduced, and eventually eliminated.
Automatic Archiving and Protection
HR processes are complex and compliance is mandatory, so any system used to keep employee files should have a well-thought-out ecosystem of functionality. It is best if, as in Amodit, the system is capable automating not just single processes but chains of processes. For example, a ‘contract ecosystem’ could be: Contract Preparation —> eSignature Process —> Archiving Process. This is an example of how Amodit can achieve exponential benefits as more elements of your business join your digital ecosystem of functionality.
Our platform enables you to make the transition to a digital ecosystem of functionality securely. Every step you take in your digital transformation increases the amount of documents that have controlled access, the amount of document changes that are logged, and the amount of data that is backed up.
Document search is ubiquitous these days, but digitization with our platform enables an critically important feature: document search filtered by authorization. Simply put, if a user searches for a document they don’t have authorization to see, they won’t see it.
Unified Document Storage
For companies that intend to switch to eFolders, we recommend creating a comprehensive employee portal which links your digital documents to data from your HR system, e.g. Teta or SAP HR. Thanks to such a portal, all your employees will have access to their data and documents stored in eFolders, HR systems, and from any other necessary sources. Amodit can help organize access to almost any type of file from XML to printouts.
While digitizing and securing your documentation is an important goal by itself, it is only the first step towards a more important goal: automating your business processes. The goal of creating eFolders is to enable employees to complete HR processes more independently, securely, and efficiently.
Simply having all the data available when submitting many types of requests (absences, raises, bonuses, job changes, training, health and safety, loans, and many others) saves time for both the applicants and the HR staff. Onboarding and offboarding processes, and almost any workflow you can dream of, can be handled in a similar manner.
Complex Integration Creates New Possibilities
Amodit’s open architecture enables integration with any system we would like to download data from. Thanks to this, events in your HR system can initiate the generation of documents in an eFolder and vice versa.
Such integration enables the exchange of personal data within a framework of authorized access, as well as advanced reporting.
Non-contact handling of all types of documents, which is so important in the current situation, simplifies many internal operations and reduces the number of potential human errors. Moreover, the use of electronic documents from the moment of recruitment builds a positive image of the employer as a modern and environmentally friendly organization. And who wouldn’t want to work in such a company?