Select Page
For More Info: (888) 719-0065
Tech Support: (888) 388-2276

HR Document Scanning

Human Resources Services

CASO is the leader in document solutions for human resource departments. We continually research the newest imaging technologies and we are proud members of the Association for Information and Image Management (AIIM). Successful human resource departments have long recognized that the combination of strategic HR document scanning and their Enterprise Content Management (ECM) platform is vital for processing the ever expanding volume of corporate-wide documentation faster, more efficiently, and error-free.

The Human Resources business process is paper-intensive and often extremely inefficient due to the manual routing of documents from one individual to another for review and/or consideration. Our solutions offer numerous benefits by providing organizations with the ability to create, store, retrieve, and associate various documents related to the HR function which eliminates the paperwork and creates electronic filing cabinets. This reduces storage costs, drastically improves efficiency, and allows for instant, effortless retrieval of all necessary HR documents.

You can also automate your entire Human Resources process, from employment applications, hiring, and on-boarding to employment separation. By reducing the traditional paper documents associated with the Human Resources and replacing them with electronic forms and digital images, this makes it easier for Human Resources to easily search, retrieve, and manage the overall process.

The CASO Advantage

When it comes to integrating the latest EDMS technology for human resource functions, companies typically have two choices:

  • Implement a new (or enhance a core) document management solution
  • Integrate document imaging and management technology with the current workflow system

CASO offers expert guidance for both scenarios, whether you’re starting from scratch or retooling an existing system. We are a national Value-Added Reseller (VAR) of world-class software products from such companies as Digitech Systems, EMC, Kofax, Kodak, Fujitsu, and many others.

Whether you need a fast departmental solution, an enterprise-wide solution or even an outsourced records management solution, CASO delivers the optimal solution for human resources.

HR Document Scanning

At CASO we work with you to ensure your records are accurately and securely scanned. The first part of the HR document scanning process involves us meeting with you and analyzing the Who, What, Where and Why. These answers drive us to create the How. Human resource documents are special in their own right. The proper consideration needs to be given when planning out the scanning of hard copy records into electronic images. There are not many departments whose paperwork is regulated at so many levels and with so many rules.

When we scan your records you will know that they will be completed accurately and efficiently. We can do the work either at your location or at our location. Either way the project will involve the usage of our high-level scanners, best-of-breed software and operational procedures that of which at least 60% of the steps involve Quality Control review.

Here is a partial list of regulations that affect your documents record access right and retention periods:

  • Americans with Disabilities Act (ADA)
  • Title VII of the Civil Rights Act of 1964
  • Age Discrimination in Employment Act (ADEA)
  • Fair Labor Standards Act (FLSA)
  • Family and Medical Leave Act (FMLA)
  • Lilly Ledbetter Fair Pay Act
  • Health Insurance Portability and Accountability Act (HIPAA)
  • COBRA
  • Uniformed Services Employment and Reemployment Rights Act (USERRA)
  • Occupational Health and Safety Act (OSH Act)
  • National Labor Relations Act (NLRA)
  • Employee Retirement Income Security Act (ERISA)
  • Immigration Reform and Control Act (IRCA), Equal Pay Act (EPA)
  • Fair Credit Reporting Act (FCRA).

Resumes, applications, legal documents, federal and state tax information needs to be maintained within an employee file. Most states require keeping records after an employee leaves and most opt to keep the information indefinitely for legal reasons. So how do you handle employee records?

HR Document Scanning – The First Step in a Paperless Environment

Document scanning is the first step in efficiently managing paper based employee records; benefits administration files, contracts, tax forms, and other HR related documents. By converting paper documents into electronic files, all information can be securely stored and easily retrieved. Personnel files and related documents of current and terminated employees are quickly and easily accessible and space costs are reduced as rows of files cabinets and stacks of boxes are eliminated.

Our human resources document scanning includes the following:

  • Resumes and Applications
  • Interview Notes and Records
  • Employee Personal Records
  • Employee Performance Records
  • Benefits and Awards Records
  • Training Records
  • Termination Records
  • Other HR related documents

HR Document Management

People are the lifeblood of your company, but can you ensure you are doing everything you need to do to recruit and retain the best employees while ensuring you are complying with the myriad of regulations and reporting requirements? Are you stuck in a paper-filing nightmare? Do you have desks, filing cabinets, bankers boxes, and file rooms full of paper documents?

CASO’s HR document management software is easy to use and affordable, and keeps track of all your resumes, cover letters, vacation requests, salary increases, sick leave, employee reviews, disciplinary action, etc. And if there is an audit or you need to deliver an EEOC report, you can ensure your policies have been followed, your records are in order and immediately accessible.

An HR document management system (combined with efficient HR document scanning) allows you to:

  • Scan every paper resume or capture them directly from your desktop, email or fax
  • Streamline the life cycle of hiring, interviewing and performance reviews
  • Add Workflow to route all employees’ information and promotions through the review and approval process
  • Store and protect all employee records, W-9s, I-9s, time cards, benefits forms, reviews, etc.
  • Automatically route resumes to appropriate managers to review and schedule interviews, then route through the review and approval process
  • Keep a complete record of who viewed, modified, approved and changed information
  • Add notes to imaged documents
  • Track benefits and vacation requests in one location
  • Full-text search to quickly find and retrieve information; easily complete reports
  • Manage all other back office documents
  • Store and easily retrieve reports
  • Ensure confidentiality and security

Benefits of HR Document Management Software

  • Cut recruiting and hiring costs by eliminating the paper shuffle
  • Streamline the life cycle of hiring, interviewing and performance reviews
  • Rapid Deployment equals rapid ROI
  • You can be up and running today
  • Guaranteed user adoption with the user friendly, flexible interface
  • Let HR staff focus on recruiting and hiring and less on paperwork
  • Know the status and location of all candidates and employee records in your system
  • Enable staff to view required documents simultaneously
  • Ensure EEOC and similar compliance
  • Never misplace a document again
  • Eliminate rows of filing cabinets and the costs associated with file storage
  • No hardware, software or IT resources needed; we manage the application 24/7

Uses

Common uses of CASO’s human resources document management solutions include:

  • Scan every paper resume or capture them directly from your desktop, email or fax
  • Add Workflow to route all employees’ information and promotions through the review and approval process
  • Store and protect all employee records, W-9’s, I-9’s, time cards, benefits forms, etc.
  • Automatically route resumes to appropriate managers to review and schedule interviews, then route through the review and hiring approval process
  • Keep a complete record of who viewed, modified and approved information
  • Add notes to documents
  • Track benefits and vacation requests in one location
  • Full Text Search to quickly find and retrieve information; easily complete reports
  • Manage all other back office documents
  • Store and easily retrieve reports
  • Ensure confidentiality and security
  • Disaster Protection

Features

  • Browser based; 24 hours secure access from anywhere
  • Feature rich document management functions such as check-out and check-in, version control and collaboration
  • Capture and store scanned documents, e-mail, faxes, and electronic documents in a single, secure, searchable repository
  • Easy to Use Drag and Drop file capture
  • Multi-level security settings to prevent unauthorized access to documents
  • Complete auditing and tracking
  • Search based upon full text or index values
  • Revision control manages all versions and keeps track of changes
  • Capture of all documents via drag and drop, scanning, e-mail or fax
  • Full-text OCR and imaging of all documents
  • Share documents with external parties such as board members
  • Rules based Routing and Approval Workflows to manage the business process
  • No vendor lock in, all tools are integrated within the application to empower you to control the application
  • API included for integration into existing systems

ECM Toolbox AP Workflow

"We saw an immediate response after we implemented PaperVision Enterprise. Productivity has improved 80%. It’s simple to use and simple to administer.”

Chad Guillot - Research and Planning Manager East Baton Rouge Parish EMS

Quick Downloads

Resources at your fingertips! Simply click any solution below to download a free PDF. Not seeing what you're looking for? Check out our Resource Center for additional information.

Data Sheet: Document ScanningDownload
Data Sheet: On-Site ScanningDownload
Data Sheet: HR FormattaDownload
Data Sheet: AP WorkflowDownload

Have Some Questions?

Fill out the form below to get in touch with us. We'll get back to you right away.