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Five Ways to Improve Your Bottom Line
Copyright 2005 Log Cabin Rustics
“A penny saved is a penny earned”, the old adage attributed to Ben Franklin, only tells half of the story. A penny saved is really better than a penny earned, because you don’t have to pay taxes on it. Here,...
Professional Transcription and Your Business
Got stacks of audio tapes that need to be converted to a more user-friendly format? Professional transcription services may be the answer.
Professional transcriptionists can take standard or micro cassette tapes and produce a typed...
Protecting the Tax Advantage of Your Deferred Compensation
The American Jobs Creation Act of 2004 imposed strict new rules on non-qualified deferred compensation plans. Beginning in 2005, deferred compensation programs that are not in compliance with the new rules may be taxed as wages, slapped with a...
Ten Ways to Become a Mulitmillionaire
Have you dreamed of becoming a millionaire? Then this article is for you. We live in a world of opportunity, and yet most Americans are buried in credit card and other debt. We are surrounded by people who are getting rich, but most of us are...
Why Work from Home?
Have you noticed? There is a lot of publicity these days about working from home - increasing numbers of people are dreaming of leaving the rat race; TV programmes are made showing families leaving the city and moving to a rural retreat; and more...
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Personnel Records - The Paperwork Nightmare
Companies face difficult daily document challenges in their Human Resources or Personnel Departments. Many documents must be retained from a prospective employee's first contact until well after the employee's last date of employment. The amount of paper can be voluminous for long-term employees. Computerized HR systems provide only part of the answer.
A Human Resources document management solution must include the ability to electronically store and access all employee records, including those created internally, those received from outside the company and those requiring a signature.
A look at the "employee life cycle" gives us insight to these documents. During the pre-hire phase, documents received from outside include resumes, background checks and results of drug tests. Application forms must be filled-out and signed by the prospective employee. A copy of the offer letter, counteroffer correspondence and contract, if appropriate, are internally generated. Finally, a signed acceptance letter and/or contract must be maintained in file. During the hiring phase W-4, Beneficiary Designation and other signed forms are received.
During employment, documents generated include performance appraisals and contract renewals. Both require a signed copy be retained. Any comments or corrections also must captured, not just numerical scores or ratings. Other documents include lifestyle changes as
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they affect benefits and taxes, performance improvement plans and training records. Some companies require all training tests must be retained, not just the score.
Post-employment, Human Resources must verify that benefits are distributed properly. And that information may reside on signed forms over 40 years old!
Multiple company locations make the problem more complex. How do HR managers at one location access employee records at another?
Computerized HR systems may be fine for production of routine HR documents and reports. But while most lack the ability to address electronic storage of externally generated or signed documents, there are document management solutions that complement the HR systems. Resumes can be key word searched to identify specific skills or qualifications. Employee training records can be searched to identify candidates for promotions. Copies of annual reports, appraisal forms, policy and procedure manuals and other documents can be electronically distributed to employees. Critical documents can be safeguarded, protected from disaster. Access can monitored and tracked. The ability to share information quickly and securely is created. And the savings in time and money are both instant and ongoing.
About the Author
Mr. Bleiberg has over 25 years of experience in the planning and implementation of Disaster Recovery and Vital Records Protection programs.
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