HOW NEOLOTEX’S KAREDOCS DOCUMENT MANAGEMENT SYSTEM AND KODAK ALARIS SCANNING SYSTEMS HELPED A GLOBAL INVESTMENT ORGANISATION TO STREAMLINE AND ADVANCE HR FUNCTIONS!
Overview:
Managing the records of employees manually for a large-scale organization is quite a tedious task that involves an unnecessarily large amount of paper trails and expensive procedures to collect, store, and distribute them as needed. In the modern scenario, such processes inhibit a firm’s ability to function at its best and overly complicate distribution, collaboration, or recovery of information when urgently required. By employing the use of an efficient file management system, any company can streamline its HR function to suit its specific needs.
Such a challenge arose for a particular large-scale global investment company when they had to manage their enormous repertoire of employee data. By employing KareDocs Document Management System in conjunction with Kodak Alaris Scanning Systems, the investment firm simplified their information processing into a structured and easy to access format.
Challenges:
With more than 12,000 employees scattered around the globe, a big investment company was finding it difficult to capture, sort, manage, and retrieve the enormous volume of HR records consisting of resumes, offer letters, employee information files, and more. The other issue faced by this organization was the incomplete data capture oftentimes of mandatory information and signatures of employees being collected on certain contracts, non-disclosure forms, etc.
There were also some major issues with the retrieval of particular documents required, for example, passport copies. The only workaround for this problem was to download the entire employee file and then leaf through 100 irrelevant pages of data to find the required document. This method proved to be extremely time-consuming, expensive, and inefficient. The company wanted to reduce the workflows and decrease the number of manual steps that were required to ensure processes and follow-up actions, like the addition of extra information after the initial data capture. Additionally, the organization wanted to adapt the workflow to their current business needs without having to constantly depend on the document management tool service provider.
Solution:
The company opted for Neolotex’s KareDocs document storage system for a better solution to put the information processing procedure in place. Neolotex and Kodak Alaris collaborated at the technical level to capture data at the entry point to reduce any chance of human error, incomplete information collection, automatically categorizing documents, KareDocs document management process has several key features that helped smoothen the rough edges of information processing of this organization like configurable workflows, automating tasks to categorize documents, reduce manual steps, and actionable methods of information retrieval.
By collaborating with Kodak Alaris scanning systems and recommending the use of Kodak ScanMate i1150 Scanner in five scanning stations, the documents captured are uploaded directly to NeoLotex’s web-based document software. Kodak Alaris scanners deliver superior image quality in a compressed format which reduces latency when faced with bandwidth issues and in turn, makes it extremely easy to transfer files.
Conclusion
The KareDocs document management solution and Kodak Alaris scanners enabled the investment firm to achieve a near paperless efficient HR function for data storage and retrieval. Featuring a user-centric easy process, this file imaging software can be completely managed and maintained in-house without any interference from a third party. The company is now able to manage its workflows and configure them to their requirements, thereby reducing the time and money required.
By combining the much advanced Perfect Page technology used in Kodak Alaris scanners that has cutting-edge image enhancement features with the state-of-the-art OCR capabilities of KareDocs, the organization now quickly searches for the required documents with the help of auto-tag search instead of having to download entire employee files like before.
This sophisticated solution has also made it possible for the global investment firm to automatically generate alerts in cases of incomplete data capture to avoid any issues due to non-compliance with regulatory bodies.
As the hybrid KareDocs and Kodak Alaris model is completely self-sufficient and doesn’t require any special maintenance support and can be managed by an in-house team, the investment company will greatly benefit in terms of lesser capital expenditure.
