The human resources department at a large university processed or accessed a large number of files each day, and wanted to increase the efficiency with which these tasks were handled. University officials identified the following areas for consideration:

         Employee files

         I-9 employment eligibility verification forms

         Resumes

Employee files were being stored in filing cabinets with no electronic backup. There were no controls in place to assure protection of confidential information, or to verify that all required documentation was present. I-9 forms, updated annually by the HR staff, were entered manually into a spreadsheet on one departmental PC. And resumes arrived at various locations throughout the university, with no way to gain centralized access to them, and no way to track whether appropriate follow-ups were being performed.

To achieve better file protection, easier access and a centralized workflow system, Diversified was approached to update the university’s HR department with an imaging plan. Diversified’s strategy involved converting paper documents into an electronic format, and providing controlled access to these files through NetView©, Diversified’s secure, internet-based document access system.

For employee files, Diversified worked with the university to define an indexing structure that allows authorized users to search for individual documents within a file. This technology also restricted access to confidential areas of a file, such as medical records. I-9 forms were identified as a specific document type within the employee files, allowing reports for audits and compliance checks to be generated.  NetView© then provided flexible access to all employee files. HR staff could view a list of all documents within an employee’s folder, and sort through all files for a specific document type, based on user-based rights.

For incoming resumes, Diversified established post office boxes and retrieved the mail daily. All job postings now required a specific box number, as well as the assignment of a unique position number. During the sorting process, solicited and unsolicited resumes are separated, and then resumes are scanned, indexed and imported into the NetView© system for access by university employers.

Now the HR department functions smoothly, with easy access to files, better workflow, and more protection of confidential data. Contact us to learn how Diversified's services can work for your college or University.