How to Make Document Management More Efficient with Just One Implementation

Just because physical paperwork is going extinct doesn’t mean HR departments will be anytime soon.

With workforces becoming more fluid and artificial intelligence promising to change the way we work—HR is more necessary than ever as Fortune 2000 enterprise companies embark on this immersive digital transformation.

Unfortunately, this transformation sometimes moves the slowest in the departments where it’s needed most. Enter HR.

 

HR departments have myriad responsibilities; not the least of which is employee document management.

 

Manually updating, distributing, collecting, correcting, storing, and accessing vital employee documentation is an extremely inefficient use of a skilled employee’s time. Outdated “systems” that use paper and Excel spreadsheets are a major security risk. They also make it impossible to set up a workflow with sharing, version control, permissions, and other features that are necessary when it comes to protecting private information and maintaining compliance.

 

That’s not to mention the email and notification overwhelm that’s resulted from the proliferation of apps and programs that do little more than “Band-Aid” the challenges that come with HR document management.

At Cask, before some of our clients came to us they were using as many as 11 HRIS tools and receiving 30 email notifications from these tools on a daily basis!

 

How is an HR team supposed to protect their company from risk, inspire good employee morale, and keep up with company-wide digital transformation strategy when its workers are busy trying to force disparate systems to play nice, endlessly striving to close the loop on hundreds of employee documents, and put out all the other fires that outdated, inefficient systems cause?

 

You didn’t think we’d ask that kind of question without having a solution for you—did you?

 

We certainly hope not. Because at Cask, we don’t just tell you what’s wrong. We actually help enterprise organizations execute and enable transformation with our deep ServiceNow experience and expertise.

 

That’s why we’re happy to report that ServiceNow’s latest release—dubbed “London”—features an Employee Document Management solution that we can help you implement to solve your organizational and documentation challenges.

 

ServiceNow’s HR Service Delivery release promises to make it easier for employees to receive service while making HR more efficient.

 

The highly-requested Employee Document Management platform features:

  • Easy-to-set document retention rules based on corporate and legal regulations
  • Permission settings so you can control who can view sensitive information
  • Metadata tagging to quickly call up the right documents—right when you need them
  • Reminders to purge documents to keep your workflow lean and organized
  • Extensive digital filing capabilities
  • Plenty of storage for digital documents

 

Your job as an HR pro is to protect your company from risks and enhance the employee experience. Are your manual processes weighing you down and putting your company’s—and your own—future at risk?

 

If the only way you’re able to keep up is by cutting corners, your systems aren’t working.

 

It’s time for a change. With Cask’s ServiceNow implementation, you don’t have to bear the weight of repetitive employee document management tasks any longer.

 

ServiceNow’s Employee Document Management is efficient, secure, and it reduces compliance risks.

 

With it, an HR professional can fully control the document lifecycle right inside ServiceNow. They can share, publish, and otherwise use the document through its lifetime for onboarding, offboarding, and other processes to minimize the number of tools and steps needed to accomplish these tasks. No need for a few—much less 11!—different programs.

 

By letting HR professionals manage documents end-to-end, you can reduce the time it takes for employees, prospects, contractors, and other contingent laborers to get onboarded, up to speed, and productive—all while effectively controlling and safeguarding those documents.

 

Using ServiceNow’s new HR Service Delivery platform empowers HR to develop defined, repeatable processes that give employees more autonomy, lead to better completion rates, and save time on remediation.

 

According to one of Cask’s Solutions Architects and Principal Consultants, Steve Taylor, with this latest release ServiceNow has tapped into the next natural phase of the HR service lifestyle with this robust document management feature.

 

“I’ve been watching the HR tool evolve since its original inception as a non-scoped app in Dublin,” Taylor said.

 

“Since that time, the improvements and feature sets of this app … have seen more improvements than almost any other product offering on the platform.”

 

At Cask, we believe investing in ServiceNow is a long-term strategic investment in your future that will ensure you’re able to continue moving the needle on HR service management and workplace experiences into the digital age. That’s why we provide everything from end-to-end implementation to consultation services.

 

Not sure where to start? Have questions about whether ServiceNow will work for your unique business needs?

 

Contact our team for the same scale of knowledge as the “big guys” with the level of results that only the passionate, agile, and focused group of elite artisan engineers at Cask can provide.

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