HR Document Control

Manage employee files, automate workforce procedures, take command of forms, policies, and more with HR document management software solutions in Document Locator.

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Get the office organized with HR document management

Streamline your administrative processes, eliminate paper clutter, and enhance efficiency with Document Locator. Our user-friendly platform empowers HR professionals to easily organize, store, and retrieve essential documents, from employee records to compliance forms. Eliminate manual filing with a streamlined, secure, and centralized system that simplifies document management. With Document Locator, you can focus on what truly matters – nurturing a productive and engaged workforce.

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HR secure files

Secure employee files

Files are secure, easy to retrieve, and managed with consistency and organization. The risk of lost or misplaced files is eliminated.
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HRIS connection

HRIS Connections

Folder structures, security, templates, and workflow processes are automated based on actions in HRIS and payroll systems.
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HR informed workforce

An informed workforce

Manage and distribute employee handbooks, work instructions, corporate policies and more so staff are always kept informed.
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Required Reading

Send for Required Reading

Send documents and capture a record of acknowledgements that recipients have read and understand.
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HR Document Management Solutions

Records Retention

Set record retention policies in the system and be notified when employee records are about to expire and what actions are necessary.Learn More »

Paperless HR

Eliminate the challenges of managing and organizing paper employee files in your HR Department with paperless HR software.Learn More »

Employee Onboarding

Workflow automates alerts and notifications so necessary preparations are made. Efficiently route tasks to the right people and everyone is kept informed.Learn More »

Employee Lifecycle

Provide state-of-the-art HR Services. Improve the interaction among employees and the HR department throughout the employee lifecycle with electronic forms and efficient HR document management.Learn More »

Recruiting

Speed up recruitment and selection with centralized applicant records. The HR team has access to the information needed to make faster, smarter hiring decisions with applicant records organized, secure, and searchable.Learn More »

Employee Separation

Manage records and off-boarding procedures for efficient employee separation. Automate records management procedures so that files are categorized and records policies are applied.Learn More »

HR File Management

Securely store and manage employee files electronically. Files are secure, easy to retrieve, and managed with consistency and organization. The risk of lost or misplaced files is eliminated.Learn More »

Policies and Procedures

Improve compliance with policies and procedures in a centralized platform. Manage employee manuals, corporate policies, templates, work instructions — all with version control and approvals.Learn More »

HR Document Management organizes employee files at a leading grocer.

Folder structures are organized and categorized to manage employee records by store location, department, and user access rights. Records are named consistently and sensibly by automatically applying property values attached to each document to the file’s name, such as employee number, document type, and date of the document.

I highly recommend ColumbiaSoft’s professional team and their approach to ensure a smooth implementation.”

James LodenquaiHR Director - Vallarta Supermarkets

Streamline HR with workforce automation

Workflow Records Management

Reviews, administrative requests, expense reports… employee files of all kinds are filed, named, routed, and tracked in a single digital system. Electronic storage and automated workflow ends the chaos of paper, email, and shared network folders.

Policies and Procedures

Manage employee manuals, corporate policies, templates, work instructions — all in a systematic approach with version control and approvals. Release notifications assist with distribution.

Paper to Digital

Convert paper to full-text searchable digital files using workforce automation software. Electronic filing eliminates the need for filing cabinets, increases security over records access, and improves recoverability in the event of information loss.

Regulatory Compliance

Maintain compliance with document retention and privacy requirements for information that falls under regulatory control. Worker’s compensation, unemployment, I-9’s, FMLA, OFLA, classifications, benefits, verifications and more are all managed according to regulations.

Folder and File Organization

Everything is organized right from the start with automated folder structures that maintain information consistency. As new employees arrive, entire folder structures with all necessary content and security are generated.

Information Security

Security, based on the familiar Microsoft NT security model, controls access to information in the HR document system. Unlike filing cabinets or shared folders, where there is no record of who did what and when they did it, every action is recorded in the digital system.

Forms and Templates

Build consistency in business operations by managing the development, revision, and publishing of forms electronically. Pre-existing forms are quickly brought into the system, and new forms are created with versioning and approvals.

Accurate Reporting

Validate compliance, raise accountability, and verify actions with built in reporting. Track activities, review and approval cycles, and validate regulated procedures. View and analyze data, charts, and graphs.

HR Document Management Solutions

Easy as Windows

Employee files and workforce procedures are managed in a system that is fully-integrated into Microsoft Windows.

Search in Seconds

Find anything you need, instantly, with full-text searching of records, even scanned paper files.

Everything is Secure

Tight security maintains strict control over information access, and every action in the system is recorded.

Automate Tasks

Use advanced workflow procedures to automate tasks such as policy approval and review.
Guide to paperless HR

Ready for an HR Demo?

Take the first step towards streamlining your HR processes and enhancing collaboration with Document Locator. Request a demo today and discover how our document control solution can help your organization.

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