Digital HR Document Management Included in Gartner Hype Cycle
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How to effectively manage HR documents Managing the blended world of digital and paper documents – Unified Document Management
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Digital HR Document Management Included in Gartner Hype Cycle
- 1. BJ Johnson VP of Solutions bjjohnson@archivesystems.com
- 2. Why we believe “Digital HR Document Management” was included in Gartner’s “Hype Cycle for Human Capital Management Software, 2014₁” How to effectively manage HR documents Managing the blended world of digital and paper documents – Unified Document Management 1. Gartner “Hype Cycle for Human Capital Management Software, 2014” by Jeff Freyermuth, 07/31/2014 Gartner does not endorse any vendor, product or service depicted in its research publications, and does not advise technology users to select only those vendors with the highest ratings or other designation. Gartner research publications consist of the opinions of Gartner's research organization and should not be construed as statements of fact. Gartner disclaims all warranties, expressed or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.
- 6. Years to Mainstream Adoption Benefit Transformational High Moderate Low less than 2 years 2 to 5 years 5 to 10 years more than 10 years
- 8. 15 51 % of productivity savings minutes spent daily looking info
- 10. 1
- 11. 2
- 12. + 7 HR Systems + 5 Document Repositories Source: Bersin by Deloitte, Predictions for 2014 Source: Docurated, State of Document Management Report
- 13. 3
- 14. 4
- 15. Source: ISG 2014 Industry Trends in HR Technology and Service Delivery 5
- 20. Which of these challenges is most relatable? • Too many documents to manage, and it keeps growing • Spend too much time searching in various places for docs • Worried that employee files are incomplete • Sharing documents can be a pain, security is a concern • All of the above…help me!
- 21. 4% Spend too much time searching in silos for docs 21% Worried employee files are incomplete 11% Sharing documents can be a pain, security is a concern 46 % All of the above Help!!!!
- 28. 1
- 30. 2
- 31. 3
- 32. 4
- 33. 73% of HR Still relying on paper ! 5
- 35. Road Test Road Map Partner Strategic Expenses Compliance
- 36. bjjohnson@archivesystems.com Twitter - @ArchiveASIU LinkedIn – BJ Johnson
- 37. info@archivesystems.com Think Outside The Box www.archivesystems.com
Editor's Notes
- Gartner recently published the 2014 Hype Cycle for Human Capital Management Software. HR Digital Document Management was included in this Hype Cycle for the first time. During today’s webinar I’m going to review some of the reasons Digital Document Management is becoming a must have for organizations. While I will share some comments from the Hype Cycle, the webinar is based on client experiences and my own opinions. For those who have a Gartner membership we encourage you to download and read the full report. I’d like to thank Gartner for recognizing Archive Systems as a sample vendor under Digital HR Document Management. After I review some of the reasons HR departments are moving to a digital document management solution I’ll explain what it means to effectively manage digital HR documents. Finally I’ll discuss why it’s important to think about paper documents as you implement a digital solution. NEXT SLIDE
- Before we dive into why I think Digital HR Doc Management made the Hype Cycle for HCM software, I want to spend a few minutes talking about what the Hype Cycle is and why it’s important The Hype Cycle is a document introduced by Gartner back in 1995 and each year Gartner publishes more than 90 Hype Cycles. The most important thing to note is the Hype Cycle is not about vendors, it’s about technology trends. The Hype Cycle offers a snap shot of the maturity of technologies NEXT SLIDE
- The first graphical tool is the Hype Cycle. It follows technology as it passes through the stages outlined by Gartner. The Hype Cycle has the expectation that technologies move from stages of inflated expectations, or Hype, to a plateau of productivity. In most cases I agree with Gartner’s Hype Cycle. However, I sometimes question the placement of technologies that have been around for quite some time, but are new to a market segment. Technology planners and buyers should use the Hype Cycle as a reference tool, but they must evaluate the technology and vendors and how it might impact their organization to form their own opinion NEXT SLIDE
- The other tool included in the Hype Cycle is the Priority Matrix. The Priority Matrix is focused on the potential benefit of the technology and the time to mainstream adoption. Technologies with a Transformational benefit rating enable new ways of doing business while a benefit rating of Low generally means processes are only slightly improved I think it’s important to use both the Hype Cycle and Priority Matrix together to evaluate a technology. For example an early stage technology that is that has a high business benefit should be evaluated by buyers if that benefit is meaningful to your organization. NEXT SLIDE
- According to Gartner Digital HR Doc Management has a maturity level of Adolescent. This means technology capabilities and ecosystems are still evolving. I agree with the maturity level to some extent because while Archive Systems has been providing document management technology for HR for a number of years, I don’t see other document management technologies with the complete feature set HR departments need. Based on the Hype Cycle Digital HR Document Management is on the rise. Companies using a digital solution for HR documents could be considered early adopters, but based on our clients I think some of these companies embrace best practices and are aligning with strategic goals for their organization. Gartner puts the years to mainstream adoption at 5-10 years. I’m not sure I agree with a mainstream adoption of 5-10 years because we see so many companies who have to do something. External factors such as audits and litigation, and a change in business such as an acquisition or space consolidation forces some companies to move to Digital HR Document Management sooner than later. I’ll cover more of the reasons organizations are moving to a digital solution later in the presentation Gartner assigns a business benefit rating of High to Digital HR doc management. I’m in agreement with that rating and Gartner does a great job explaining why a benefit rating of High is justified. NEXT SLIDE
- One of the reasons Gartner gave Digital HR doc management a benefit rating of High is the digitization of HR documents can result in productivity savings of 15% or more due to the time saved searching for information in a digital solution versus looking through paper files. An HR document management solution that manages compliance while reducing the time and cost to respond to information requests and audits has the potential for substantial savings due to avoiding fines and potential litigation. Based on conversations with our clients the 15% productivity savings is conservative and there are additional savings from areas such as document creation and distribution. One of our clients provided a good example of the productivity savings achieved with a digital document management solution. That client had a document that required review and acknowledgement by over 2,000 employees. Using our technology that document was distributed, acknowledged and filed electronically. 75% of the forms were returned in 3 days or less. In the past this process would have taken a month or more. Think about the time and cost to create, distribute and file over 2,000 documents. For this project productivity savings far exceeded 15% Other analysts say the typical employee spends on average 51 minutes a day looking for information found in paper documents, files and emails. 51 minutes might be light for HR because in many cases documents are both paper and digital and scattered across multiple technologies and locations. The time saved using the right technology to manage HR documents gives HR professionals more time to focus on employee engagement and talent acquisition and retention NEXT SLIDE
- Now let’s take a closer look at some of the reasons Digital HR doc management made it into the Hype Cycle for Human Capital Management software. Gartner did a very good job identifying the different reasons organizations need to consider an HR doc management solution. The challenges Gartner pointed out are the same that we saw in many of our clients and that we discuss with HR professionals every day. NEXT SLIDE
- The first reason Gartner pointed out for HR professionals to deploy a document management solution is the ever increasing volume of documents (paper and digital) that organizations must manage. New federal and state regulations have contributed to the increase of documents HR needs to manage. Corporate policies related to security and privacy have also contributed to the increase of documents HR must maintain. As the volume of documents increases it simply isn’t cost effective to keep adding file cabinets that take up expensive office space. NEXT SLIDE
- Information silos is another reason HR needs to consider moving to digital document management. There can be paper files onsite at corporate headquarters and at locations like branch offices or distribution and manufacturing centers. Paper files might also be offsite managed by records management companies. Digital documents can be in network file shares, applicant tracking systems, onboarding systems and learning management systems. With so many silos finding what you need when you need it is almost impossible. NEXT SLIDE
- Bersin by Deloitte’s Predictions for 2014 states most large organizations have 7 or more HR technologies not including their HRIS. A report from Docurated indicated many organizations have 5 or more storage systems holding documents which tells us the problem of information silos is not just an HR problem. For HR professionals the existence of information silos means you cannot get a complete 360 view of an employee because documents are paper and digital and information is spread across technologies. NEXT SLIDE
- Compliance is another reason document management technology is becoming important to HR. HR professionals know employee documents contain confidential information that must be tightly guarded. Controlling access to those documents is tough if they are paper-based or digital in network file shares. How do you maintain an audit history of who has accessed employee documents if they are paper-based? Security becomes even more challenging when documents need to be shared internally or externally. When we surveyed HR professionals 76% said they used email to share documents even though they understood the compliance risks. Compliance also means managing the retention of documents. Federal and state laws set the retention guidelines for many employee documents, and corporate information governance policies will also define retention requirements. Retention time frames can vary pretty dramatically from one document to another and are usually based on event dates such as the date of hire or date of termination. There is no efficient way to manage the retention of documents without some sort of technology. NEXT SLIDE
- Gartner also stated quick access as reason to implement a digital solution for HR documents. When responding to legal discovery or compliance requests time is the enemy. Even if paper files are located in an area close to HR it takes time to pull and copy the documents needed. If your documents are spread across locations or information silos the time and cost to retrieve and deliver documents increases pretty quickly. As I mentioned when talking about compliance access to documents must be controlled and audited, but there is the need to share documents. Managers need access to documents like performance reviews and training certificates, while IT might need access to new hire documents to set up employee access and procure equipment. Without the right type of HR document management technology providing access to documents becomes a burden for HR departments and frequently slows down business processes. In today’s work environment we need digital access to information no matter where we are. Work is no longer where we go, its what we do! Telecommuting, virtual offices and multiple locations require access to important documents through a web browser, not a field trip to the file room NEXT SLIDE
- The final reason I want to discuss for implementing a digital HR document management solution is Strategic Alignment. This survey from ISG shows strategic alignment to the business as the Top area for HR to target for improvement thru 2016. That matches what I hear from clients and what I read in many of the trade publications. Digital HR document management isn’t likely to make the list of an organization’s strategic goals but it certainly supports some of those goals. NEXT SLIDE
- Some of the strategic goals our clients site as reasons for selecting our solution include; Expense Reduction. Downsizing or the need to control or reduce costs are common themes in many businesses. Organizations that are growing and adding headcount may not add additional people in HR. HR is a department frequently asked to do more with less which means finding ways to be more efficient. Information Governance is a hot topic gaining traction at the C-Level. The need to manage information to ensure compliance while providing secure access to support business needs will continue to be important for every company Talent mobility is also important for many companies. In an effort to retain talent and improve skills organizations support employees moving between departments and locations. However, talent mobility often leads to employee files being fragmented because there is no mechanism to allow documents to travel with the employee as they change jobs and locations. Document requirements often change based on position. I worked in logistics for a number of years and certifications and training for a fork-lift operator are certainly not the same as someone who may only pick orders. All too often employees end up with more than one file simply because they changed jobs or locations. A digital HR document management solution can supports business changes which might also be strategic goals NEXT SLIDE
- A digital HR document management solution may support changes in business which might be tied to strategic goals. Mergers and Acquisition are more common today than ever. In Gartner’s Hype Cycle the impact of mergers and acquisitions was mentioned as a reason HR document management is becoming more complicated. Think about the challenges an HR department might face if their organization purchased a company with 1,000 employees. There will be a duplication of HR technologies that needs to be addressed and of course 1,000 new employee files. One of our clients grows through acquisition and the process of adding new employee files was a real burden but is now much more efficient because of our HR document management technology and services. A change request or handbook acknowledgement are common documents in employee files, but they can vary quite a bit from one company to another. We work with our clients to map new document types to the ones they have in place so while a document from the company acquired might look differently it will be filed and named based on the existing structure. If the documents are digital we work with our clients to securely transfer images and data. If the files are paper they are shipped to us for imaging or storage. NEXT SLIDE
- An office move or consolidation of space might also be a change that forces a company to think about how they are managing HR documents. Onsite file storage is frequently reduced when a company moves and we find active paper employee files are often kept onsite. A number of our clients deployed our solution in preparation for an office move. We did the heavy lifting; we either packed or gave them guidance on how to pack their documents and handled the document imaging or storage. These HR departments became more efficient and no longer have the expense of managing files onsite. NEXT SLIDE
- Now that we covered why organizations are moving to a digital HR document management solution I want to spend a few minutes talking about what it means to effectively manage digital HR documents. NEXT SLIDE
- To understand the correct approach to digital HR document management I want to give a few examples of mistakes some companies have made in an attempt to move to a digital solution. The wrong technology or approach can create as many problems as it resolves. NEXT SLIDE
- One of the common mistakes we see companies make is using network file shares to manage digital documents. Access, security and compliance are almost impossible to manage using a network file share. It’s also tough to get users to adapt to consistent naming conventions so finding what you need can be just as difficult as rummaging through file cabinets. Using a network file share doesn’t provide tools for secure sharing or workflow to improve business processes. Selecting a document storage technology solution not designed for HR can also create headaches for all the same reasons. Just having a place to put digital documents is not document management. NEXT SLIDE
- Attaching digital documents to employee records in an HRIS is another approach we’ve seen companies take that has lead to problems. An HRIS is typically not designed for document management. There is generally no efficient way to manage retention or provide controlled access to people outside of HR. Attaching documents to an employee record in a HRIS generally means creating an information silo. Does your HRIS let you know if documents are missing or out of date? Does it have workflow for document routing and approval? NEXT SLIDE
- Now let’s talk about what it means to effectively manage digital HR documents and some of the tools you’ll want in your document management technology NEXT SLIDE
- You’re going to need a wide variety of features to effectively manage digital documents for HR, but I’m going to focus on 5 areas that must be addressed by the technology you deploy. NEXT SLIDE
- First as I discussed at the start of the webinar complying with complex government regulations and corporate policies can be a real headache for HR professionals and is a driver Gartner mentioned for moving to a digital solution. Are your documents being retained according to government and corporate rules and regulations? Does each employee file contain all the required documents? Are documents up to date? Audits; Can you be proactive and not reactive so issues are addressed before they become a problem? Make sure you select a solution with the features that help you answer “Yes” to these questions NEXT SLIDE
- These are screen shots from our FileBRIDGE for HR product that I’m using to give you examples of what you should look for in HR document management technology to ensure regulatory compliance isn’t an issue. You need the ability to manage retention, legal hold and disposition. Retention should automatically be assigned as documents are added. Unfortunately employee litigation is fairly common so you’ll need a way to put documents on legal hold. Be sure the technology you select gives you the ability to proactively monitor documents. You should be able to conduct a self-audit with minimal effort. You need to know if documents are missing or expired before an audit. Our Compliance Monitor allows HR professionals to monitor the status of documents and with one or two clicks find who has not submitted a required document. Also be sure seeing the audit history on documents is easy and doesn’t require any special programming
- The information on employee documents is very confidential so of course security is also critical. The technology you select must encrypt data in transit and at rest. Make sure the vendor you select goes thru some sort of annual audit by a 3rd party. Security also means controlling and limiting access to documents. You need to be sure the technology you select only allows people to see what they should. In addition you need to be able to control what people can do with a document. For example you might want to restrict functions like printing or emailing. When documents need to be shared it should be done with a secure link that expires, not attaching documents in an email. To securely manage HR documents a secure review room must also be a part of the technology you select. This will allow you to place documents in digital room where you can grant temporary access to documents. This is a much more secure and efficient way to let auditors and attorneys review documents. NEXT SLIDE
- We discussed the issues created by information silos earlier so the ability to integrate your document management solution with your other HR technologies is an important feature. Automated integration with the employee system of record will ensure your document management solution has the same important information that might reside in your human capital management technology. Digital documents in your onboarding or applicant tracking solution should also be managed by your document management technology. You need that secure central repository so there is only one place to look for documents that must be maintained as records. Integration is a key component in achieving that 360 view of an employee that we mentioned earlier. NEXT SLIDE
- Workflow combined with email notifications is also a must. Your document management solution should help the HR team be more efficient. Documents should be routed for approval or review automatically and notifications need to be real-time so issues can be addressed promptly. Be sure the workflows are configurable and you are not limited to only specific documents. NEXT SLIDE
- Finally make sure your document management solution doesn’t ignore paper. The use of paper in businesses has gone down, but it still exists. When we surveyed HR professionals 73% said they were still relying on paper to manage documents. No real surprise based on Gartner’s HCM Hype Cycle, remember digital document management is on the rise, but not yet mainstream. In a Harris Poll conducted earlier this year 82% of those who responded said paper-based workflows would likely still be needed for at least the next decade. This means companies are working in hybrid environments where paper and digital documents must coexist. Make sure your technology can easily ingest documents that may have started off as paper. Adding documents to your digital document management solution should be easy and inexpensive. You should be able add paper or digital documents by uploading, emailing or secure FTP. When digitizing documents make sure you are not required to have any special software or hardware. You also must have the ability to create a library of your own electronic forms so over time you can continue to reduce your dependence on paper NEXT SLIDE
- Now those are my top 5 areas you want to be sure are covered but there are some other must haves in the technology you deploy. The solution should be easy to use and understand. Look for things like training videos incorporated in the technology. If the technology isn’t intuitive and easy to use adoption and use will suffer. Searching for documents must be simple and quick. You should have a variety of ways to search. The ability to search by document and by employee is a must. If you have a search you conduct frequently look for the ability to save a search. Being able to download search results into excel is another “nice to have” feature I would look for. Electronic signatures is another must have. It’s tough to cut down on using paper if all documents have to be printed to be signed. Your technology should also handle the common file types like Microsoft office documents (Word, Excel, PowerPoint) as well as TIFF images, JPEGS and of course PDF. Stay away from solutions that say everything has to be a specific file format such as PDF NEXT SLIDE
- In closing if you are considering a Digital HR Document Management solution I have a few suggestions before you embark on this journey First, understand your organizations goals and strategic objectives. Does HR document management support some of those goals? Take a close look at the expenses for your HR department. If your files are paper-based how much money are you spending, creating, distributing and filing documents. Is your HR staff spending too much time on administrative tasks? Would an HR document management solution improve efficiency? Are you compliant? Has your retention schedule been reviewed recently? Are you certain all required documents are in each employee file? Are all documents up to date? If you had an audit tomorrow would you be ready? If the answer to any of these questions is “No” you should consider a digital document management solution Road Test – Check out some of the technologies out there and participate in a short demo. Throw out some scenarios that are pain points and see how the vendor responds. If they don’t show you a solution designed for HR, I suggest you move on! Road Map – How long has the product been around? How frequently are new features added? Do clients have input in new features? Is the technology being used to manage documents for other departments. Avoid stagnant technologies that are not evolving and adding new functionality in response to business needs And finally select the right partner. If you have a blend of paper and digital documents find out how the company you are looking at deals with document imaging and storage. Are they bringing in a partner which can complicate processes? Check out their website and look for content specific to HR, you want to be sure the partner you select understands HR document management. NEXT SLIDE
- I want to thank you all for joining me today. I can be reached at the email address below and would love to connect with you on Twitter and LinkedIn. Now I’ll turn it back over to Mel