Paperless HR in Seven Steps

•

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This webinar discusses a seven step process for a successful paperless HR implementation. The steps include: 1) being a change agent to gain buy-in, 2) getting organizational buy-in, 3) organizing existing paper files, 4) acquiring necessary resources like software and training, 5) starting document scanning and electronic filing, 6) informing employees of the new system, and 7) measuring benefits. The webinar provides details on each step and takes questions from participants.

Software

Start Time: 2:00pm EST
Live Webinar:
Webinar Audio:
You can dial the telephone numbers located on your webinar panel.
Or listen in using your microphone or computer speakers.
Welcome!
Employer Solutions
Fast and Focused:
Human Resource Topics Explained

Today’s Topic:
Seven Steps to a
Successful Paperless HR
Implementation
This Photo by Unknown Author is licensed under CC BY-SA

Webinar DetailsToday’s Presenter
Mark Boutilier | Net@Work
Senior Solutions Engineer
• Over 30 years developing and implementing HR and Payroll solutions
• HR Practitioner for over 10 years
| Employer Solutions

| Employer Solutions
Housekeeping
• Session is 30 -45 minutes long
• On-demand video and copies of PowerPoints are available
• All audio lines are muted
• Please feel free to enter questions into the question box.

| Employer Solutions
We have gone to the cloud but . . . . .

| Employer Solutions
Why Adopt a Paperless System?
Working with and
reentering documents
into computers cost
US companies over
$1.5 trillion
Office Employees
often spend 30-40%
of the time looking
for information in
emails and filing
cabinets.
One four-drawer file
cabinet costs
$25,000 to fill and
$2,000 to maintain
each year

| Employer Solutions
Step 1 – Be the Change Agent
Why aren’t
organizations
implementing
paper-less
systems?

| Employer Solutions
Step 2 – Get Buy-in Throughout the Organization
Department Most Resistant to a Paperless Work Environment?
0%
10%
20%
30%
40%

| Employer Solutions
Step 2 – Get Buy-in Throughout the Organization
•Demonstrate departmental savings in time and effort
•Show how the entire company benefits
•Address compliance concerns

| Employer Solutions
Step 3 – Organize the Paper File

| Employer Solutions
Step 3 – Organize the Paper File
• Create a system of organization – employee name, department or
other level
• Gather in all relevant documents
• Set a sequence of documents in paper file
• Remove duplicates and dispose of properly
• Establishdetermine an expiration date for each type of document
• Remember to be compliant with various regulations
• Set a date to be ready for conversion.

| Employer Solutions
Step 4 – Resources, Software, Training
• Wants and Needs
• Online Access
• Ability to share electronically
• Unlimited users
• Mobile access
• Search capabilities
• Budget
• Software
• Implementation
• Training
• ROI

| Employer Solutions
Step 4 – Resources, Software, Training
• Data Conversion
• Scanning Equipment
• Already in Electronic Form?
• Post Conversion Disposal
• IT Resources
• Server Hardware
• Expertise
• Security Considerations
• System Redundancy

| Employer Solutions
Step 5 Start scanning and filing electronically
• Consistency
• Follow the plan
• Set Goals and Milestones
• Priority
• Current and Backfill versus Start-to-Finish
• Parallel Systems
• Contingencies and Fallbacks.

| Employer Solutions
Step 6: Tell the Rest of the Company

| Employer Solutions
Step 6: Tell the Rest of the Company
• Everybody interacts with Human Resources
• Promote electronic filing and sharing
• Educate users on using the paperless system
• Hold the line on acceptance of paper forms.

| Employer Solutions
Step 7: Measure and Enjoy the benefits

| Employer Solutions
How Net@Work Can Help?

| Employer Solutions
http://www.netatwork.com/resource/expanding-your-document-management-to-human-resources/

Webinar DetailsQuestions, Thoughts or Comments?
| Employer Solutions

| Employer Solutions
Next Week
Maximizing Adoption of a Paperless HR System

| Employer Solutions
Future Topics ?
mboutilier@netatwork.com
“Fast and Focused” in the
subject

Webinar DetailsThank You For Attending!
Mark Boutilier | Net@Work
Senior Solutions Engineer
(P) 800-719-3307 Ext 4805
mboutilier@netatwork.com
| Employer Solutions
800-719-3307
www.netatwork.com
netatwork.com/blog
Net@Work YouTube
Follow us on Twitter: @netatwork_corp
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Paperless HR in Seven Steps

1. Start Time: 2:00pm EST Live Webinar: Webinar Audio: You can dial the telephone numbers located on your webinar panel. Or listen in using your microphone or computer speakers. Welcome! Employer Solutions Fast and Focused: Human Resource Topics Explained

2. Today’s Topic: Seven Steps to a Successful Paperless HR Implementation This Photo by Unknown Author is licensed under CC BY-SA

3. Webinar DetailsToday’s Presenter Mark Boutilier | Net@Work Senior Solutions Engineer • Over 30 years developing and implementing HR and Payroll solutions • HR Practitioner for over 10 years | Employer Solutions

4. | Employer Solutions Housekeeping • Session is 30 -45 minutes long • On-demand video and copies of PowerPoints are available • All audio lines are muted • Please feel free to enter questions into the question box.

5. | Employer Solutions We have gone to the cloud but . . . . .

6. | Employer Solutions Why Adopt a Paperless System? Working with and reentering documents into computers cost US companies over $1.5 trillion Office Employees often spend 30-40% of the time looking for information in emails and filing cabinets. One four-drawer file cabinet costs $25,000 to fill and $2,000 to maintain each year

7. | Employer Solutions Step 1 – Be the Change Agent Why aren’t organizations implementing paper-less systems?

8. | Employer Solutions Step 2 – Get Buy-in Throughout the Organization Department Most Resistant to a Paperless Work Environment? 0% 10% 20% 30% 40%

9. | Employer Solutions Step 2 – Get Buy-in Throughout the Organization •Demonstrate departmental savings in time and effort •Show how the entire company benefits •Address compliance concerns

10. | Employer Solutions Step 3 – Organize the Paper File

11. | Employer Solutions Step 3 – Organize the Paper File • Create a system of organization – employee name, department or other level • Gather in all relevant documents • Set a sequence of documents in paper file • Remove duplicates and dispose of properly • Establishdetermine an expiration date for each type of document • Remember to be compliant with various regulations • Set a date to be ready for conversion.

12. | Employer Solutions Step 4 – Resources, Software, Training • Wants and Needs • Online Access • Ability to share electronically • Unlimited users • Mobile access • Search capabilities • Budget • Software • Implementation • Training • ROI

13. | Employer Solutions Step 4 – Resources, Software, Training • Data Conversion • Scanning Equipment • Already in Electronic Form? • Post Conversion Disposal • IT Resources • Server Hardware • Expertise • Security Considerations • System Redundancy

14. | Employer Solutions Step 5 Start scanning and filing electronically • Consistency • Follow the plan • Set Goals and Milestones • Priority • Current and Backfill versus Start-to-Finish • Parallel Systems • Contingencies and Fallbacks.

15. | Employer Solutions Step 6: Tell the Rest of the Company

16. | Employer Solutions Step 6: Tell the Rest of the Company • Everybody interacts with Human Resources • Promote electronic filing and sharing • Educate users on using the paperless system • Hold the line on acceptance of paper forms.

17. | Employer Solutions Step 7: Measure and Enjoy the benefits

18. | Employer Solutions How Net@Work Can Help?

19. | Employer Solutions http://www.netatwork.com/resource/expanding-your-document-management-to-human-resources/

20. Webinar DetailsQuestions, Thoughts or Comments? | Employer Solutions

21. | Employer Solutions Next Week Maximizing Adoption of a Paperless HR System

22. | Employer Solutions Future Topics ? mboutilier@netatwork.com “Fast and Focused” in the subject

23. Webinar DetailsThank You For Attending! Mark Boutilier | Net@Work Senior Solutions Engineer (P) 800-719-3307 Ext 4805 mboutilier@netatwork.com | Employer Solutions 800-719-3307 www.netatwork.com netatwork.com/blog Net@Work YouTube Follow us on Twitter: @netatwork_corp Follow Net@Work on LinkedIn Follow Net@Work on Google+ Follow Net@Work on Facebook Connect with

Paperless HR in Seven Steps

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