M-Files Automates HR Document Management

M-Files has introduced a new offering that can be deployed on-premises or as a cloud-based service. M-Files HR is aimed at helping organizations to simplify and automate the management of employee-related documents and records associated common HR processes throughout the employee lifecycle, such as onboarding, training and performance reviews.

The solution provides integrated records management supporting retention and eventual disposition of employee and HR-related records, and is backed with a complete version history and audit log to support compliance with government regulations and corporate governance policies.

According to M-Files, many companies still manage HR documents and processes, such as onboarding, training, and performance reviews in an inefficient and error-prone manual manner, exposing them to legal and compliance risks. In these scenarios, email is often the de facto workflow management tool, and time and energy is wasted by HR staff and supervisors trying to get documents reviewed and approved and ensuring tasks have been completed by the right people.

M-Files HR intelligently understands common business roles and the relationships between them, allowing employee-related documents and records to be dynamically secured, organized and processed in an intuitive and personalized manner. Without duplication or complex hierarchical folder structures, HR documents, such as resumes, offer letters, government required employment documents, performance reviews, or training certificates are organized, accessed and processed in context, by role and individual.

Many companies have limited visibility into employee information because HR records are often scattered among hard drives, filing cabinets, enterprise applications and unmanaged file sharing systems, said Mika Javanainen, vice president of product management at M-Files. Since record keeping is essential to HR responsibilities, HR personnel must follow proper employee record keeping protocol to avoid administrative, legal and compliance problems. This means they must know which records to keep, who should review and approve them, how to store them and for how long.