ASPEN Virtual File Room for Human Resources
ASPEN Virtual File Room (VFR) is a document management system designed for Human Resources departments that are expanding in size and in geographical reach. VFR customers include some of the largest companies in retail and hospitality, with high employee turnover and high volumes of documents to control. VFR improves HR operations by providing audit capabilities and analytics that alert personnel to potential business risk. Recognizing that most HR departments are transitioning from paper-based processes to technology-based, ASPEN VFR supports your processes for recruitment, on-boarding, payroll processing, performance evaluations, off-boarding, and more. The imaging of paper documents to a digital format, and the secure storage of paper documents are optional services that are provided as an integrated offering.
As a Software as a Service (SaaS) solution, VFR provides unlimited, on-demand document storage via Archive Systems’ secure, SAS 70 certified datacenter, so all of your offices and HR personnel can access what they need, when they need it. Your I.T. department will benefit, as its resources are not required for the on-going maintenance and support of hardware and software. This dramatically reduces the Total Cost of Ownership.
Features for Growing HR Departments
- HR Compliance Review – Audit (Review) feature ensures HR has complete employee documentation and is compliant with government laws and regulations.
- ArchiveMetrics™ – Archive Systems’ dashboards and analytics enable HR professionals to improve operations through the tracking and analysis of hiring trends, internal data for EEOC compliance, and other key metrics.
- Simplified management of employee records – ArchivePackets™ allows you to group a set of employee documents so they can be managed and audited as a single record, such as on-boarding docs. It proactively alerts the HR manager to changes in status when the document is modified.
- Secure private, on-demand documents – VFR is a SaaS solution, including unlimited document storage and data security for accessing records 24 x 7 via a web browser.
- Services for imaging, conversion & storage – Image or convert documents from paper, microfiche and other media to digital format, for end-to-end support of your document management needs.
- Complements HRIS systems and forms – Documents including forms that originate in other systems such as HRIS, Enterprise Resource Planning and Enterprise Content Management systems can be uploaded into VFR for added security, privacy and accessibility. Metadata can be synchronized from HRIS systems to ensure optimal integrity and accessibility.
Competitive Document Management Capabilities
- Document Imaging Search & Retrieval – Web-based search fields can be customized to your specifications to improve search relevancy and retrieval time. Search criteria can be entered into one or more fields, and smart searches can be conducted. You can view, edit, annotate, print, email, and more from the browser-based image viewer.
- Advanced Document Image Viewer – The powerful viewer integrates feature-rich image handling for easier readability. Take advantage of a broad range of viewing and manipulation options including zoom, rotate, thumbnails, and more. You can also empower users with the ability to add annotations such as highlights, sticky notes, redactions, stamps, and other mark-ups.
- Image-enable Business Applications – Retrieve documents in ASPEN VFR’s repository right from your core business applications. The U-CALL module enables you to quickly request and retrieves stored document images from within line-of-business applications without programming.
- Third Party Access – Auditors or other authorized 3rd parties may be granted temporary access to selected document folders via a web-based portal.
Benefits
- Improved Control & Accessibility – Employee files tend to be among the most private and sensitive documents in your organization. ASPEN VFR adds an extra layer of security and control to your HR files, while at the same time making them more accessible to the personnel that are permitted to view them.
- Assured HR Compliance – The Review feature is used to audit employee documents and to ensure compliance with corporate standards and legal regulations. By managing private, sensitive documents in a centralized, secure repository, there is minimal risk of important documents going missing or accidentally being destroyed.
- Streamlined HR Operations – by employing VFR’s integrated analytics, you can spot trends and identify opportunities for operational improvement. VFR is loaded with features designed to make it easier to manage large volumes of employee documents amongst a geographically-disbursed group of managers and HR professionals.
- Low Total Cost of Ownership – As a SaaS solution, VFR is hosted from Archive Systems’ secure, SAS 70 certified datacenter. Your I.T. department benefits, as it does not require its resources for the maintenance and support of hardware and software. The Total Cost of Ownership is dramatically reduced, as compared to on-premise equivalent systems.