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. Many ASPEN Virtual File Room customers include retail and hospitality industry companies with high employee turnover and high volumes of documents to control. HR operations are improved by the provision of 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 Virtual File Room supports your processes for recruitment, on-boarding, 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 cloud-based solution, ASPEN Virtual File Room provides unlimited, on-demand document storage via Archive Systems’ secure, SSAE 16 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.
HR Compliance Review
The Review feature provides audit capabilities and ensures that HR has complete employee documentation and is compliant with government laws and regulations.
Simplified Management of Employee Documents
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.
The conversion of paper documents to digital is integrated with the ASPEN Virtual File Room product. Archive Systems provides imaging services. The digital copies are delivered through ASPEN. Services for document storage (of the original paper documents) are also provided.
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 ASPEN Virtual File Room for added security, privacy and accessibility. Metadata can be synchronized from HRIS systems to ensure optimal integrity and accessibility.