Digitizing Human Resources

Imagine a Paperless HR

Digitizing and cataloging HR documents gets your organization’s Human Resource department organized and paperless. ETCETERA® HRMS – Enterprise Content Management (ECM) is the preferred platform to accomplish “going paperless”.

Every Human Resources (HR) organization has similar but unique requirements for managing data and documents. It’s with this in mind that ECM is configurable to meet each organization’s requirements as well as provide the platform for modifying HRMS configurations as an organization’s requirements change.

There is no other more flexible, useful system available to address HRM document management requirements.


Enterprise Content Management


ECM provides the environment for optimally managing digitized HR assets. These assets typically include employee files, I-9s, applicant tracking and recruitment, benefits, workers compensation, training and development, and other HR files. For some organizations, this includes files for contract labor and volunteers and can include health and safety and other health related information.

ECM is both a data and document management solution. Digitizing HR is often the first step towards paperless. The ability to continue to manage digitized documents is a key part of any truly comprehensive HRMS and is a fully integrated and supported capability in ECM. With ECM, organizations create and manage the Master Employee Database, capture and catalog scanned and imported files, and access data and documents of all types online.

ECM supports over 300 file types. This means that you can store Word, Excel, HTML, PDF and a variety of other file types within a class of documents without the need to print and scan. Viewing of these 300 different file types is managed within the application without the need for source application executables. This file presentation, known as Scalable Vector Graphics (SVG) makes it possible to include documents in the HRMS solution that can be managed on desktops, laptops, tablets and mobile devices.

Tabbed Presentation

ECM provides for a tab organized presentation of documents, automatically organizing documents to their associated tab. If an organization needs to add a tab or change the relationship of a document type to a tab that’s easily accomplished in minutes, and all files are thereafter dynamically organized to the revised tabbed specification.

HR can determine the data that’s presented above the tabbed section called the “banner”. This typically includes Employee ID, Employee Last Name, Employee First Name, Employee Middle Name, Hire Date, Last Review Date, Next Review Date, and may include Healthcare Alerts and any special notices that may be important for any reason. Values stored in the Master Employee Data Base can be dynamically converted to a meaningful “alert” type message when displayed for viewing, and color coded and highlighted making sure the special messages get noticed.

Organizing the Banner

A tabbed presentation of documents may include tabs that are at one level.

Tabs at One Level

Alternatively, sub-tabs can further refine the segmentation of documents and files. For example, top level tabs for employee files might include a Benefits tab. Within the Benefits tab there can be a further segmentation of documents to sub tabs such as Healthcare, Dental, Life Insurance, and Other Benefits. This is configurable to the unique requirements of each HR organization.

Tabs with Sub-Tabs

Data & Document Security

ECM includes a very granular security authorization system that can restrict access to the records of employees, or even restrict access to individual documents within an employee’s file. An example of this is providing access by a Benefits Administrator to the benefits related documents within an employee’s file, while restricting access to other documents.

Because this security system has very granular roles and user permissions, access can be extended to managers, supervisors and employees either directly or through portals created just for that reason.


Digital Transformation of HR

The companion module to ECM is ETCETERA® HRMS – Enterprise Process Management (EPM) which provides for online workflows and processes that replace traditional paper, excel spreadsheets, word forms and PDF fillable forms often used in HR processes.

EPM provides for the digital transformation of HR. HR processes are converted to online processes that are all encompassing. For example, on-boarding processes can provide for employee self-onboarding, but can also provide for automated notifications to Information Technology, Security, and other departments that are a part of any comprehensive onboarding process.

Getting Started

The first step in introducing an HRMS into an organization is understanding the organization’s goals in implementing the solution. With an outline of expectations, ScerIS can assist in numerous ways:

  • Create or assist in the development of the Master Employee Data File.
  • Digitize existing paper documents, import electronic files and catalog these digitized documents into ECM.
  • Assist in the design of the system, identification of data values and indexes, establish tabbed presentations.

For more information and help getting started with your paperless HR organization, contact ScerIS today.