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Posts Tagged ‘document management software’

Posted on: May 14th, 2013
by Chad Evenrud

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Construction Document Management Software: Implementing Human Resources

construction document management software.

Over the next several weeks, EWA Software will be recapping the breakout sessions from the 2013 Paperless Environments User conference.  If you are a Paperless Environments pVault user and didn’t get a chance to attend the conference, then these articles will give you a brief recap of the major topics discussed.  This week we will be reviewing the importance of implementing human resources within your construction document management software. 

Why Take Your HR Department Paperless?


Cost Saving:  HR departments are known to be overwhelmed with paper intensive processes ranging from employment applications, staffing plans, pay date changes, request forums and the list goes on and on.  Printing, filing and retrieving are costly processes that require the HR department to invest valuable time to complete these mundane procedures.  By integrating the HR department to your construction document management software, your company will no longer need to invest in printers, copy machines, ink and paper.  Another cost savings benefit is the HR department can take on more tasks without needing to hire additional personnel.

Space Saving:  Going paperless eliminates the need for shelving and filing cabinets to store data in paper form.  These storage facilities take up enormous space in the office, on your desk or in the warehouse for some organizations.  Switching to digital data management systems can free up much needed real estate in your work environment.

Operation Facility:  Accessing data is easy and quick when the information is stored electronically.  Searching through files and folders and going through papers for vital information may take hours of work by a team of people.  However, searching through electronically stored data can be completed in minutes by a single person.  The time saved here can be optimally used by the employee elsewhere where their contribution can make a marked difference to the firm’s bottom line.  Plus, when information is available with ease, processes that follow can be carried out without delay which further enhances the HR department’s efficiency levels.

Ease of Researching:  HR work often involves a good deal of research.  This can become an immensely labor and time intensive task if all the records are in paper form.  Going to paperless and digital makes researching past cases incredibly easy.

AIIM International Standards and Best Practices

Solid Retention Schedules:  All record management initiatives need to start with an understanding of the document’s “lifecycle”. Where is the document’s point of origin, and what is its storage time requirement? HR documents have vastly different retention schedules than many other documents. Resumes are usually only retained for a couple of months, while employee files may be kept for decades. The retention schedule of each document type must be identified prior to any records management initiative. 

Records Management Ownership:  Someone in your organization must take ownership of the records management process. This is typically where the buck stops… It’s critical that someone owns the process and manage the structure and implementation. Implementing a solid solution can help keep your organization on track, but it takes someone owning the process on the front end to ensure all documents are classified, and the retention schedules are adhered to.

Employee Training:  Everyone who has an employee record responsibility (generation, storage or approval) must be aware of the corporate retention policy.  This requires constant training and reinforcement.

Destruction Date Tracking:  HR documents don’t follow linear life cycles like finance documents. While the document creation date is known, the document destruction date is typically the “date of employee termination” + X years. The variable termination date causes confusion and delays in the purging process. From a legal standpoint, records kept too long are as much of a liability as lost records. During legal proceedings, if you have a record, you must produce it even if that record should have been destroyed based upon the corporate retention policy.

Legal Proceedings:  If an organization is aware of legal filings or imminent legal proceedings against it, all records pertaining to such proceedings need to be “frozen” from any purging process.  It is then critical that such records be placed back into the same lifecycle after the legal proceedings or given a new classification and destruction cycle.


HIPAA and E-Discovery Laws are now addressed in pVault 5

·         Document Archiving

·         Document Purging (I-9 Compliant)

·         Document Security (Locking Down Documents on pVault Application Server)


Implementing HR Into pVault 5

·         Come up with Document Types (E.W.A Document Library Available)

·         Setup Document Security- Determine who has access and advanced rights to HR Documents

·         Workflows? With New Department Queues allows Employees to Fill out HR Forms and then Pushed to HR queue for Processing/indexing. Document Routing Module allows companies to create pre-defined rules for routing/approving of HR Documents (Employee Applications, Accident Reports, Time-cards, Time Off Request, etc.

·         Custom Backfills allows for HR/PR Information to be Backfilled from HR or PR system.

·         Third Party Tools like EI Dynamics and SharePoint allows Companies to Automate HR process through WEB based portals. This allows Employees to download their HR Documents though a secure portal eliminating them to ask HR to produce documentation such as W-2’s, Pay Stubs, Direct Deposits and Time-cards.

Posted on: March 14th, 2013
by Bruce W. Evenrud

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Document Routing Software: Purchase Order Process


The document routing software from Paperless Environments is the key component to automating many of your business process management processes commonly referred to as BPM. There are many definitions of BPM but I like one in particular:  “It promotes business effectiveness and efficiency while striving for innovation, flexibility, and integration with technology.  BPM attempts to improve process continuously. It can therefore be described as a “process optimization process.” (1)  If this is your first exposure to this terminology it may seem like just another fancy terminology that consultants use to justify their fees. However, once understood and applied it can be very impactful.

I am a firm believer that one of the best ways to relate to a new idea or concept is to apply it to what we do every day. I will be writing about the uses of document routing in future newsletters and our blog postings on how to apply BPM to many of your every day processes that while they work most of the time they often seem to break down at the most inappropriate times.

Managing the purchase order process is one those BPM processes that is very challenging for most construction companies. When I discuss this with our clients and potential clients I almost always get the same response – it needs improvement. With document routing and our BPM engine from EI Dynamics we have successfully found a better way.

Once the vendor has been selected the purchase order needs to be approved before it can be issued. The approval process could require one or more approvals before the purchase order is issued. The routing is usually based on the job and/or the dollar amount. If the approval process is not effectively monitored, the timely issuing of the purchase order could be delayed which could ultimately cause late delivery to the job site disrupting construction schedules, potential back charges and escalated labor costs.

We have solved this problem for many of our clients by automating the approval process. The purchase order and related documentation are scanned, indexed and routed electronically using the document routing module. EI Dynamics manages the approval process by sending an email to the approver(s) alerting them that they have purchase order(s) to approve. If the purchase order is not approved and issued within 48 hours an email is sent to the appropriate department manager that informs them of who is delaying the process. The person responsible for issuing the purchase order has a dashboard displaying all purchase orders awaiting approval and who has not approved then yet. If the approver has issues with the purchase order they can electronically route it back for explanation or changes. Once approved the purchase order can be emailed to the vendor directly from within Paperless. All along the way there is a complete automated audit trail of every action taken and by whom.

As we say at EWA – “Problem Sovled”.


1)  http://en.wikipedia.org/wiki/Business_process_management