KC Online Human Resources Cloud
The KC Online Human Resources Manager application, provided OnPremise or in the Cloud, is a highly flexible and cost effective solution designed to bring control, cost savings, compliance and efficiency to the HR department's paper, documents and processes. Incorporating document scanning with secure electronic content management, KC Online HR Manager enables HR departments to capture and store the mountain of HR paper based documents whilst seamlessly incorporating legal document life cycle control, destruction and defensibility through HR Records Management.
The KC Online HR application includes a range of prebuilt applications including recruitment processes, new employee joiner processes, employee leaver processes and secure archive of employee digital files.
Included within the KC Online HR solution are four main modules
Leavers exit process
Central digital file of all records
Release the Constraints of Physical HR Records
The Knowledge Capture® Online (KC Online) Human Resources Manager application releases the constraints of paper based HR documents and enables cost savings in released office real-estate and staff efficiency through rapid document search and retrieval. When utilised with our KC Online Records Manager application, KC Online HR ensures documents are archived for the desired legal period and automatically identified for disposition (destruction) as per the organisations legal record keeping policies.
The ability to capture, archive and legally retain HR documents is just the beginning. Incorporated into the KC Online HR application are a vast range of HR specific functional capabilities including:
Out of the box Recruitment, Onboard and Leavers processes
Secure document archival with rapid search and retrieval
Legal document life cycle management and defensible disposition
Fully incorporated Workflow/Case Management technology for HR process streamlining and regulating process adherence
Seamless integration with MS Office
Secure employee only settings to ensure only compliant access
HR Document Digitisation and Automatic Classification
The first step to HR efficiencies and cost savings is the conversion of physical HR records to digital images. Utilising industry leading document imaging technology KC Online HR enables HR documents to be scanned in house and either manually or automatically classified and indexed into our KC Online Cloud. Delivered as a fully managed and hosted Cloud or OnPremise service, KC Online's document imaging capabilities ensure that document scanning is simple and cost effective without requiring high initial upfront investment.
Document Life Cycle Management & Defensible Destruction
Where KC Online's HR application delivers real benefit is in its ability to securely and automatically control HR document life cycle retention and defensible destruction. Utilising best of breed Records Management technology with intuitive workflow processes, KC Online HR enables both electronic and physical documents to be manually or automatically declared as 'legal records'.
Once declared, legal records automatically follow the approved retention schedule ensuring that any record (physical or electronic) is retained for long enough to be compliant without creating a legal liability or unnecessary storage cost.
HR Folder Management and Rapid Document Search and Retrieval
The ability to quickly and easily search, identify and view HR documents is where KC Online HR excels.
Utilising powerful parameter based document search and retrieval or 'Google' like document content searching, KC Online ensures that your documents are never more than a few clicks away.
To help transition from physical HR document management to electronic, KC Online provides an intuitive folder based hierarchy and user interface which can mirror your existing file plan and at the same time introduce strict folder or document based security.
MS Office Integration
Included with KC Online HR is the ability to seamlessly integrate your local MS Office applications (Word, Excel, PowerPoint and Outlook) with the Cloud hosted KC Online document management repository. This provides all of the features, functions and folder hierarchy of the Cloud repository, such as Check In/Check Out, Browse, Version Control, Favourites and Archival seamlessly through your local MS Office application.
KC Online HR also delivers a pre-configured, intuitive, document review and approval workflow ensuring that any HR documents are always reviewed and signed off prior to release to staff or the public.
HR Document Collaboration
In today's busy and global HR practices it is essential that project teams can quickly be assembled and provided access to all key project related documents. KC Online HR supports this vision through its simple and intuitive ability for HR staff (without IT involvement) to create their own dynamic project team rooms. Once created staff can be assigned and approved documents are securely made available, for review, edit and final approval.
To discover how KC Online HR can help your organisation cost effectively bring control and efficiency to the handling of HR documents, contact us today for a free demonstration.