Electronic storage speeds retrival time for personnel files

|tab|

Even in a company with a low turnover rate, personnel files will pile up. Often records for terminated employees are moved out to save space. |ret||ret||tab|

The decision to convert or store these records hinges on several variables. How much space is available? How often will you need access for unemployment claims and references? How long must you retain them? Do you have or are you planning for an electronic records system in future?|ret||ret||tab|

|ret||ret||tab|

Electronic conversion|ret||ret||tab|

A company that uses or plans to use an electronic system in the future may choose to scan records to CD-ROM. A major hospital system used this solution for its records for retired physicians. Office staff can then import these images into a fully integrated imaging program or use inexpensive stand-alone software to search and retrieve from an office personal computer or company network.|ret||ret||tab|

Keep in mind that electronic formats whether computer hard drive, floppy, optical disc or CD-ROM change frequently. To avoid discovering that records are as inaccessible, remember to convert them to the new computer format.|ret||ret||tab|

|ret||ret||tab|

Long-term retention|ret||ret||tab|

A company handling potentially hazardous materials such as paints will be aware that the Occupational Safety and Health Administration requires an extended retention period. To meet criteria for legal evidence or archival stability, consider backing these records up on archival film. |ret||ret||tab|

|ret||ret||tab|

Storage options|ret||ret||tab|

Sometimes storage is the best option, but keep in mind that facilities vary tremendously. Using mini-storage may raise problems of wildly fluctuating temperatures, a confused filing system and humidity or water damage to records. |ret||ret||tab|

In contrast, a professional document storage facility can provide prompt and professional retrieval, individual billing of requesting departments, confidentiality agreements, secure document destruction when needed, alarm and sprinkler systems, security procedures and underground storage to protect records from disasters.|ret||ret||tab|

|ret||ret||tab|

Crunch the numbers|ret||ret||tab|

If you have an in-house scanner, carefully compare the cost of outsourcing the conversion with the cost of using in-house personnel.|ret||ret||tab|

When getting bids from vendors, don't settle for an estimate based on a per-image cost. Ask that your conversion cost be calculated on a per-employee basis to assess your cost/benefit ratio. Also, be sure to carefully inspect examples of the vendor's conversion media, check references to verify claims of accuracy and insist on a sample conversion to ensure quality.|ret||ret||tab|

Managing documents doesn't have to be a headache. With planning, the human resources department can manage documents cost effectively while satisfying legal requirements and business needs. |ret||ret||tab|

|bold_on|(John Elkins is sales manager of EDCO's business division.)|ret||ret||tab|

[[In-content Ad]]