It can be hard going for one of the most document-heavy roles in any organization

Human Resources (HR), People Operations (PeopleOps), and Recruiting teams often find themselves stretched thin, given the wide range of responsibilities they handle within an organization. These teams play a crucial role in managing various aspects of employee life cycles, from recruiting and onboarding to development and retention, as well as ensuring compliance with a myriad of regulations, policies, and legal requirements essential for maintaining a company's stability and reputation.

Document management is essential for HR and recruiting teams as it streamlines their workflow, enhances organization, and ensures compliance with relevant regulations. Efficient document management helps these teams securely handle sensitive employee and candidate information, collaborate effectively, and maintain accurate records, ultimately improving overall productivity and decision-making.

Of course, this brings several challenges when it comes to document management, but these are challenges that FormKiQ is built to solve:

1. A large volume of documents:

   Most HR and PeopleOps teams deal with a much large number of documents than most job functions, with employee records, employment policies, inbound recruitment documents like resumes, onboarding procedures, and performance evaluations. Organization and classification of these documents is key, as is having an efficient mechanism to retreiving, viewing, and modifying these documents on-demand.

   FormKiQ is built to manage any number of documents, backed by the most reliable and cost-effective cloud storage available, Amazon S3. In addition to that storage, FormKiQ provides various features to organize and classify documents, including optical character recognition (OCR) and intelligent document processing (IDP), and enables easy document search and recall using a combination of full-text and tag-based search functionality.

2. Compliance and regulatory requirements:

   HR, PeopleOps, and recruitment teams must comply with various local, regional, and federal regulations regarding data privacy, document retention, and anti-discrimination. Ensuring compliance and keeping up with changing regulations can be challenging, and while some services have come into the market to assist with those changing regulations, updates often involve manual steps.

   FormKiQ provides integration and collaboration functionality for keeping up with regulations, while relying on Amazon Web Services (AWS) tools that are designed and maintained to be compliant with local, regional, federal, and supranational regulations (such as GDPR, HIPAA, and PIPEDA). AWS ensures compliance in part by meeting certifications and controls such as FedRamp and NIST 800-53.

3. Security and confidentiality:

   HR documents often contain sensitive information, such as personal data, salary details, and performance evaluations; in addition to keeping these documents secure from external access, internal access often requires differing levels of access and may require significant granularity depending on the organization structure of the organization.

   FormKiQ not only provides encryption in-transit and at-rest, it also enables granular access controls through user management, multi-site partitions, and both role- and attribute-based access control options.

4. Version and document control:

   All documents, whether for compliance, internal policies, or routine recruitment and employee management processes will require periodic updates; it's essential to have visibility into the version history of documents, and for some sensitive document types, a more stringent document control process may be required.

   FormKiQ includes version history powered by Amazon S3 Versions, and also enables document control procedures, such as requiring a document controller, providing legal hold functionality, and allowing for document expiry.

5. Collaboration and Remote Access:

   HR teams often work together on documents, often across locations worldwide; it is essential for HR, PeopleOps, and Recruitment teams to have the ability to access documents efficiently for collaboration, as well as preventing situations where documents are locked away on personal workstations that are inaccessible when needed.

   FormKiQ provides integration betweens systems and disparate file storage solutions, enabling FormKiQ to maintain storage and management of the Document of Record, or provide connectivity with an alternative primary document repository. FormKiQ also enables access to Office365, Google Drive, and other productivity and online storage tools.

6. Data backups, time sensitivity, and reliability

   HR, PeopleOps, and recruitment teams need to have immediate access to many types of documents; sometimes this can be for onboarding and offboarding, while in the case of recruitment, delays in accessing documents relating to a candidate or job posting could lead to missed hiring opportunities and lengthen the time-to-fill of roles. Data losses or system downtime can have organizational and even legal repercussions.

   FormKiQ provides redundancy and high availability through Amazon Web Services, ensuring a 99.99% uptime.

7. Integration with other systems

   Most HR teams use several different systems to fulfill the wide array of job functions, and integration between these systems can be critical for maintaining efficient operations.

   FormKiQ provides workflows, actions, events, and a RESTful API to enable integration, with custom integration services available from our team of AWS-certified cloud computing, software engineering, and data architecture experts.

8. Environment impact and inefficiency of materials

   Documents not being easily digitized and processed lead to higher waste of paper and ink, affecting both the environment and the company's net revenue.

   FormKiQ uses is scalable design and paperless workflows to reduce your organizations cost and environmental footprints.

FormKiQ not only provides modules for moving to a paperless HR/PeopleOps team, it also provides security by design and is able to integrate with other systems as needed.

Contact us to discuss how FormKiQ can ensure that your HR and recruiting challenges are being solved in a way that is both reliable and cost effective.