May 2010. The management of contracts and all other documents included in the staff file represents an important economic and resources investment by companies. By way of example, according to the INE (National Institute of Statistics), in 2008, over 16 and a half million contracts were signed in Spain. Controlling all the information generated in this respect is one of the main concerns of the Human Resources departments, which look for new solutions that speed up and reduce the costs derived from this management.

Staff files are composed of different types of documents (contracts, curriculum vitae, family record books, etc.) and the HR department must guarantee the confidentiality and protection of all the information contained in them in accordance with the Organic Data Protection Law (LOPD).

SGAIM’s Human Resources File Management solution converts the original documents received into digital format and captures the relevant information from the file using optical character recognition tools and linguistic technologies. The data extracted is adapted to each client’s individual needs.

After this, the documents are classified with advanced automatic categorisation systems, thus guaranteeing the updating of the files of each of the employees. In addition, all the classified information is published on SGAIM’s TTID Plus web portal, and can be accessed by the client at any time.

The Human Resources File Management tool is perfectly integrated with the different applications used by the Human Resources department, always keeping the status of each of the files up to date.

Benefits of SGAIM’s Human Resources File Management

. Time saving, of up to 50% in Human Resources processes thanks to the on-line availability of all the information in each employee’s file.

. Confidentiality guarantee.

. Improvement in productivity through the automation of the staff file management process.

. Reduction in the risk of losses of documentation by converting the original documents into digital format.

. Maximum quality, guaranteeing zero errors, in the document classification and in the capture of information from the files.

.- Rapid response to possible audits thanks to the immediate localisation of the original documentation claimed.

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