Overcoming Inefficiency in Managing Employee Records
OVERVIEW
The hospitality industry faces unique challenges when it comes to managing employee records. With a high turnover rate and a large, often geographically dispersed
workforce, HR departments need to manage documents efficiently and securely. This was the challenge faced by a prominent hospitality group with multiple locations
across the country. The hospitality group had accumulated a significant amount of paperwork related to its employees. This included employment contracts, performance reviews, training certificates, and other crucial documents.
The challenge was not just the physical storage of these records, but the labour-intensive process of retrieving them when needed for internal or external audits. The HR
department was forced to sift through countless paper files, a time-consuming task that often led to errors and delays. In addition, ensuring compliance with constantly evolving labour laws and GDPR regulations added further complexity. The team was overwhelmed by the volume of paperwork, and the lack of a centralised, digital system was impacting their efficiency and ability to respond quickly to HR-related queries.
THE SOLUTION
To address these challenges, the hospitality group turned to FileHound Vault, an AI-powered content management solution designed to automate and optimise document storage and retrieval. The solution was implemented to digitise and organise HR records, providing a streamlined approach to managing employee data.
FileHound Vault helped the hospitality group improve its document management in a number of ways, including:
Centralised Document Storage
With FileHound Vault, all employee records were digitised and stored in a centralised repository. HR teams across the various locations could now access these digital files instantly, eliminating the need for physical storage space and reducing the time spent locating specific documents. Whether an employee was at one of the company's hotels in London or Edinburgh, HR staff could retrieve documents quickly and efficiently, ensuring a seamless experience for both employees and management.
Retention Policies
One of the critical issues facing the hospitality group was compliance with labour laws and regulations, particularly regarding the retention of employee records. FileHound Vault automated the process by applying retention policies to ensure that outdated records were deleted in accordance with legal requirements. This feature not only ensured compliance with labour laws but also helped the group stay aligned with GDPR regulations, avoiding the risk of costly fines due to improper handling of personal data.
Search and Reporting
The ability to search and retrieve specific records quickly was another major benefit of implementing FileHound Vault. With its powerful search functionality, HR teams could easily locate employee records for audits, performance evaluations, or other purposes. This significantly reduced the time spent on manual searches and allowed HR staff to respond faster to requests, enhancing overall operational efficiency.
AI-Powered Automation
FileHound Vault’s AI capabilities extended beyond document storage and retrieval. The system intelligently categorised documents and recognised key data points, such as employee names, contract dates, and training completion dates. This made it easier to organise and manage records without manual intervention, reducing the risk of errors and ensuring that the right documents were always available when needed.
THE RESULTS:
Increased Efficiency & Improved Compliance.
Since the deployment of FileHound Vault, the hospitality group has seen significant improvements in their document management processes:
Document retrieval time reduced by 75%
The ability to digitise and centralise employee records allowed the HR team to reduce document retrieval time by an impressive 75%. What once took hours of searching through paper files now took only minutes, freeing up valuable time for HR Staff to focus on more productive tasks.
Improved Compliance with Labour and GDPR Regulations
By automating document retention and deletion, the hospitality group ensured that it was fully compliant with labour laws and GDPR regulations. The risk of non compliance, which could have led to costly fines and reputational damage, was significantly reduced.
Freed Up Physical Storage Space
The shift to digital records resulted in a significant reduction in the physical storage space required for employee files. This not only reduced the overhead costs associated with maintaining large filing cabinets and storage rooms, but it also helped to create a more organised and clutter-free office environment.
Improved Employee Satisfaction
With quicker access to HR records, employees experienced faster resolutions to their queries. Whether it was about training certifications, contract renewals, or performance reviews, the HR department was able to provide timely responses, improving employee satisfaction and fostering a more productive work environment.
CONCLUSION
FileHound Vault’s AI-powered document management solution has helped the company streamline its processes, improve efficiency, and ensure compliance with regulatory requirements, transforming the way the way the group managed its employee records. The reduction in document retrieval time, combined with automated retention policies, has enabled the HR department to focus on strategic priorities, resulting in a more responsive and agile workforce.
