Records Management or TRM? Workflow through Quickfields

asked on August 14, 2015

I hoping to get a little advice from somebody. Okay, I work in the private sector in a HR department. I am learning records management and workflow. I am not an IT person. In the last couple of months, I have been handed the Admin Console. Here is my dilemma: First, I want to scan all inactive personnel folders with a retention schedule into the client. These folders consist of Acknowledgement of Receipts, evaluations, payroll documents, some medical documents, etc. I am using the "big bucket" approach on my retention schedules. I'm hoping a workflow will help me achieve getting all the different types of documents in these folders into record series/folders. That's my first step. As of this time, the HR department is using Ulti Pro for their onboarding, etc. I know eventually they might want to interact (?) these together. I don't have Import Agent, I don't have document classification, or Barcode. At this time, I rely a lot on Zone OCR. I want to know if I can run these papers through quick fields then through a workflow. Is this how it will work? I get frustrated because I really don't get a lot of help from our IT department. I was told by one of the IT staff, that they would get me with our VAR to see about helping me set up a workflow. I just don't think TRM is necessary at this time either. Is it? It seems like it should be simple, but then the more I read the more confused I get. Gets real technical. Am I reading way too much into this--literally? White papers, CPP videos, you tube videos.

Just want to make a simple workflow to start on these inactive folders. Then get ALL the other paperwork floating around; I-9's which are kept in these HUGE binders, criminal records background checks, etc.

I have learned a lot about Laserfiche, but I am still in the learning process and I seem I always will be. I just want to get started on something. Oh, I have looked at the Quicker, Better, Safer for HR, 5 Steps to Automating HR. I just don't have everybody on board to do it that way right now. Trying to get rid of "old" files right now. But, these "old" files still have (will have) retention time on them. Thanks in advance to anybody who might give me a little bit of light on what I'm trying to do.

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replied on August 18, 2015

If Zone OCR can identify all your documents, then scanning everything through Quick Fields is the way to go. You can add Workflow if needed for routing documents for approval after they land in the repository.

Transparent Records Management (TRM) is more of a philosophy than a product. The main concept has to do with presenting records to users in ways that make more sense to their daily activity rather than based on their retention schedules (which is how they would make sense to a records manager). You could always choose to apply this to your documents later since it's achieved through document shortcuts, which Workflow could create after the fact as well as at scan time.

If you have time to talk to your users and find out how they use the documents and how they would like them organized, that would make your life easier when it comes to retention schedules and repository structure. If not, I'd start with getting all the papers into the repository and make changes later as users start accessing documents. That sort of decision usually depends on the number of users and whether they like structure up front or they can deal with changes and defining their structure as they go.

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replied on August 18, 2015

Thank you so much!

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