1. Streamline your HR document management processes
Human Resources Paperless Document Management
and Workflow Solution

2. No more paper or filing cabinets
By eliminating the manual and tedious paper-based human resources (HR) processes, your organization can centralize control of all employee-related content (e.g., resumes, references, tax documents, 401K) and related activities (e.g., reviews, training certification, promotions)
HR departments using Open Bee document management process more work with less resources.

3. No more paper or file cabinets
From recruiting to benefits, Open Bee lessens paperwork burdens.
Automated review and approval workflows speed processes with stakeholders, and audit trails show document compliance.

4. Manage all your HR Documents in one place
Resumes
Employment Applications
Employment Contracts
Performance Reviews
Correspondence
Education Records
Non-Disclosure Agreements
Non-Compete Agreements
Heathcare Enrollments
Medical Records
Termination Notices
Time Sheets
Expense Reports
401K Registrations
I-9's

5. Manage all your HR Documents in one place
Employee File Management
Provide staff with a single location to store employee files
Employee Onboarding
Provide staff with complete visibility into onboarding processes.
Employee Separation
Enable staff to automate the management of necessary activities for departing employees.
Policies and Procedures
Ensure staff is aware of current policies and procedures while supporting compliance efforts.
Recruiting & Selection
Capture, store and route applicant files so staff can focus on focus on finding the best candidates.

6. Manage all your HR Documents in one place
Admission form
Certificates
Disciplinaries
Assessment form
Parental Authorities
Financial Aid Applications, …
Courses materials
Field Trip documents
Collaboration and project management
Students records
Disciplinary
Assessment…
Clara Johnson
Mobile access at Learning resources
OPEN BEE
Admissions, accounting and administration departments
Teachers, students
Online storage to share documents

7. Manage workflow efficiently
Reduce manual administrative processes, automate manual HR processes, and get a better visibility on availability of human resources thanks to Open Bee Portal workflow engine

8. Example 1: Vacation Request Workflow
The user launches the request and fills a vacation request form: reason, number of days, dates and comment
Then the request is submitted to the manager of the employee. Finally it goes to the HR Representative, who is notified.
Holiday request form approval process
Users are notified via , with details of the request included in the . Some callbacks are sent when the manager processes the request late. It is also possible for the user to ask for a modification of an already validated request, as well as a cancellation.

9. Example 2: Onboarding Workflow
Once an applicant accepts an offer letter, a complex onboarding workflow of action items typically takes place—including desk/office assignment, resource allocation including computer, and phone, and an HR onboarding process.
When the applicant’s countersigned offer letter is received, it is scanned right from the Ricoh MFD’s control panel into the Open Bee Portal system.
Offer letter
The HR Department can then fill up a request form and send it to a specific workflow
The appropriate process request form will be then distributed to any number of departments including IT, security, operations, and HR staff.
Offer letter.pdf
Request form.pdf IT
OPS HR

10. Example 2: Onboarding Workflow
When a new hire arrives on their scheduled start date and brings a number of completed HR forms and copies of supporting documentation (like a birth certificate, social security card, driver’s license, passport, or work visa).
When HR receives these documents they are scanned into Open Bee Portal DMS and associated with that new employee so that in the future, anytime the HR system is used, all applicable information and images associated with that employee will be made available—eliminating the need to search for documents.
And of course anyone of these documents could start their own workflow processes. Other documents can be added to the employee’s electronic folder at any time.
Resume
Passport
Employment contract
Drivers licence
Offer of employment
Birth Certificate

11. Self-service employee portal
All HR documents and forms are available in a single location, preventing unnecessary trips to HR or accounting office.
Because customizable request forms are integrated with workflow, unnecessary paperwork is eliminated as filing, requests, approvals and notifications can be handled electronically inside your intranet.

12. Self-service employee portal
Self-service portals give employees instant online access to key HR documents and eForms, providing a seamless channel of communication through which managers and employees can request information, log detail changes, and initiate, process and complete function tasks.

13. Benefits

14. Key Benefits
Automate routing and distribution of documents requiring approval
Rapidly distribute documents to the workforce
Reduce time searching for information and associated costs
Reduce storage costs and virtually eliminate any document loss by providing a central repository for all records.