Why HR Is Switching to Automated Document Processing

Today’s business environment is becoming effortlessly fast-paced due to the use of AI and automated tools in daily administration. This shift is significant for HR departments in big organizations. They handle a large volume of paperwork, from employee records to compliance documents, time sheets, and payroll. Manual handling of these documents can be time-consuming, error-prone, and resource-intensive. That is why automation tools such as RPA (robotic process automation) are becoming increasingly important.

Why HR is moving to automated document processing:

1. Efficiency: Automation streamlines mundane tasks, allowing HR professionals to focus on more strategic initiatives. For example, tax compliance and benefits administration can be automated, reducing the time spent on manual processing.
2. Accuracy and compliance: Automated systems minimize human error, ensuring critical information is processed correctly. Compliance with legal obligations becomes more manageable when documents are consistently handled according to predefined rules.
3. Cost Reduction: Paper-based processing requires physical storage space and incurs printing, filing, and record maintenance costs. HR automation reduces these expenses and ensures easy access to digital records. Reducing paper usage frees up valuable office space and lowers accident rates and operational costs.

Documents that HR automated Document processing can simplify:

HR automation streamlines the management of essential documents such as:

1. Recruitment Documents: HR automated software standardizes job descriptions, application forms, interview schedules, candidate assessments, etc. Onboarding documents can be automated to ensure a seamless transition for applicants becoming employees.
2. Leave Requests: HR software simplifies leave request processing when employees submit requests electronically. Management can approve or deny requests with a click.
3. Time Sheets: Time tracking becomes effortless as employees log hours are monitored for accuracy and compliance. 

Companies that use automated Document processing 

1. Infosys Limited, a global leader in digital services and consulting, was founded in 1981 Pune, India. l, with its  Headquarters in Bangalore. Infosys offers various services across various domains, including those that have yet to deploy security AI and automation tools. They actively embrace automated document processing, including HR-specific solutions. Collaborating with WorkFusion, Infosys streamlines document and email handling, ensuring efficient processes. They achieved impressive results after automating their recruitment process. They reduced the average handling time by 55%, leading to quicker processing and improved time conservation.
2. BAE Systems is a global aerospace, defense, and information security company headquartered in London, England. BAE Systems is a major defense contractor with operations in over 40 countries and approximately 100,000 skilled professionals. They focus on autonomous technologies, uncrewed air systems (UAS), space exploration, and advanced manufacturing. BAE system emphasizes digital integration across military and security domains, enhancing data sharing and operational efficiency. BAE Systems has successfully implemented automation, including upskilling through their digital academy, leveraging Blue Prism’s digital workforce for payroll processing, and automating HR audits in SAP systems. Their automation efforts resulted in a remarkable 7x faster payroll data upload, saving over 2,600 hours annually.
3. The Coca-Cola Company, founded in 1892, is a global beverage giant known for its iconic soft drink, Coca-Cola. Operating in nearly 200 countries. Coca-Cola has a portfolio of over 160 beverage products. Beyond its rich history, Coca-Cola has embraced automation to enhance efficiency and streamline data processes. They have optimized their accounts payable department using Robotic Process Automation (RPA) and implemented Electronic Data Interchange (EDI) for seamless document exchange. Coca-Cola embraced automation across multiple SAP systems. By automating over 50 processes, they significantly increased the data audited for HR purposes. This change added 16 extra productive hours to each workday.
4. Banque Internationale à Luxembourg (BIL), founded in 1856, is a prominent Luxembourgish bank. It offers various services to clients, including retail banking, corporate solutions, institutional banking, and wealth management. With a global presence and a commitment to responsible banking, BIL continues to serve its multiple customer base with innovative financial solutions. Using Prism, BIL transferred 60 processes to 49 digital workers across customer service, loans, risk management, compliance, and litigation. These efforts enable the bank to respond faster, innovate, and stay competitive despite economic disruptions. The outcome was an over 95% return on investment increase and improved employee assistance.

Frequently Asked Questions (FAQ)

What Is Automated Document Processing?

Automated document processing uses technology, such as Robotic Process Automation (RPA) or intelligent document processing (IDP), to handle various document-related tasks. These include tasks like data extraction, classification, validation, and routing.

How Does RPA Work for Document Processing?

RPA bots mimic human actions to process documents. They can read, extract information, and perform predefined tasks. For example, an RPA bot can extract invoice data, validate it, and update relevant systems.

What Types of Documents Can Be Processed Automatically?

Various types can be processed automatically, including invoices, contracts, forms, emails, and reports. The key is defining rules and templates for each document type.

Conclusion

Automated document processing is transforming HR operations across various industries. Companies like Infosys, BAE Systems, Coca-Cola, and Banque Internationale à Luxembourg (BIL) have successfully implemented automation. Infosys reduced recruitment handling time by 55%, while BAE Systems achieved 7x faster payroll data upload. Coca-Cola automated over 50 processes, gaining 16 extra hours per workday. BIL saw over 95% ROI by transferring 60 processes to digital workers. These real-world examples demonstrate the benefits of HR automation, including efficiency, accuracy, and cost savings.