AI meets Human Resources

Modern HR work is not only defined by the use of digital channels for recruiting and applications, but already in the daily work with digital HR documents.

In order to manage these optimally, not only the pure filing process must be improved, but all processes throughout the entire lifecycle of a document.

To do this, a digital personnel file should cover many tasks in connection with documents, forms or certificates: it must be able to capture and create them, manage them, store them and issue them securely.

"Once a company has decided to digitize its personnel files, however, that is not the end of the story. Many processes that were previously carried out manually with more effort must also be digitally implementable".

says Stefan Heins, CEO of Circle Unlimited.

That's why Circle Unlimited, a provider of the cuSmarText HR digital personnel file, recently added OCR recognition with AI capabilities to its SAP-integrated solution.

"This means that all incoming documents are automatically recognized, assigned and classified. The program can be taught and adapted to the company's individual document properties".

says Heins.

For example, if an employment contract is received signed by the applicant, the program automatically recognizes that it is an employment contract and whether the document has been signed.

Digital payroll

The digital dispatch of payroll, a certificate generator and the display of a history in the file history make personnel work even easier.

"Sending payroll digitally is another step toward paperless HR. If an employee opts for this variant, he or she receives his or her monthly statement by encrypted e-mail, having previously selected his or her personal password"

Heins explains.

The majority of written communication with employees consists of letters, notices, forms that are routinely based on existing patterns.

When introducing a digital records solution, these should therefore be generated automatically on the basis of texts and forms, with definable rules and queries individualizing the document. For many companies, for example, the automated generation of certificates is a great advantage.

"The HR manager draws on a pool of predefined text passages. The appropriate text module is simply selected for the grading of the various assessment areas - from one to five. Together with the existing data in the personnel file, this creates a standardized yet personalized report card document."

says Heins.

The generated documents should then be able to be automatically archived in Word, Excel or PDF format in the file or in the archive via standard mechanisms and stored for further use.

Personnel files contain a lot of personal data, which is difficult to protect in a differentiated manner with paper documents.

"We placed great emphasis on the fact that cuSmarText HR provides an extremely detailed authorization check based on the SAP authorization concept, both when accessed via the SAP system, via web or mobile app"

says Heins.

DSGVO compliant

In addition, all entries, changes and attachments to a process should be logged in an audit-proof manner. Of course, the digital personnel file is also DSGVO-compliant. An integrated set of rules offers the option of integrating differentiated usage periods, blocking periods and automated deletion mechanisms for files, document classes and document types.

At predefined times or after the expiry of certain deadlines, documents and files are automatically purged and deleted without the intervention of an employee, as long as no specific blocking notes have been manually stored for deletion due to certain exceptional situations. Optionally, documents can be encrypted so that access can also be restricted via function groups with special authorizations.