Case Study: Ricoh Enterprise HR Content Management

By centralizing their HR department, Ricoh was able to reduce costs and increase efficiency.

About Ricoh

Ricoh is a global information and technology company and is changing the way people work with innovative products and dynamic solutions.

“We built in robust auditing and reporting features which have significantly improved our productivity and reduced compliance risk compared to our previous manual processes.”
Michael Jones
Vice President, Human Resources
Ricoh

Challenge

As Ricoh moved from being a product-based to a services-led organization, our Human Resources department needed to evolve to support this new direction. Their cumbersome paper processes were labor intensive, time consuming, and required large amount of physical storage.

To illustrate how inefficient things were, a staff member had to manually find and retrieve a requested employee file. Then, that person had to scan, fax or copy and overnight the documents to the HR or line manager who needed the file. On top of that, the files for over 23,000 employees took up about 1,200 square feet of space in 40 locations.

Solution

The first step was to consolidate the HR department into one location.

After that, they looked to the Ricoh Enterprise HR Content Management Business Solutions to incorporate:

Barcodes that allowed department managers to scan documents directly into an employee’s file.
Embedded controls within documents that ensured specific information was only viewable by authorized personnel.
The ability for managers to file and retrieve documents without HR’s help.

By moving to a digitized records management system, documents are also better protected against potential loss due to natural disaster and are easier to access from different locations. Plus, the paper reduction helped advance one of the company’s longstanding sustainability objectives.

Result

With the Enterprise HR Content Management Business Solutions in place,

Reduced various administrative costs by 60%
Gained anytime, anywhere access to documents
Save an estimated $1.2 million over five years

Since many HR documents, such as non-compete agreements and IRS W4 forms, are available digitally, employees and staff can access what they need from virtually anywhere. We also rounded out the capabilities of Enterprise HR Content Management system by including:

Workflow and process consulting
Enterprise content management and capture solutions
Back-file digital conversion for legacy records
Day-forward imaging to scan all current and future records as they're created
Shared services and managed services
Forms management

As more companies aim to make their information more mobile, our own experience can help other HR organizations increase their productivity, improve document access and lower costs.

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