How to Digitize Personnel Files: Navigating Scanned Docs, SAP, and Vendor Options

Hi all, just wanted to know about the following points/doubts:

1) Digitization of Personnel File Management
If an organization moves towards total digitization of personnel file management (i.e., maintaining complete scanned documents of personnel files in the portal or ERP-based), how should one go about it?

2) SAP Implementation for HR
If there is SAP implemented for HR, then how should one proceed?

3) Separate Portal for Document Management
Is there any possibility of creating a separate portal to access/upload the documents as per the life cycle management process?

4) Vendor Organizations in the Domain
Finally, are there any vendor organizations you are aware of working in such a domain/field?

Thank you.

I have not posted this query only for a vendor update, but I was seeking expert guidance or help from any peers who have prior experience in this kind of exercise or have knowledge in the domain of digitization. I am aware that interested vendors may get in touch with me after looking at my post; however, if you review my post, you will see that it is also about gaining knowledge on how to proceed in a scenario where an ERP system is already implemented in the organization and how to take advantage of it.

Regards,
Sagar

Digitalization of Existing Documents

Digitalization of existing documents is one of the easiest tasks. There are vendors who are willing to do this for you on a completely outsourced basis for a very reasonable sum (I got it done for a client 3 months ago). You can invest in a good document management system to handle the data. An added advantage is that the document management system need not be limited to HR but can also be utilized by other departments. Ensure that your security settings are correct so non-HR personnel can't access your files.

Portal Aspect

For the portal aspect, it depends on the software you use. I have used Orange HRM at one point, which had options for storing scanned documents. I am confident that most current HRM software will have similar features. A portal is useful if you want users to access information in a structured manner; otherwise, a document management system (DMS) will suffice or may even be more effective.

SAP-HR Module and Vendor Connections

I have not seen the latest SAP-HR module, but I saw a demo a year ago which had the feature of loading scanned documents to an employee master. If you require vendors who have experience in this area, I can connect you with some in Bangalore. Feel free to message me if needed.