Utilizing the Internet to manage payroll data more efficiently
Despite advances in technology, it is estimated that as much as 90 percent of the documents we handle in the workplace are still on paper. What's more, the average white collar worker spends up to 70 percent of their workday processing paper. That's 28 hours in a 40-hour week!
D2Xchange, LLC, a Ceridian business partner, suggests utilizing the Internet to increase productivity and manage payroll data more efficiently. Using the Internet as a business toolThe Internet provides easy-to-use tools to better manage payroll data and documents. One example is storing payroll reports in a secure, central online repository. In addition to scanned images, you can store almost any type of data stream online (e.g., COLD, basic text, complex formatting and legacy databases).
The advantages of online storage
According to Melanie Urso, manager of Strategic Partnerships at D2Xchange, "the immediate advantage of online storage is that it provides authorized users the convenience and efficiency of 24/7 access to information they need to drive business results." Urso adds, "This is a particular benefit to payroll professionals who need frequent access to reports and data. Also, when you are sharing information across multiple office locations or departments, online storage eliminates the expense and hassle of photocopying, faxing and mailing hardcopy reports." In addition to making information easier to access, manage and distribute, online data and document storage creates a more secure document archive for disaster recovery and business continuity. "Paper files are more susceptible to damage, loss, theft or destruction," Urso says. "There is no better way to protect your critical and sensitive documents than to convert them to electronic formats and then leverage technology to control who sees and modifies them." Security on the Internet
ASP or Web-based document management software provides additional tools to secure documents and to help your organization meet regulatory requirements (e.g., HIPAA, Sarbanes-Oxley, etc.). Systems offer a wide range of features, including:
- Detailed, document-level audit trails to track who has viewed or modified documents.
- Data encryption, strong passwords and other security features.
- Automated document routing and approval.
- Automatic or on-demand document archiving and/or removal.
- Alerts and checklists to ensure consistent work processes and fewer missed deadlines.
- Version control and collaboration.
- Workflow to automate routine business processes.
Web-based document management offers two additional benefits. First, it can be more cost effective. Instead of allocating capital resources toward the purchase of hardware and software, you "lease" the Web-hosted solution for a fraction of the cost. Second, there is little to no impact on your IT resources. Web-based solutions are easily implemented. In addition, they do not require IT resources for on-going system hosting or maintenance.
Start putting the Internet to use in your payroll department. Contact your Ceridian representative to learn more about Ceridian's online report solutions -- offered in partnership with D2Xchange.
