Human Resources | News

Chippewa Falls District Implements Document Management for HR

Chippewa Falls Area Unified School District (AUSD) in Wisconsin is preparing to implement a document management solution for its human resources (HR) department in an effort to save time and reduce the amount of paper in long-term storage.

The district's HR department has thousands of folders and tens of thousands of documents stored on and off site. The documents include forms, reports, documentation and other paper materials for personnel, payroll and accounting. While the district is required to retain most of the documents for seven years, some have to be retained for as long as 30 years. When staff need to access archived documents, they have to dig through filing cabinets or boxes to find them and then refile them again afterwards — a process that can take many hours.

After considering a number of document management solutions, the district selected OptiView Document Management from Advanced Processing and Imaging (API). According to the company, the district plans to use OptiView "to convert their paper-based HR documents to electronic images for secure, fast and easy access across the department." OptiView will also integrate with the department's Skyward Business Suite, so HR staff will be able to access all of the scanned documents on their computer through the Skyward Business Suite without the need to search for them manually. Once the documents have been scanned into OptiView, the district plans to destroy the originals to save on storage space and costs.

Chippewa Falls Area Unified School District is located in Chippewa Falls, WI, 90 miles east of Minneapolis/St. Paul. The district serves 5,100 K-12 students and employs 625 full-time staff at six elementary schools, one middle school, one high school and an alternative middle/high school.

About the Author

Leila Meyer is a technology writer based in British Columbia. She can be reached at [email protected].