M-Files Document Management Solution Used as Platform for St@ff Human Resource Management Outsourcing Solution

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GESTFORM Partners with Capgemini to Develop St@ff, a Distributed HRM System Based on M-Files

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HR managers need to be confident that all personnel information in the system will only be accessible by authorized individuals. With M-Files, our customers have the capability to manage who has access to specific HR documents.

Motive Systems, the developer of M-Files easy document management software and the cloud-based document management service M-Files Cloud Vault, announced that M-Files is being used as the platform for St@ff, an outsourced Human Resources Management (HRM) solution developed by GESTFORM in partnership with Capgemini.

The Paris office of France-based GESTFORM serves as the HR department for many European firms including Capgemini, one of the world’s largest business consultancies. In partnership with Capgemini, GESTFORM developed St@ff, a distributed HRM file system based on M-Files easy document management software. GESTFORM deployed and tested St@ff at Capgemini’s branch offices in an environment that included more than eight million personnel documents.

“With the M-Files-based solution, employees see the results from St@ff quickly and easily,” said Marie-Hélène Lanoe, Director of Sales at GESTFORM. “Because users experience the ease and efficiency firsthand, they tend to adopt the system quickly, which ensures a successful implementation and a faster ROI.”

St@ff reduces HR administration time by enabling employees and managers to directly access historical or in-process HR documents directly. Users fill out HR forms digitally from their desktops, and save the documents and associated properties (i.e., metadata fields) in the system, which automates the manual, paper-based data entry process typical in many HR departments. The St@ff solution allows forms to be completed and searches to be performed using a simple browser-based interface. File handling and workflow rules are implemented via the M-Files document management solution, which is seamlessly integrated with Windows.

“The usability of the St@ff HRM system based on M-Files is far and away the greatest asset of GESTFORM’s approach,” said Greg Milliken, president of Motive Systems. “With M-Files powering the electronic documents and automated workflow capabilities of St@ff, response is almost instantaneous for many HR tasks.”

Instead of the typical system of folders and subfolders that implicitly classifies files based on where they are stored, M-Files employs a different approach. It allows users to define “metadata” key words and properties for each stored file. With a wide range of user-definable properties, including document type, author, date, project number, and literally any other custom property, each file gains a unique identity independent of file location. HR managers can use any combination of these properties to sort and display the company’s digital assets in different ways. This metadata-driven approach enables faster retrieval of documents. In contrast to M-Files, with traditional paper or folder-based approaches, when employees either physically search through file cabinets or navigate through various folders on hard drives and servers every time they need a file, it places a drag on nearly every office process. M-Files, on the other hand, retrieves the right document in a matter of seconds, usually with a search on one or two keywords.

Ensuring Confidentiality of Sensitive HR Documents
GESTFORM needed St@ff to be able to overlay different access permissions to different sets of files according to the specific business rules of the organization. In HR, boundaries of confidentiality need to be defined around different roles and for different purposes. For example, only an HR director can see items with personal tax ID numbers, while employees should be able to see their own contracts and wages, but not those of their coworkers. With M-Files as the platform, access privileges are assigned simply by defining additional metadata tags and applying the appropriate permissions to groups of users on the network.

“HR managers need to be confident that all personnel information in the system will only be accessible by authorized individuals. With M-Files, our customers have the capability to manage who has access to specific HR documents,” added Lanoe.

GESTFORM is a service supplier based in France specializing in document management and administrative subcontracting. For 25 years, GESTFORM has supported costumers in a wide variety of projects associated with moving from paper to electronic documentation and processes. GESTFORM is an “Adapted Company” with official status granted by the French Employment Ministry. For more information, visit: http://www.gestform.com.

About Motive Systems
Motive Systems develops M-Files easy-to-use, professional document management software and the Cloud-based document management service M-Files Cloud Vault that enable companies and organizations of all sizes to make dramatic gains in efficiency and productivity by improving the way they organize and manage their business documents, information and processes. Over 120,000 individuals at more than 14,000 customers in over 70 countries worldwide use M-Files to manage their documents. M-Files is available in 21 languages and is in use at customers such as AstraZeneca, BSA LifeStructures, EADS, FinnComm Airlines, Parker Hannifin, and Tupperware. For more information, visit our Web site at http://www.m-files.com, the M-Files blog, and follow us on Facebook or Twitter.

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