With mounds of paperwork and a long line of new applicants every day, First Sun Management Corporation, which owns 51 Wendy’s franchises, has decided to implement a new document management solution in their human resources department. The company needs it. With 1,400 employees, around 4,000 new applicants every year and 120 new employees each month, making file management easier is a must.
“We were beginning to run out of filing cabinet space,” said Bill Swedberg, director of information technology for First Sun Management Corporation. “Plus every time an employee left our organization, we had to physically retrieve his or her employee file and re-file it with our termination files. And once a year we’d have someone shred termination files older than six years. We realized we needed to become more efficient.”
The business has started to revamp areas of its company with document management; the first area of improvement is their new hire packet. People formerly filled out a “new hire packet” by hand, which hiked up the cost of paper and took up time, but these forms, including W-4s and I-9s, can now be filled out and filed electronically. Each employee’s information is then stored in an electronically tabbed file, which allows the business to have an easier time managing its documents.
First Sun Management Corporation also has a new workflow with their document management system. When employees are terminated, the new system automatically generates notifications to the appropriate departments. Documents are also set to be destroyed after a designated period of time, making it easier for people to not have to worry about which files need to exist and which do not.
“We’ve been very pleased with the solution,” said Swedberg. “It has definitely helped us reach our goal of becoming more efficient.”
Another restaurant management company, Hallrich out of Stow, Ohio, now owns 87 Pizza Hut locations. The large amount of paper the company had to deal with became overwhelming, according to company controller Sandra Petersen, who said filing space became limited and the company realized it needed a document management solution to help with payroll processing and accounting.
Both companies are now better able to work at “peak efficiency” due to the new document management solution. The hiring process is streamlined, invoices are now indexed automatically, all helping save the companies both time and money.