AMF Bowling Centers, Inc. - HR Department
AMF is where America goes bowling! With the distinction of being the world’s largest owner and operator of bowling centers, AMF Bowling Centers, Inc. must continually employ staff to run and maintain their world class organization. Enter the Human Resources department.
Like other HR offices, AMF is inundated with paperwork. With so much paper, there is always a chance of losing or misplacing important files. Any loss of documents can be costly for a company to recover. However, with a document imaging and records management system, there is always a back-up of that data for recovery purposes.
“We wanted to eliminate the storage of paper files and create a more secure, efficient way of retrieving personnel files,” said Barbara Sears HRIS/Records Supervisor at the AMF headquarters in Mechanicsville, Virginia.
Sears and company were looking for a well-organized way to manage the annual estimate of 2,600 hire packets and 50 employee record changes a day.
“We receive over 100 inquiries a day pertaining to personnel records,” said Sears.
For the HR department to be as efficient as possible, they needed a solution that would allow documents to be available immediately, easily and securely. Enter Unity Business Systems.
“[UBS] set up a process to scan active employee files, 19 forms, benefit documents and terminated employee records. A Laserfiche system with 5 full users and 10 retrieval users was put in place,” said John Geist, UBS Technical Support Director.
In addition, a lookup was created through the scanning set-up to extract indexing data from AMF’s J.D. Edwards Human Resources Management (HRM) system.
Oracle’s J.D. Edwards HRM is a comprehensive solution for managing a company’s entire employee lifecycle. A retrieval integration utilizing a keyboard “hot key” was also implemented, enabling employee documents stored in Laserfiche to be retrieved from within the J.D. Edwards system.
Unity Business Systems’ Scanning Services Department has also scanned over 40 banker boxes of employee records, enabling a fully functioning, go-live implementation for AMF.
“Our process has worked well for us,” said Sears. “The simple integration with our current application was a plus. And our Fujitsu 5759C scanner has never had any major problems since it was first installed over 4 years ago.”
This total integration has greatly reduced the labor costs normally associated with scanning and indexing documents.
“We now have, at the tip of our fingers, the capability to access up-to-date information without having to physically go through tons of files,” said Sears. “We often receive requests from our HR Field Directors to have personnel files sent to them; now we can send them by e-mail!”
Working closely with Sears, UBS has designed and implemented a very cost effective solution to manage HR records at their worldwide headquarters.
“We are definitely more efficient due to our UBS solution!” said Sears.