Transforming and automating HR Processes using IDP

The Intelligent Document Processing (IDP) solution transformed HR operations, boosting efficiency, reducing errors, saving time and enhancing document accessibility through improved indexing and retrieval mechanisms in the HR repository.

Challenge

Managing and searching for various employee documents, including ID proofs, certificates, degrees and other relevant documentation, became time-consuming for a major company’s HR team. The backend team manually sifted through documents required by the Human Resources (HR) department to enter the required data into their HR management system and subsequently uploaded it for storage.

Additionally, their existing HRMS solution was not easily accessible. The process was not only resource-intensive but also error-prone. The HR team required a solution to streamline and automate this process to enhance efficiency and enable on-demand search and retrieval of the relevant employee documents and information.

solution

To address the challenges, our team proposed to implement Intelligent Document Processing (IDP) that involved the use of advanced machine learning algorithms and intelligent character recognition (ICR) to automate the extraction of key data points from the diverse set of employee documents:

  • Document Classification: The machine learning models classified documents based on their type (ID proofs, certificates, degrees) to ensure they processed all document types appropriately.
  • ICR Technology: Optical character recognition technology combined with AI  extracted text and data from scanned documents with high accuracy.
  • Data Validation: The system validated extracted data against predefined rules and formats of the documents and mapped them against the existing employee database to enhance accuracy. The system also flagged any discrepancies (or data with low confidence scores) for review by the HR team.
  • Integration with the HR Repository: The system extracted data in Excel and linked it to the original documents, which allowed bulk upload to the HR repository. This repository would enable indexing relevant meta-data to improve search and retrieval using filters.

result

The implementation of the IDP solution brought about a transformation in the efficiency of the HR department for the extraction tasks:

  • Efficiency: Manual data extraction and entry tasks were reduced significantly, substantially increasing operational efficiency.
  • Error Reduction: The automated validation process minimised data entry errors and improved data accuracy of employee information.
  • Time Savings: With automated document processing, rapid information retrieval allowed the HR team to focus on more strategic tasks.
  • Accessibility: Better indexed information enabled quicker search and more efficient retrieval of relevant employee documents.