Introduction

A prominent manufacturing company, known for its robust industrial operations and workforce scale, faced critical inefficiencies in its employee onboarding process. The HR team struggled to collect and verify essential employee documents in a timely and consistent manner across multiple locations.

The manual collection process was not only time-consuming but also error-prone—resulting in delays in onboarding, compliance risks and poor new hire experiences.

Challenges

• Manual Collection Delays: HR had to follow up repeatedly with new hires for missing documents like PAN cards, Aadhaar, education certificates, etc.

• Non-uniform Practices: Different factories and offices followed different document protocols, leading to inconsistency.

• Compliance Risks: Missing or delayed documents impacted statutory readiness and audit compliance.

• Increased Workload: HR executives spent 4–5 hours per new hire manually checking, chasing and filing documents.

• Low Employee Experience: New hires faced confusion about required documents and submission processes.

Solution: Implementation of DMS+ with HR Forms & Automated Collection Module

The company adopted DMS+ a powerful Document Management System, with an HR-specific module for automated document collection and onboarding.

Key Features Deployed:

• Pre-Joining Document Upload Portal: New hires received personalized links to upload required documents digitally before Day 1.
• Checklist-Based Workflow: HR configured role-based document checklists (e.g., blue-collar, white-collar, contract staff).
• Automated Reminders: Smart alerts were triggered for missing or pending documents based on joining timelines.
• Central Repository with Metadata: All employee documents were indexed and stored centrally with auto-tagging based on employee ID, department and location.
• Audit Dashboard: Compliance status for each onboarding case could be tracked in real time.

Results & Business Impact

• 75% Faster Onboarding Documentation Completion - Document collection time reduced from an average of 5 days to under 36 hours.

• 80% Reduction in Manual Follow-Ups - Automated workflows replaced HR’s need for multiple calls and emails per employee.

• 100% Document Checklist Compliance - All documents were systematically tracked, ensuring audit readiness from Day 1.

• Saved 100+ HR Hours Per Month - Freed up HR executives to focus on engagement and policy-related tasks.

• Centralized Access Across Locations - Documents of all new hires were available to authorized users at any branch instantly.

Conclusion

By automating HR document collection with DMS+, this manufacturing leader eliminated inefficiencies and established a compliant, standardized onboarding process. The result was not just faster onboarding but a measurable improvement in HR productivity and employee experience—setting the benchmark for digital HR transformation in the manufacturing sector.