James Convenience Retail Ltd is an independently owned family retail chain operating 75 stores on high streets across Yorkshire and the Midlands.
James Retail provide their employees with more than 80 policy documents and standard operating procedures (SOPs), some of which employees are legally required to read and sign. Like most companies, James Retail have to post all the relevant documents to every single employee, collect the signed documents and file them in a way that is secure and easily accessible.
This used to be a lengthy and costly procedure and, since thousands of pieces of paper were being printed and circulated, not environmentally friendly. Moreover, employees who wanted to access the documents at a later date had to ask for PDFs of the policies, making the procedure cumbersome and posing a threat for employees who might feel uncomfortable asking a manager to access a particular document.
“Bolt's Electronic Signature solution has provided us with unquestionable time-savings, as well as cost and environmental benefits. We’re one step closer to being a paperless HR department!”
To respond to this challenge, Bolt Learning provided James Retail with our new Electronic Signature function, which comes built-in to our LMS. The Electronic Signature tool enables all relevant documents to be received by employees, digitally signed and returned to the management instantly, ensuring better efficiency and security.
Employees are notified when they have received new policies to sign, and managers can check whether documents have been opened and signed. Both employees and managers can receive automated reminders and notifications if any document has passed a due date without being signed.
Not only does the Electronic Signature function makes the process of collecting employee signatures much more rapid: it also ensures that managers can easily find and access any signed document and know exactly when it was signed. No more filing cabinets stuffed with complicated filing systems and lost documents!
Bolt LMS allows James Retail to distribute policy documents and SOPs digitally to relevant employees, even if they don't require a signature, meaning that employees have 24/7 access to their own Policy Library. They do not need to ask their managers or HR for documents should they need to reference it.
Bolt’s Electronic Signature function has provided James Retail with huge time-savings and improvements in terms of efficiency. In addition, the eSignature system brings an environmental benefit as the entire process of collecting signatures is now paperless: less paper to file means less impact on the environment as well as a quicker and easier search for documents. Thanks to Bolt, James Retail have now optimised the process of distributing legally required policy documents and capturing signatures, faster and more efficiently.
“Utilising Bolt’s Policy Library functionality on our LMS has given us peace of mind that our staff can get access to the relevant policies and procedures at a click of a button. We have given our staff the freedom and confidentiality to access procedures and policies without having to ask HR! It’s a win:win!”
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