The human resource (HR) department has a wide array of responsibilities but its productivity is often reduced due to cumbersome document management. A lot of businesses will outsource their HR needs, or at least seek consultancy, from a PEO company. You can find a comparison of the best PEO services on the crazyegg website. However, there is an equally high number of businesses who keep it in-house. A few simple tips can be utilized to increase efficiency and simplify document management for HR.
A paper-based archive is the nightmare of the HR professional, especially when the company is a big one or when hiring or replacing staff is a frequent event. With overflowing cabinets and paper-based or email-based processes the time required for file retrieval is much higher than what’s optimal. Going paperless is one of the best solutions for increasing the efficiency of document management for HR.
Electronic staff profiles are easy to access, to update and expand upon. The entire HR team can contribute with additional information and edits. A detailed log will be maintained, making it easy to trace the latest edits and the people responsible for those. On top of that, a digital paperless archive is easy to access from any location. It’s ideal for HR professionals who travel a lot and for people who manage documents for multiple offices.
Better document management for HR isn’t just about the easy retrieval of documents. It should also involve increased security of sensitive data. The selection of the right document management solution for the HR department will contribute to increased information safety. In fact, the security of a maintaining these records in a document management system will be much higher than in the case of a paper-based archive.
The detailed logs that can be created through the introduction of a digital document management solution have already been mentioned and they’re also important for security. These logs provide information about the people who have accessed files, the time of access and the edits that have been made. Thus, it’s very easy to track archive changes and the individuals responsible for those.
A document management solution will also prevent unauthorized individuals from accessing the data. Passwords and encryption can be used to keep individuals who shouldn’t be viewing personnel files from accessing those.
Set Retention Schedules
Regardless of the company size, the HR department is responsible for maintaining a detailed archive. This archive plays a vital role for ensuring legal compliance. The bigger the company, the more complex the retention schedule is going to be.
A digital document management solution simplifies the process and makes it much easier for the HR team to ensure regulatory compliance. Still, having to enter information for a big number of employees can potentially lead to a data management chaos.
Well-developed document management solutions for HR departments enable the automatic setting of retention schedules. This way, regulatory compliance will be guaranteed and the HR professionals will be free from having to worry about updating the archive and removing the files that are no longer needed. These systems can be designed to automatically present files that should be delated or delete them based on criteria such as hire date, termination date, etc. This is a great feature for ensuring that documents such as I-9 forms for terminated employees are deleted on a timely basis, reducing the risk of penalties caused by errors on obsolete forms.
The Importance of HR Document Centralization
Document management for HR can become a whole lot easier through centralization. All files need to be available in an easy to access and easy to manage format. Even if an innovative management solutions is chosen, it’s not going to help massively when the archive is in complete chaos.
Originally, files may have to be brought together from multiple sources to create one centralized archive. On occasions, paper-based documents will have to be scanned and digitalized before a new database is created.
Through centralization and the removal of paper-based archives, document management for HR can become a much easier task. The trick is to choose the right software for the purpose. If you have an HRIS system already, it will be important to choose a tool that integrates seamlessly with that system and your email system. Customization options and scalability will also play a serious role in increasing the effectiveness of data management and guaranteeing the effortless retrieval of required data. A tool that other departments can use to manage their documents and processes, increases the Return on Investment (ROI) for the organization and increases the odds that the HR department can get funding for the program. To learn more how CASNET can help your HR process become more efficient and streamlined, contact us today.