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Human Resources and the Paperless Revolution
If your organisation is still relying on paper driven process, the chances are that 2020 has impacted HR more than most departments.
“We are working from home but our employee records are in the office” has been the all too common cry with have received in recent months.
Whilst some have had to face a regular trip to the office to locate a file to provide answers to queries, others have attempted to construct a means of file sharing to alleviate the problem. Clearly neither are a satisfactory solution, no least from a security and compliance perspective.
With all of the usual pressures on HR to manage sensitive information accurately and securely being compounded this year with the requirement to work remotely, it has never been more important to have an infrastructure in place to ensure this.
Document Management Systems (DMS) provide a centralised, secure and access-controlled environment delivering a single point depository for all of your HR personnel wherever they may be located.
When HR departments opt to go paperless, they are able to dispense with all of the drawbacks and restrictions associated with traditional filing.
Sensitive employee records are held digitally with secure access rights governing who can access this data and what they may action. In addition, all filing may be accessed via index characteristics, metadata or via text from any location and on any device.
Once records are digitally enabled within a DMS, so many functions become available from version control to eforms, electronic signatures and full integration to existing software platforms.
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Looking for a Good Reason to go Paperless in Your HR Department…..
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- Employee Recruitment
You can probably relate to this being a labour intensive, time consuming and potentially error prone process but with a DMS it needn’t be.
Everyone connected with the recruitment process is connected by a single process mechanism. Managers can simply kick off the recruitment process using for example an employee requisition eform. Applications received are centrally stored and activate a workflow which manages the whole relationship between HR staff, the recruiting manager and the applicant.
Incoming CV’s may be automatically reviewed against set criteria and those qualifying automatically routed to the appropriate manager whilst unsuccessful candidates may be informed as part of the workflow process either by the generation of a letter or by forwarded email.
Once a candidate has accepted the offer of employment so may begin the process of onboarding in line with company protocols and policies.
- Onboarding Process
As soon as a candidate accepts a position with the company so the onboarding process may begin.
Using a DMS, gone are the days of the numerous chores necessary to employ someone. Previously cumbersome paper driven process can be easily replaced with electronic forms capturing all a new employee’s details which can in turn be used to populate all of the company’s databases from payroll and tax to health and benefits.
Why not create an electronic onboarding checklist of your employment processes from acknowledgement of employment, confidentiality agreements, employee handbook distribution and training and assessment plans?
Through electronic process every employee is guaranteed to have all the information they need from day one.
- Performance Management and Assessment
Both employees and their managers are automatically informed of an impending appraisal. All aspects of the appraisal, from its creation, to delivery and outcomes, are fully tracked to completion. It is very easy to customise appraisal templates which may then be stored against the employees’ file.
- Departing Employees
When an employee decides to leave the company, a document management system is capable of launching an exit eform that includes all of the relevant documentation for signature and lists any departing protocols. By automating this process, you may be sure nothing is missed for a smooth secure transition.
5.Compliance
You need have no fear of a lack of compliance once you move to an electronic document management system.
All employee related documents are held securely within a multi-tiered structure that assigns specific rights of access. Retention schedules may be automatically enforced to ensure full compliance with PII, GDPR, EEOC, HIPAA and any other regulatory requirements.
To find more about the ways electronic document management can help your HR Department and recruitment process why not get in touch with one of our specialists and let us help you take advantage of the paperless revolution.
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