Does HR really need another Filing Cabinet?

Does HR really need another Filing Cabinet?

In almost every company, the department that requires the utmost security and coordination is Human Resources. Without a proper system in place, HR Departments are lost and unable to work to the best of their abilities.

Human Resources Managers generally deal with any of the following; recruitment, performance management, safety, wellness, benefits, employee motivation, communication, administration, training and probably more. That’s a lot to tackle.

Some Companies have hundreds or even thousands of workers, and combining this with the number of tasks going on each day, can become overwhelming.

Many HR Departments have not realised that there is help available from utilising a document and content management system (DMS). They are missing out on many benefits for their team and for the future of the company including improved productivity, robust data protection, and better communication.

The following are some ways in which DMS can make a huge difference in organisations.

It cuts down on paperwork

When organisations take on new staff, there are contracts to be signed, tax forms that need to be filled out, induction routines and handbooks that must be distributed. They may be wasting vast amounts of paper when an employee starts, not only is physical paperwork a big drain on any budget, it takes a lot of time to fill out forms by hand.

When a DMS is utilised, all documents are kept on the system, new staff can review files on their computers and sign documents electronically. It is easy for employees to review documents, even when they’re on the go via their mobile devices, all without the need to print them out.

All files are in one place

Using DMS, organisations can forget about those endless rows of filing cabinets and save time trying to find documents. Within a DMS, the HR Department can locate documents by the file name, part of the file name, the date it was last modified and even by words and phrases within documents. This means that they can store and easily find documents for all employees, and general company policy information with the click of a button.

It allows the generation of employee files

HR staff can easily create file structures based on each employee. These structures will include their offer letters, contracts, handbooks and all new staff documentation. Along with ongoing paperwork like holiday requests and any correspondence with HR.

When employees leave, their files can stay in the system, which means that it is simple to easily verify their employment.

It’s secure

When paper files are used, they are at risk of being stolen or lost. Email and other software that is susceptible to hacking can be putting the whole organisation at risk. DMS is much more secure than the cloud or paper documents because it comes with multi-layered encryption and user-based access.

This means that if a hacker tries to access HR files, all it would be possible to see is scrambled data that can’t be deciphered. With user-based access, employees at different levels are given varying types of access to the documents. Password controls can be set on certain documents to make sure that sensitive HR information always stays confidential.

There is a workflow

If an organization has a large HR department, or numerous departments that are dealing with new staff, the recruitment process can be managed through a workflow.

In an DMS, workflow is tracked so HR staff always know the up to date scenario on any project. If a manager sends information to HR for clearance to employ someone, HR can review it and then pass it onto payroll, any other relevant administrative staff, and finally back to the manager. All of this can be done within the system and without any of the paperwork.

Within this workflow, the HR department can establish who viewed and modified documents, and receive alerts when they need to work on a project.

Are you ready for DMS?

Want to transform your HR department and your whole organization in general? Then it’s time to sign to speak to PDM.

To get started with DMS, call or email us. We’ll find a solution to meet your business’ needs.