Organising staff records – the key to HR
Human Resources professionals are tasked with maintaining a variety of employee records.
In the past, this meant filing paperwork in physical folders and storing them in file cabinets.
But as businesses increasingly move to digital workflows, document management for HR is the norm.
The Importance Of HR EDMS
Human resources departments generate a lot of important documents, including employee records, performance reviews, benefit plan information, and more.
In the past, these HR documents were often stored in physical filing cabinets, which made them difficult to retrieve and manage. With the advent of digital document management systems, HR departments now have a much easier way to store and track their documents.
Document management systems make it easy to find the most recent version of a document and to track any changes that have been made. This is especially important in HR, where accurate records are essential.
Digital document management systems also make it easy to share documents with other departments or employees who need access to them.
HR staff benefit by using EDMS.
Managing Confidential Information
Security And Confidentiality
One of the most important aspects of document management used by HR is security. Employee records often contain sensitive information, such as National Insurance numbers, addresses, birthdates, and salary information. It’s crucial that this information is protected from unauthorized access to prevent identity theft and other types of fraud.
When choosing a document management system for an HR department, look for one that offers robust security features, such as user authentication, role-based access control, data encryption, and activity logging. These features will help to ensure that only authorized users can access employee records and that all activity is tracked and monitored.
Ease Of Use
Another important consideration when choosing a document management system is the ease of use. The system should be simple to set up and use so that HR staff can start using it right away with minimal training. Look for a system that offers an intuitive interface and drag-and-drop functionality for adding files.
The ability to access employee records from any location is also important. Look for a system that can be accessed from any device with an internet connection so that the HR team can work remotely if necessary.
Affordability
Finally, consider the cost of the document management system. Some systems can be unnecessarily expensive, so get pricing information immediately before making any decision. Be aware of the cost of expanding the system in the future.
Compare features carefully as other users with other requirements may wish to make use of the program.
What File Stream can offer
File Stream assists HR with:
- DSAR (Subject Access Requests from Employees)
- Managing training records and accreditations
- Reduce costs of storing documents externally and speeding up the availability of access
- Access and auditing of documents for all staff members controlled by RBAC (roles based access control)
- Document retention policies
Document management software can be a great asset for HR departments. It can help with Compliance, speed up document turnaround time, and improve efficiency.
File Stream is an excellent option when it comes to document management systems. It offers its own unique features that can benefit your organisation.
To streamline an HR processes, document management software of some description is almost essential. With the right system in place, paperwork can be reduced, tasks automated, and documentation made organized and easily accessible.
An exceptional service can be provided for employees.
File Stream also provides a perfect system for mentoring new employees ensuring time is not wasted and the new employee is actually in the right position within the company.
Benefits Of DM For Human Resources
Easier Compliance
Human resources departments have to deal with a lot of regulations and compliance issues. When everything is stored on paper, it can be hard to keep track of everything and to stay compliant. A digital document management system can help with that by keeping track of all documents and making sure they’re up-to-date. Alerts can be set up when documents need to be updated or accessed for auditing purposes
Faster Document Turnaround Time
Another benefit of using document management software is that it will help to speed up the process of creating, approving, and distributing documents. For example, to create an offer letter for a new employee, the software can automatically generate the letter based on information entered into the system (such as the employee’s name, start date, salary, etc.). The ability to automate repetitive tasks like this can free up your HR team’s time so they can focus on more strategic initiatives
Enhanced Efficiency
Another big benefit of document management for human resources is enhanced efficiency. With a paper-based system, team members might spend hours searching for a single document. And if multiple people are looking for the same thing, it can lead to frustration and wasted time. When everything is stored digitally, however, it’s easy to find documents quickly and without any trouble. The team will be able to work more efficiently, and that will boost the bottom line.
Improved Security
One of the biggest reasons to switch to a digital document management system is improved security. Paper documents can get lost or stolen. If confidential employee information falls into the wrong hands, it could lead to identity theft or other serious issues. With a digital system, your documents will be stored securely on a secure server. Only authorised personnel will be able to access them, in the knowledge that they won’t be lost or stolen.
