Few departments are more dependent on paperwork and forms than Human Resources. Job applications, insurance paperwork, tax forms, employee reviews, disciplinary records…the sheer volume of documents to be handled and archived can make efficiency seem impossible for any HR department. Managing all of these documents in paper format simply isn’t practical. That’s why so many HR departments are turning toward document management to get out from under all of that paper and optimize their processes.
Transitioning to an electronic document management system allows you to say goodbye to paper documents and the inefficiency they cause in HR processes. Just think of the thousands of documents you’re required to keep track of, and the hassle it is to manage all of them. Now imagine being about to maintain and manage these documents electronically, instead. Without them stored in files within filing cabinets, your office is no burdened with physical clutter. In electronic form, searching for a document becomes a breeze, facilitated by your mouse and keyboard and aided by the ability to search by keywords. Your HR department will save an enormous amount of time and put an end to fruitless searches by simply eliminating the need to manually search for paper documents within filing cabinets. Document management will improve the security of your paperwork, limiting access through permissions that allow only those authorized to view a document. Your HR document retention will be fully compliant with document retention guidelines.
With your documents stored in electronic form, your HR workflows become intelligent. E-signatures make it easier for those required to give their ‘John Hancock’, never needing to use a copier or printer to obtain authorization. Forms can be automatically routed for approval when necessary rather than passing paperwork back and forth manually. Documents are automatically sent where they need to go, with appropriate parties notified when something requires their attention. Progress can be monitored thanks to reporting tools, so you can get a status update whenever necessary. All of this facilitated by your document management software.
If your Human Resources department is still working with documents, forms, and records in paper form, its processes are likely riddled with inefficiencies. To learn more about how our document management solution can create paperless HR processes, contact Golden Gate Office Solutions today!
