⚡ Instant access to HR files
Searching through filing cabinets for employee files takes too much time and costs too much money (in employee time wasted and in storage costs). HR needs the ability to quickly find employee documents with no lag time. Walking down the hall or down the stairs to the basement—or down the street to a storage facility—simply doesn’t work anymore. By scanning paper files to digital and indexing the files with accurate meta-data fields like employment status, name, employee ID, and department, you will always be able to locate documents when you need them. And you won’t need to walk anywhere. All documents are stored in a central repository accessed by online software. A secure login and a search field are all you need to locate personnel records in a few clicks. This can be done from anywhere if company files are stored in the cloud.
🔐 Document security
Imagine if your employees had access to each other’s personnel files. By storing documents in filing cabinets, you run this risk every single day. Also, you need document management software that has permission-based security so that unauthorized users can’t access files that aren’t meant for their viewing. Cardboard banker's boxes and metal filing cabinets don’t cut it. These days, compliance regulations pretty much forbid old manual practices because paper isn’t secure. Paper is subject to misplacement and natural disasters like fires and floods (including the fading and discoloration effects of time). The good news is that investing in document management for HR is an investment in security. A DMS adheres to your industry protocols. Encrypted logins gate access and user permissions prevent the same file from being opened at the same time, meaning there will be no duplicates. Your system is streamlined, manual errors are minimized, and accuracy becomes the new norm.
💻 Electronic onboarding
Employee onboarding is one of the most important stages in the employee lifecycle. But you don’t need paper to hire someone anymore. And you don’t need to be face-to-face to oversee the onboarding process anymore, either. Handle this process with an electronic HR document management solution and put your file cabinets out to pasture. Your new employee can review contracts and complete all of the necessary forms digitally—from wherever they are. At each step, you can keep track of when employees view and sign each document.
As an added bonus, you will already have one electronic personnel file created when the employee clicks submit—not a pile of separate papers. With electronic onboarding, automate offer letter creation that dynamically replaces text for every new employee. New hires enter their personal info and digitally sign. Done. A great first impression for the new hire joining your company! Plus, you’ll never lose an important document again. All digital files are backed up and immune to natural disasters.
🤖 Efficiency through HR automation
Streamline your HR tasks with automation for HR, allowing your team to focus on what truly matters—your people. Automation eliminates the need for repetitive manual processes such as data entry, form submissions, and approval workflows. This leads to faster processing times, reduced errors, and a more productive HR department. Automating these processes not only enhances operational efficiency but also improves employee satisfaction by providing quicker responses and more accurate information. Embrace HR automation and transform your department into a hub of efficiency and innovation.
