HR Document Management Ideas

Behind every HR department are tons of documents, and the management of that information isn’t always straightforward. Some companies use a human resources information system (HRIS) to handle employee-related forms, processes and procedures which is great. But still, gaps remain in paper files and workflows. Paper documents continue to circulate, and tasks go unchecked. In cases like this, an HR document management system is a must-have whether it’s through your HRIS vendor or a document management provider. You might be asking yourself “but isn’t an HRIS system and document management software the same thing” Unfortunately, no. An HRIS system is specific to HR and allows users to input and manage employee data and in some cases payroll information. But what about all those paper and HR processes that need review, approvals and signatures? When that happens, you wait. Then you wait some more, until someone checks their inbox and realizes action is needed.  A document management system will not only automate these processes and chronicle paper documents for HR but can be used for other departments too.

I often hear from clients who tell me after implementing a document management system that is has been a game changer for their entire company. What was once paper, becomes electronic, accessible and centralized. Workflows that were once manual, occur with the click of a button and alongside HRIS systems like PeopleSoft, Lawson, and SAP without custom programming. And visibility into onboarding processes will be instantaneous with electronic checklists and timer notifications for what’s missing or incomplete.

Human Resources Forms, Forms, and more Forms

From recruiting materials to resumes, onboarding, taxes, benefits, compliance, reviews, and more, there are hundreds if not thousands of tasks, not to mention paper stacks, passing through human resources at any given time. And it’s my job to help companies perform these jobs faster, better, and without error using an HR document management system. Perhaps you are already aware of how they these platforms work but hesitant to bring on yet another application. Don’t be.  Adopting an HR document management system alongside your HRIS system makes good business sense. You will save money on manual processes and workflows. Plus, compliance will see an immediate improvement. In this article, I’ll share how you can improve HR document management once and for all. I’m talking no more hassles, delays, phone calls, or stress. From speeding up workflows to being able to prove audit trails for stakeholders, an HR document management system can make everyone’s life easier and here’s why.

Automating the Paper Trail

One of the biggest reasons companies come to me is to find a better way to manage paper. Whether it’s for environmental reasons or to eliminate storage costs, using an automated document management system such as OnBase gives companies the assurance that all employee materials are captured and stored electronically as they should be. If a file is missing, the system won’t let you proceed further without marking that item. Talk about compliance! This has proved a truly valuable tool for so many of my clients who want to make a good first impression during the employee onboarding process. During the installation phase, you will want to create an automated task list. You can include items like has the employee filled out their tax information? Did they receive their laptop, cell phone? Once a form is complete, it is then recorded and stored for as long as you direct the program to keep it on file.

Keeping Track of Business

Just as you want a secure and reliable onboarding program in place, the same goes for when it comes time for associates to leave. Making sure that the appropriate paperwork has been reviewed, signed and stored is as critical a step as to when the person was hired. The same goes for policies. An HR document management system will keep track of any changes and let you know who has reviewed and approved them. This is especially important when it comes to government mandates and company policies.  Need to centrally distribute information to employees that need review? Staff simply signs in and the system will display the information you shared and archive their viewing activities for compliance.

From recruitment to retention, HR document management solutions let you focus on the people, not the processes. It’s a smarter, better way of doing business. The benefits of an HR document management system are worth any upfront investment. From day one, you will see savings. Now is the time to make a better impression on your employees. An automated document management system for HR will help you adhere to best practices and be a leader in your field when it comes to hiring and maintaining talent. Want to learn more about how you can automate your human resources processes?