As dms for human resources departments become more strategic, they are dealing with new waves of employment and data security regulations that drain time, attention, and resources. This is creating a bigger demand for end-to-end document management solutions. Docupile’s end-to-end solution can be used to store all company documents in one place securely from anywhere at any time. If your team exhibits any of the five symptoms listed below, it is time to consider implementing end-to-end document management systems!
- Your HR department is too preoccupied with administrative details to act strategically:
Organizations are increasing their strategic role in HR, but with the rise of regulation and administrative burden, this has added paperwork to the 60% of the time that HR teams spend on routine work as opposed to strategic initiatives. To effectively manage a working inventory of paper-based documentation, your team must constantly update records. These may be consolidated into a single searchable repository that will work with HRIS or HCM systems as well as any other software in use by your business. The result? Increasing efficiency and pursuing a more strategic role for your HR department by getting rid of the paper.
- Your unemployment costs are out of control:
Unearned unemployment benefits should always be challenged timely with thorough documentation to minimize the company cost penalty that accompanies a failure in responding early. Every successful claim affects your company’s experience rating in America, raising state premium rates by $4000-7000 over three years. Employment and performance records follow an individual employee wherever they work so that a person’s record can be accessed quickly and efficiently if their integrity is doubted.
- Time and resources are taken up when it takes an employee to locate needed documents:
When responding to external or internal auditors, the process becomes repetitive as some requests may include individual documents like all I-9 forms. Can your department produce these documents quickly if asked? If so, you will need an end-to-end system that can share this data among all of your systems and platforms.
- Your document storage procedures do not meet current regulatory standards:
Employment laws dictate which HR records must be kept and their disposition. When an organization is in a multi-jurisdictional environment, the complexity increases. How can you be sure that all your employees’ information is up to date? How can I find a person’s passport expiration and certificate expiry dates?
An intelligent, Electronic document management system for Human Resources can detect gaps and send reminders to people before their documents expire.
- GDPR and other data security regulations have caught you off guard:
The General Data Protection Regulation (GDPR) is an elite data protection regime with penalties for non-compliance of up to 4% global turnover. This regulation applies if in the European Union and takes effect on May 25th, 2018. While any time-driven organization can feel overwhelmed by the growing pile of regulation and compliance, this recent legislation should not discourage you. Your document management system should ensure the safe-keep of sensitive data and ease your administrative burden no matter where you do business. Ideally, documents should never leave the system. HR administrators shouldn’t be emailed or print papers in response to audits and other requests. Furthermore, for a complete audit trail, the solution should record every access and action taken on a document.
The Cure:
As human resources departments become more strategic, they are dealing with new waves of employment and data security regulations that drain time, attention, and resources. This is creating a bigger demand for end-to-end document management solutions. Docupile’s end-to-end solution can be used to store all company documents in one place securely from anywhere at any time – so you never have to worry about the right file or folder again! Have your team tried any of these symptoms? If yes, then contact us for a demo today.
