In this article, we will talk about HR document management: we will consider the archaic paper-based document flow and analyze the advantages of digital HR tools in comparison. The article is also intended to express the seriousness of the legislative regulation of human resources document management in organizations.
Using the example of the all-round HR document management software SmartPoint DMS, we will show that the document management software can be not only convenient and efficient, but also fully comply with the current legislation. Combined with cloud-based data storage and the highest Microsoft security standards, SmartPoint DMS has earned the status of highly valued and globally recognized document management software used by large companies in the most developed countries of the world.
What is HR document management?
In their work, HR experts deal with large volumes of documents that need to be prepared, signed, archived, and submitted to governmental authorities upon request. HR document management is a set of methods and techniques that help the HR department control the document flow process and ensure the integrity of the company’s legal regulation system. Of course, it is not only the HR department that needs to draw up, sign and interact with documents in diverse ways. Therefore, very often, when talking about HR document management, people refer to the entire company’s document management system.
What is an HR document management system?
An HR document management system is a software-based system that allows you to sign multi-party documents in organizations. HR software is abbreviated as HMS or DMS. These are user-friendly business solutions that automate office workflow processes, save HR managers’ time, and provide a prominent level of control over all legal relations.
An example of a platform for organizing digital HR document management is SmartPoint DMS. With this solution, you can connect all employees to the system, and gradually switch to a fully digital workflow. Important note: SmartPoint DMS is a legally compliant system, which means that the standard of record keeping meets the requirements of current legislation. Unfortunately, not all systems are legally compliant, and we will discuss the legal basis and nuances of choosing programs for organizing the HR document management in the following sections.
Key features of the best HR document management system
The migration to digital HR document management is primarily about speeding up and modernizing the classic paper-based workflow, as well as solving many of the problems with the old system. Currently, there are no arguments about the advantages of paper-based workflow over digital. HR document management system is an evolutionary development of the paper system. Let’s look at what tasks are solved by digital HR tools.
Protect and organize data
A classic paper archive is unreliable: copies of documents can be lost or destroyed by physical impact (mold, fire, fire extinguishers, etc.). The archive can theoretically be accessed by anyone who visits the company’s office. If you need to find a document signed 14 years ago, this task can take hours. If you need several such documents, the archivist will need days, not hours, to find them. All this slows down business processes.
On the contrary, the digital HR document management system is protected from outside influence. Let us take SmartPoint DMS as an example: this DM system is based on Microsoft products, which means that all documents are stored in the cloud and protected by the most advanced security protocols. All employees of the company can access the documents, but only administrators you’ve approved of can change them. It takes about 3 minutes to create files, sign them, and organize them automatically. The same amount of time is required to change administrative access to files or search for documents from years ago. HR document management software saves time for all your employees.
Combine multichannel workflow in one place
Using the example of a large trading company: the HR department works with one type of document, the warehouse facilities use other waybills and acts, the support department also generates its own invoices — and all employees are guided by the specifics of their activities. There can be many more departments, all operational documents must be stored for years, processed, and consolidated for the controlling authorities — all this is titanic work.
The HR document management system simplifies all office workflow processes and automates their control. There are many departments, each of which works with its own type of documents, but they are all in a single interconnected system. Digital HR document management is not about illusory benefits of comfort, it is about saving thousands of working hours. The process of migration to human resources document management should be considered as an investment in business. One-minute generated reports, no required control for the correct distribution and storage of documents, and all employees use a single program with minimal training time.
Optimize staffing efforts, simplify control
We have already noted that the HR document management at an enterprise can be so complex that entire operational departments must be involved in its control and organization. The task is further complicated by the need to accumulate mountains of paper in one place, as warehouses and offices may be physically located in various parts of the city.
The HR document management system simplifies the processes of creating, approving, and signing documents in an organization. You no longer need to physically travel for documents or store them in a separate room. One person can control accounting and reporting periods, while all other experts can devote themselves to more urgent tasks.
Benefits of an HR document management system
In the previous section on what tasks the migration to HR document management is solving, we have already noted that digital workflow is superior to the paper-based system. At the same time, we did not mention the non-obvious advantages of human resources document management software. We will discuss some of them in more detail below.
Free up time for HR managers
Instead of paperwork, your experts will be able to spend more time focused on the development of the company’s human capital, which will have a positive impact on employee loyalty.
Speed up processes that require documentation
From personnel contracts to operational invoices, the movement of documents takes place without any delay on the part of the HR document management system. Increased company mobility has a direct impact on revenue.
Reduce errors during work with documents
The process of templating documents is completely digital, as well as signing and re-signing documents in case of errors or misprints. Digital HR document management eliminates discrepancies in copies of documents, mismatches in versions, or loss of a copy by one of the parties.
Above, we have described the benefits of HR document management software only in general terms, but in practice, digitalization and automation reform the workflow process in a comprehensive manner: this means improving all stages of document processing without exception.
Meet the requirements of the current legislation on document management
SMART business engineers have wide experience in migrating from various types of document management to modern HR document management software, such as SmartPoint DMS. This HR software meets the legal requirements of most developed democratic countries. This means that you can conduct document management exclusively in digital format, and thus meet all approved state requirements. During the consultation, we will discuss this issue in detail so that you can be sure of your choice.
SMART business experts can integrate human resources document management software into any program system used by your company. Moreover, our specialists are ready to provide comprehensive advice on optimizing the system created, migrating to other ready-made solutions based on Microsoft products, and training your employees to use the platform.
How SmartPoint DMS can help you with HR document management
SmartPoint DMS is a full-fledged HR document management system developed based on Microsoft products. SMART business experts provide services for the integration of HR software into any programming systems you operate with.
In addition to integrating the product itself, we are ready to provide turnkey solutions for optimizing other processes of the organization:
- resource planning (ERP);
- customer and client relations (CRM)
- human capital development (HRM) and others.
All you need to launch an HR document management system in your company is to contact us for a consultation. We will carefully consider your case and provide you with comprehensive information with the predicted results of integrating the human resources document management system. We focus exclusively on your needs, and SMART business experts will help you develop your business through internal investments. The size of the company and the complexity of the processes do not matter. We can help everyone: even complex companies with numerous business channels and workflow processes.
