Instead of sending paperwork back and forth throughout your HR department, paperless solutions let you automate key Human Resources functions. Paperless records are just as acceptable as traditional ones, per the Department of Labor.) Paperless Onboarding, Application Tracking, & More (And, from a legal compliance perspective, there’s no need to worry about the legitimacy of electronic documentation. If your Human Resources department is ever audited, you won’t have to worry about HR compliance fines for record-keeping practices that aren’t up to par. HR Document RetentionĮlectronic systems make it easy to comply with legal document retention guidelines, like storing your I-9 forms and FLMA applications separately from your personnel files, and destroying records after an employee has been terminated. Your records aren’t left out in the open, and you can easily control who can access each individual record. Unfortunately, filing cabinets aren’t exactly the pinnacle of security.Ī paperless HR document management system lets you control access to your confidential information. Sensitive data (like social security numbers and salaries) needs to be carefully controlled, and only accessible to authorized employees. When you’re dealing with paper-based documents, there’s always the concern of confidentiality. Track performance reviews and promotions, emergency contact numbers, pay rates, and more – for every employee, across every department and business unit. Paperless personnel files give you a single place to keep all of your employee information. (And if you have HR employees working out of several different office locations? They can pull up any file they need with a few simple clicks.) Paperless Employee & Personnel Files That not only means less physical clutter in your Human Resources office, but also less time wasted searching for your records when you need them. Everything is kept at your fingertips, neatly organized and fully searchable. In a paperless HR department, you can maintain these records electronically. Equal Employment Opportunity (EEO) data.Training manuals and onboarding itineraries.Not only do you have to maintain a separate file for each employee, but you also have to deal with: Your Human Resources department has hundreds – if not thousands – of documents to keep track of. Managing Your HR Documents Electronically
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